Privacy Assurance Specialist

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Day - 08 Hour (United States of America)

This is a Stanford Health Care job.

A Brief Overview
The Privacy Assurance Specialist efficiently manages a portfolio of privacy-related inquiries, complaints, and concerns to ensure they are handled appropriately and in a timely fashion. Develops and implements action plans for investigative cases, and provides written communications and reports to hospital department managers and Human Resources. Conducts interviews with clinical and non-clinical staff and gathers facts to develop the case file using methodologies appropriate to the case to include but not limited to patient or staff interviews, medical record reviews, system audit log reviews, Internet searches, regulation searches, policy and procedure reviews, and liaising with Information Security staff, the Security Office, the School of Medicine and clinical and non-clinical department management as needed. Assists patients in exercising their patient privacy rights; assists the Privacy Office with its proactive education program, to include but not limited to developing educational material and presenting training and educational sessions to clinical and non-clinical staff whenever necessary. Assists the Privacy Office with its electronic medical record monitoring program, to include but not limited to on-site audits, the evaluation of clinical association patterns and investigations of potential inappropriate access to patient information, investigatory interviews of staff, faculty, and others, and development of investigatory reports. Works collaboratively with faculty and hospital departments, and builds strong working relationships.

What you will do
  • Analyzes complaint against available facts; makes case determination in consult with Director of Privacy Assurance. Documents case findings in a clear, logical, and meaningful fashion; writes case reports to involved parties to include but not limited to department managers and Human Resources representatives; prepares written summaries of high risk cases for the Director of Privacy Assurance.
  • Assists patients in exercising their patient privacy rights, including amending their medical records, receiving an accounting of the disclosures of their medical records, requesting restrictions on access to their medical records and other civil rights related to patient privacy; communicates directly with patients and meets directly with patients to assist with patient privacy or rights concerns; prepares formal correspondence to patients in compliance with applicable privacy rights requirements.
  • Assists the Privacy Office with its electronic medical record monitoring program, to include but not limited to on-site audits, the evaluation of clinical association patterns and investigations of potential inappropriate access to patient information, investigatory interviews of staff, faculty, and others, and development of investigatory reports.
  • Assists the Privacy Office with its proactive education program, to include but not limited to developing educational material and presenting training and educational sessions to clinical and non-clinical staff whenever necessary.
  • Conducts effective interviews with clinical and non-clinical staff; asking appropriate questions to the issue, following up appropriately on responses provided by the interviewee; identifying opportunities during the interview to obtain additional detail and to clarify the accuracy of the information presented; asks questions in a non-accusatory manner but with sufficient probing to complete the fact-gathering mission.
  • Conducts thorough investigations related to patient privacy matters and moves quickly to conduct on-site response to reports of potential privacy risks; conducts occasional after-hours and weekend response activities (generally remote activities).
  • Contributes to the achievement of Compliance Department goals and objectives and adheres to departmental policies, procedures and standards; complies with organizational policies and procedures, governmental and accreditation laws and regulations.
  • Effectively maintains collaborative working relationships to achieve increased satisfaction with and participation in the Compliance and Privacy Program.
  • Exercises independent judgment to investigate, resolve, and document privacy complaints from patients, staff, faculty, and others, including hotline complaints related to patient privacy; communicates and corresponds with patients regarding privacy complaints by sending timely acknowledgement and closing response letters.
  • Identifies and documents the specific privacy allegation(s) to be addressed, develops and executes an action plan for investigative proceedings; determines the information that needs to be gathered and the methodology for obtaining needed information which might include but not be limited to patient or staff interviews, medical record reviews, system audit log reviews, Internet searches, regulation searches, policy and procedure reviews, and working with Information Security staff, the Security Office, and clinical and non-clinical department management as needed.
  • Pager coverage is required to meet business needs and may include coverage during evenings, weekends, and holidays. After hours business functions may include pager coverage, incident containment and monitoring and other business activities in support of the Privacy Program Participates in the development of the Privacy Office's long-term and short-term goals, objectives, plans, policies and procedures. Works with the Director of Privacy Assurance to identify and manage changing priorities.
  • Prepares the case file for closure ensuring that the file is presented in methodical fashion; the file is easily read by a third party reviewer and pertinent case documents can be easily found; when necessary for ease of reading, prepares a timeline of events relevant to the issue and the steps taken for resolution of the issue.
  • Receives and logs privacy complaints and concerns from patients, staff, faculty, and others, including hotline complaints related to patient privacy. Opens investigative case files and asks appropriate questions, using proper tone and professional etiquette, to learn the substantive merits of the case and to identify and discover all available information known to the caller that is relevant to the issue being reported.
  • Works collaboratively with hospital departments to provide corrective action plan requirements; receives and reviews completed corrective action plans from hospital departments to determine if compliance requirements are adequately met; follows-up with hospital departments as needed to ensure completion of corrective action plan and recommendations; prepares mandatory state reporting documentation regarding violations of state privacy laws and regulations at the direction of the Director of Privacy Assurance.

Education Qualifications
  • Education: Bachelor's degree in a work-related field/discipline from an accredited college or university

Experience Qualifications
  • Four (4) years of progressively responsible and directly related experience

Required Knowledge, Skills and Abilities
  • Ability to communicate effectively, demonstrating excellent verbal and written communication skills
  • Ability to maintain confidentiality of sensitive and private information in accordance with applicable laws, policies and rules
  • Ability to plan, organize, and prioritize multiple tasks and work independently to meet deadlines and exercise sound professional judgment
  • Ability to work effectively with individuals at all levels and with varying backgrounds both within and outside the organization
  • Knowledge and understanding of federal and state compliance program requirements and ability to plan and implement the elements of an effective compliance program in relation to hospital and healthcare
  • Knowledge and understanding of general state and federal requirements pertaining to patient privacy and confidentiality
  • Knowledge of and ability to use a personal computer and standard business software applications for word processing, spreadsheets, databases, presentations and e-mail
  • Knowledge of and ability to use department-specific and enterprise computerized information systems to support compliance functions
  • Knowledge of and demonstrated ability to use logical, analytical, and problem-solving based methodologies to investigate complaints and concerns from patients, staff, faculty, and others, preferably experience in investigating privacy-related complaints and concerns

These principles apply to ALL employees:

SHC Commitment to Providing an Exceptional Patient & Family Experience

Stanford Health Care sets a high standard for delivering value and an exceptional experience for our patients and families. Candidates for employment and existing employees must adopt and execute C-I-CARE standards for all of patients, families and towards each other. C-I-CARE is the foundation of Stanford's patient-experience and represents a framework for patient-centered interactions. Simply put, we do what it takes to enable and empower patients and families to focus on health, healing and recovery.

You will do this by executing against our three experience pillars, from the patient and family's perspective:

  • Know Me: Anticipate my needs and status to deliver effective care
  • Show Me the Way: Guide and prompt my actions to arrive at better outcomes and better health
  • Coordinate for Me: Own the complexity of my care through coordination

#LI-RL1

Equal Opportunity Employer Stanford Health Care (SHC) strongly values diversity and is committed to equal opportunity and non-discrimination in all of its policies and practices, including the area of employment. Accordingly, SHC does not discriminate against any person on the basis of race, color, sex, sexual orientation or gender identity and/or expression, religion, age, national or ethnic origin, political beliefs, marital status, medical condition, genetic information, veteran status, or disability, or the perception of any of the above. People of all genders, members of all racial and ethnic groups, people with disabilities, and veterans are encouraged to apply. Qualified applicants with criminal convictions will be considered after an individualized assessment of the conviction and the job requirements.