Surveillance

1. TRICARE Management Activity HEALTH AFFAIRS Surveillance 2009 Data Protection Seminar TMA Privacy Office

2. TRICARE Management Activity HEALTH AFFAIRS Surveillance

3. SurveillancePurpose The purpose of this presentation is to introduce the TRICARE Management Activity (TMA) Privacy Office Surveillance Assist Visit Program and illustrate how an assist visit can highlight the significance of privacy and the protection of Personally Identifiable Information (PII) and Protected Health Information (PHI)

4. SurveillanceObjectives • Upon completion of this course, you should be able to: • Describe the TMA Privacy Office Surveillance Assist Visit Program • Determine how a TMA Privacy Office Surveillance Assist Visit can help your organization identify opportunities for improvement in complying with the Privacy Act of 1974 and Health Insurance Portability and Accountability Act of 1996 (HIPAA) requirements • Identify how to request a TMA Privacy Office Surveillance Assist Visit

5. SurveillanceOverview • New program developed under the direction of the TMA Deputy Director and Privacy Officer • Provide assistance to the organization in assessing compliance with the Privacy Act and HIPAA requirements • Organizations that may request an assist visit • TMA • TRICARE Area Offices • TRICARE Regional Offices

6. SurveillanceWhat is Surveillance? • An Assist Visit • Offers objective review of Privacy Act/HIPAA procedures and practices • Sheds light on the functions and purposes of the TMA Privacy Office

7. SurveillanceWhat is Surveillance? (continued) • An Assist Visit • Educates on policies, instructions, guidelines, and departmental and federal regulations governing privacy

8. SurveillanceWhat is Surveillance? (continued) • An Assist Visit • Assists in formulating ways to improve Privacy Act/HIPAA practices

9. SurveillanceWhat is Surveillance? (continued) • Components of an Assist Visit • Review • By gathering information • By assessing current privacy practices for baseline • Identify • Weaknesses • Opportunities for improvement • Best practices • Prevent • By education • By process improvement • By routine maintenance

10. SurveillanceDynamics of Surveillance ASSIST VISIT

11. SurveillanceOutcome • Ideal outcome • Educated, Privacy Act/HIPAA-savvy members of the organization • Business functions are not disrupted by unfortunate events • Healthcare runs smoothly without protests/questions • Acceptable outcome • Organizational awareness and education • Organization meets obligations as defined by regulations

12. SurveillanceGroup Activity

13. SurveillanceGroup Activity George Clooney Barack Obama Britney Spears

14. SurveillanceSummary • You should now be able to: • Describe the TMA Privacy Office Surveillance Assist Visit Program • Determine how a TMA Privacy Office Assist Visit can help your organization identify opportunities for improvement in complying with PrivacyAct/HIPAA requirements • Identify how to request a TMA Privacy Office Assist Visit • Privacymail@tma.osd.mil • http://www.tricare.mil/tmaprivacy/

15. SurveillanceSummary - Who Benefits?

16. SurveillanceSummary - Who Benefits? (continued) Jane Doe

17. SurveillanceThe Road to Compliance REVIEW IDENTIFY PREVENT REVIEW IDENTIFY PREVENT REVIEW IDENTIFY PREVENT REVIEW IDENTIFY PREVENT REVIEW IDENTIFY PREVENT

18. SurveillanceResources • DoD 6025.18-R, “DoD Health Information Privacy Regulation”, January 2003 • DoD 5400.11-R, “Department of Defense Privacy Program”, May 2007 • DoD 8580.02-R, “DoD Health Information Security Regulation”, July 2007 • http://www.tricare.osd.mil/tmaprivacy/Mailing-List.cfm to subscribe to the TMA Privacy Office E-News • Privacymail@tma.osd.mil for subject matter questions • “TMA Facsimile Transmission Policy for Documents Containing Personally Identifiable Information and/or Protected Health Information (PII/PHI)”, April 9, 2008