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THE UNIVERSITY OF CONNECTICUT HEALTH CENTER JOHN DEMPSEY HOSPITAL ADMINISTRATIVE MANUAL

SECTION: SUBJECT:

ADMINISTRATION MEDICAL RECORDS ACCESS TO OUTSIDE CREDENTIALED PROVIDERS

NUMBER: PAGE:

12-020 1 of 2

POLICY: A. All non-UCHC employee providers requesting remote access to UCHC information systems must satisfy three conditions before access will be granted: 1. The requestor must be credentialed by the Medical Staff Office. 2. Access to CRS/LCR for the requestor must be recommended by a Clinical Department Chair and approved by the Medical Director/Chief of Staff. 3. The requestor is required to sign the Remote Access Agreement.

B. Passwords 1. Providers requesting access to CRS/LCR shall request through the Medical Staff Office. All requests will be signed/approved by the Medical Director/Chief of Staff. 2. The Medical Staff Office will forward approved requests to the UCHC Security Officer so that the appropriate password and security category is assigned. 3. Secured passwords will provide access to patient specific clinical data which is stored in the Clinical Repository/Lifetime Clinical Record.

C. Compliance 1. It is the responsibility of person(s) assigned a password to comply with the University of Connecticut Health Center policies on Confidentiality of Patient Information, Password and Information Security. These policies will be supplied when a password is assigned. An agreement to abide by the UCHC policies must be signed, as well as the UCHC confidentiality statement. These documents will be kept on file in the individual's confidential credential file in the Medical Staff Office.

THE UNIVERSITY OF CONNECTICUT HEALTH CENTER JOHN DEMPSEY HOSPITAL ADMINISTRATIVE MANUAL

SECTION: SUBJECT:

ADMINISTRATION MEDICAL RECORDS ACCESS TO OUTSIDE CREDENTIALED PROVIDERS

NUMBER: PAGE:

12-020 2 of 2

2. The Medical Records Department will perform audits at least quarterly of physicians remotely accessing CRS/LCR. The audit will match the physician name with the Attending, Referring, Ordering and/or PCP fields in IDX. A physician whose inquiry does not match in one of these fields will be contacted in writing, and will be required to provide written justification for the access to the Medical Records Department. Failure to comply with the policies will justify termination of access to the CRS/LCR. Unauthorized accesses that are not fully explained and justified may also be met with legal action and Corrective Action as defined in Article XVIII of the John Dempsey Hospital Medical Staff Bylaws.

Medical Board Approved 6/8/99

______________________________ Mike H. Summerer, M.D. Hospital Director

______________________ Richard H. Simon, M.D. Chief of Staff

Date Issued: Date Reviewed: Date Revised:

6/99 3/00, 11/01, 1/10 5/06, 2/08

ATTACHMENT A CLINICAL REPOSITORY SYSTEM (CRS)/LIFETIME CLINCAL RECORD(LCR) REMOTE ACCESS AGREEMENT In compliance with the above policy, the University of Connecticut Health Center will provide me with remote access to the Clinical Repository System/Lifetime Clinical Record. A password to the Clinical Repository/Lifetime Clinical Record will provide me the access to patient specific information. The purpose of the University of Connecticut Health Center policies on Confidentiality of Patient Information and Password and Information Security Policy, is to protect the privileged and confidential nature of information and records pertaining to organizational and individual matters. The University of Connecticut Health Center policies on Confidentiality of Patient Information and Information Security specify my obligations for use of passwords and in dealing with patient information. Patient information must not be discussed with or disclosed to persons outside this organization without the proper consent of the patient. All persons having access to such information are bound by strict ethical and legal restrictions on the release of medical data. Passwords must remain confidential, sharing of passwords is a violation of institutional policy. Falsification, destruction, or unauthorized release of confidential organizational, personnel and/or patient records constitute violation of the policies and will be subject to appropriate action. By signing this agreement and the confidentiality statement, I acknowledge that I understand my obligation and agree to abide by the University of Connecticut Health Center policies.

_______________________________________ Applicant Printed Name

________________________________________ Applicant Signature Date

_________________________________

Mike H. Summerer, M.D. Hospital Director

__________________________________

Richard H. Simon, M.D. Chief of Staff

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THE UNIVERSITY OF CONNECTICUT HEALTH CENTER

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