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OS11 - Diversity in Implementation (ID 17)
- Event: e-Health 2017 Virtual Meeting
- Type: Oral Session
- Track: Clinical and Executive
- Presentations: 1
- Coordinates: 6/06/2017, 10:30 AM - 12:00 PM, Room 205D
OS11.04 - Privacy Training and Compliance Across Multi-Regional Health Authority Staff (ID 148)
Purpose/Objectives: Health Information Management (HIM) services include 1,395 staff members working across 35 clinical sites at four large health authorities across British Columbia. HIM staffs access clinical information systems and patient records to accomplish job duties; therefore, privacy training around the handling of patient information is critical. An audit conducted revealed several inconsistencies in privacy training, such as: 1. There is no standard procedure across the different sites for privacy training. 2. The privacy course module and confidentiality form records were retained differently depending on the type of record. 3. There is no method of tracking staff compliance to privacy training. As a result, a critical risk identified was that HIM staff could start work within a healthcare site without completing their privacy training. Project objectives consisted of: A standardized privacy training process administered to all staff. A way to track staff compliance with privacy training.
Methodology/Approach: In June 2015, Standard Operating Procedure was circulated to HIM staff to provide clear guidelines around the administration of the privacy training. This allowed for consistencies in the type of training received by each employee. Further, the privacy training course and confidentiality form were centralized together in an online module. The module served as a single-source method to track staff compliance, and monthly reports are generated and sent directly to each HIM manager advising them of staff that has not yet completed their training.
Finding/Results: Before implementation, there was a 35% compliance rate, and since implementation, there has been a 77% compliance rate amongst all HIM staff, indicative of a 42% increase in compliance. There was an increase in compliance rate each time communication was sent to staff around the importance of the privacy training. <img alt="him privacy compliance.png" annotation="" id="image://25" src="https://cpaper.ctimeetingtech.com/deliver_media_imagick.php?congress=ehealth2017&auth_hash=9b7529a6e65b0a4d5685e9f5ecfaa1cfb8a92ca8&id=25&width=350&height=350&download=0" title="him privacy compliance.png" />
Conclusion/Implications/Recommendations: Challenges involved clarifying the responsibilities around privacy training between HIM and the multiple health authorities. There were several consultations with stakeholders to discuss process improvement around the administration and tracking of privacy training. There were also several iterations of the report automation from the course module due to unexpected challenges with user login IDs. Feedback has been extremely positive since this initiative launched, and PHC as an entire health organization has adopted a similar process in June 2016. Future plans involve promoting a culture of privacy through a communication strategy in November 2016. The goal of this initiative will be to reach a 100% compliance rate and further develop HIM as a leader in data stewardship and patient privacy.
140 Character Summary: The implementation and results of a compliance tool to track health authority staff to mandatory privacy training and the signing of a confidentiality agreement.
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