Tools and resources

• Awareness and Education
• Forms
• Frequently Asked Questions
• Rules, Policies and Procedures

Awareness and Education

• Common Phish Sense - "Phishing" is the act of sending an email, falsely claiming to be a legitimate business, in an attempt to scam users into surrendering private information that will be used for identity theft. Learn how to spot and avoid "Phishing" scams.
• GroupWise Calendar: Privacy and Security Issues - GroupWise Calendars are not the place for confidential information. They may not be private or secure. Steps can be taken to determine who has, or should have, access to your calendar.
• HIPAA Enforcement Rule Summary - A short summary of the most recent federal HIPAA Rule that describes possible fines and sanctions for non-compliance with any of the HIPAA rules. 
• Incident Response  - If you've detected an information security or privacy problem we'd like to know about it.  The Privacy/Information Security Incident Response Program (PSIRP) can help you with incident response.
•  Mail processing - Everything you need to know about mailing private information
• Password Security - Why we need strong passwords and how to create and change them.
• Privacy Clarifications
  • Use and Disclosure of Alcohol/Drug and Mental Health Client Information; Sharing Across DHS Programs
  • Sharing information between Domestic Violence and Child Welfare programs
• Privacy Quiz - Test your knowledge of privacy related topics that have been included in past issues of the Privacy/Security Update newsletter.
• Secure Email From DHS - DHS is now securing all outbound email containing confidential data or PHI.  Instead of receiving email directly to your inbox, you will receive a notification message that DHS has an email waiting for you on a secure server.  A link will take you, via a secure browser, to that server, where you will receive instructions for opening the email.       
• SECURE IT! - A short introductory video to understand the importance of protecting the confidential and sensitive information we are responsible for at DHS. This video can be used in staff meetings, your new employee orientations, shared with partners and is required for volunteers. 
• Security tips
•  - Training - These courses provide information to staff and partners about about their roles and responsibilities in protecting the privacy and security of DHS information. The training is currently available in two formats:
  • Power Point: Privacy, Security and You - Part 1;   Privacy, Security and You - Part 2
  • PDF: Privacy, Security and You - Part 1;    Privacy, Security and You - Part 2

Forms

• OMAP's Notice of TPO Exemptions (OMAP 3079) -  Assists DHS staff in receiveing individual health-related information requested from other HIPAA-covered entities.

• Safeguards Assessment - Administrative, Technical and Physical Safeguards Policy AS-100-05 requires that we take reasonable steps to safeguard confidential information. Information to be safeguarded may be in any medium including paper, electronic, oral and visual. We are required to assess those safeguards annually. Use the DHS 3000, Safeguards Assessment Tool to complete an annual assessment. The form is available in PDF or Word formats.

• Privacy forms - Ten forms were developed as part of the HIPAA Privacy implementation process. These forms give clients a variety of ways to specify their privacy requests, and they inform clients how their private information will be protected. *Note: Forms are also available in alternate languages.  Search by using the form number listed below.
  
  

  Form Number	Form Name
  DHS 2009	DHS Fax Cover Sheet - PDF,   Word or Wordperfect
  DHS 2090 (pdf)	DHS Notice of Privacy Practices
  DHS 2092 (pdf)	DHS Notice of Privacy Practices, Acknowledgment of Receipt
  DHS 2093 (pdf)	Access to Records Request Form
  DHS 2094 (pdf)	Amendment of Health Record Request Form
  DHS 2095 (pdf)	Restriction of Use and Disclosures Request Form
  DHS 2096 (pdf)	Accounting of Disclosures Request Form
  DHS 2097 (pdf)	Disclosures of Protected Health Information
  DHS 2099	Authorization for Use and Disclosure of Information - Forms: PDF, Word, or Wordperfect     Instructions: PDF, Word

• HIPAA Helpers - The Privacy Program has developed the "HIPAA Helpers" packet. The packet contains a variety of forms to help DHS employees effectively request health-related information needed by DHS when conducting business with other HIPAA covered entities. The information is designed to assist in moving business forward more easily and efficiently when performing activities of treatment, payment, or health care operations (TPO).
  
  *Note: Forms are also available in alternate languages.  Search by using the form number listed below.
  
  

  Form Number	Form Name
  DHS 2084 (pdf)	HIPAA Helpers packet (includes all forms listed individually, below)
  DHS 2085 (pdf)	Request for Health Information
  DHS 2086 (pdf)	Request for Insurance Information
  DHS 2087 (pdf)	Treatment, Payment, Health Care Operations Exceptions
  DHS 2088 (pdf)	Treatment, Payment, Health Care Operations Exceptions (expanded)
  DHS 2089 (pdf)	How to Handle Phone Calls

Frequently Asked Questions

• Business Continuity Planning (BCP)
• Incident Response
• Information Security
• Privacy - Child Welfare
• Privacy - Physical Safeguards
• Privacy - Uses and Disclosures
• Secure Email from DHS 

Rules, Policies and Procedures

• HIPAA Security Rule (CMS)
• Information Security Policies
• Privacy Policies
• Privacy/Security Glossary of Common Terms