ACADEMIC HEALTH CENTER STUDENT CONSULTATIVE COMMITTEE (AHC SCC) MINUTES WEDNESDAY, JANUARY 22, 2003 5:00 - 6:30 CLINICAL SKILLS LAB [These minutes reflect discussion and debate at a meeting of a committee of the University of Minnesota Senate or Twin Cities Campus Assembly; none of the comments, conclusions, or actions reported in these minutes represent the view of, nor are they binding on the Senate or Assembly, the Administration, or the Board of Regents.] PRESENT: Melissa Highman, Chair (Nursing), Kim Canfield (Public Health), Leslie Carranza (Medical School – 1 st Year), Andy Grande (Medical School), Jessica Hammell (Veterinary Medicine), Wesley Kurszewski (Physical Therapy), Alisa Madson (Dentistry), David Renstrom (Pharmacy), Kelly Schneider (Mortuary Science). ABSENT: Mark Weisbrod (Medical School), Mark Wiisanen (UMD School of Medicine). GUESTS: Barbara Brandt, Ross Jansen, Jane Miller. 1. TOUR OF CLINICAL SKILLS SPACE Jane Miller, Director of the Clinical Skills Center, took the committee on a tour of the new clinical skills lab space. She made the following comments: 1. Facility includes 18 rooms 2. Each room has one microphone and two cameras that pivot; one for viewing the student and one for viewing the patient with output in a central room for faculty to watch and listen 3. Each session can be videotaped to track a student’s progress over time 4. Open house was held last week 5. Standardized patients are used for lab 6. Each room contains state of the art equipment 7. 2400 students will be using the lab for practice or assessment this semester 8. Space includes a student lounge and locker room 9. Laptops are available for faculty use to provide their assessment to the student Members thanked Ms. Miller for the tour and description of the new space. 2. INFORMATION ON HIPAA Barbara Brandt said that on April 14, 2003, the University will need to be in compliance with a set of regulations entitled Health Insurance Portability and Accountability Act (HIPAA) concerning health information privacy. The last part of these regulations were written in August and require the University to train every student, staff, and faculty who comes in contact with health information, which is roughly 25,000 people across all campuses. The University will need to document who has completed training. Once implemented, fines can be assessed to people and the institution if health information privacy is breached. The training will consist of four courses: a seven minute introductory video, technology skills, clinical skills, and research skills. Everyone will be required to complete the first two courses; the other courses will depend on what a person does with health information. For students, this policy affects students in all colleges except for Veterinary Medicine, and in all levels, except for fourth year medical students. Training reports can be printed for students starting rotations. Q: What is the time commitment for completing these courses? A: The video is seven minutes, the second course is estimated to take 60 minutes which includes 10 minutes for a quiz, the third course is estimated to take 70 minutes, and the fourth course just 20 minutes. A person can start and stop at any point in the training. The courses will be available through the My AHC web porta l. Students and faculty will have one month to complete the training. Emails and the web portal will remind people of their training status.
Q: How will students be informed of this training? A: An introductory email will be sent from the President to all affected parties in four days. A follow-up message for AHC individuals will be sent later by Dr. Cerra. Privacy coordinators have also been identified in each college to help with the training and develop unit regulations. Q: How will students view the video? A: It will be available through the web portal. Students can access the portal at home, in computer labs, or through wireless in some areas on campus. Q: What is the financial impact for this training? A: One of the largest organizations to complete training was the Mayo Center in Rochester. Implementation cost $6 million, but they did not have many systems in place that the University already has, such as the web portal. Barbara Brandt said that another set of security regulations will be ava ilable next month and will include more training modules. The University will be diligent to document all training. The biggest breaches of health information are associated with computers and technology, so this will be a focus for the University. Sometimes these breaches are accidental, but they must be controlled. The guidelines provide that identifiers need to be removed and that heal th information can only be used for one of three reasons: education, treatment, or payment. The security regulations will also govern transmission of records, taking records off campus, and storage on personal computers. These regulations will lead to changes in behavior and culture regarding health information. Q: What is considered an identifier? A: HIPAA lists 19 identifiers such as zip code, name, address, license number, social security number, etc. Q: Will HIPAA affect education? A: The curriculum will still need to use protected health information, but usage will require more bureaucracy. Courses in all departments will be examined to determine if they breach HIPAA regulations. Members concluded by discussing known breaches of health information and how HIPAA relates to what they do in their classes and practicums. 3. OTHER BUSINESS Melissa Highman said that she attended the CHIP Executive Council meeting last night to speak about the AHC SCC. During break an AHC SCC Fact Sheet was developed, and she distributed co pies to CHIP. She said that the document would be put on the AHC SCC website and emailed to all committee members. She asked CHIP to refer any student issues to the committee for consultation and action. She then noted that at the February meeting a few students from CHIP would be talking about placing drug and alcohol abuse training into every program in the AHC. With no further business, Melissa Highman thanked the members for attending, adjourned the meeting, and invited everyone to Sally’s for dinner. Becky Hippert University Senate