This document summarizes changes to HIPAA regulations regarding fundraising and use of patient data. It outlines that opt-out options must now be provided for all fundraising communications and across all channels. It also details that previously only basic patient demographic data could be used, but now treatment physicians and departments can be included as well. The document then provides guidance on how staff can access limited patient data through EPIC and other systems for purposes like research, visit planning, and test follow-up, while maintaining patient privacy. It emphasizes the changes needed to fundraising opt-out language and processes to comply with new regulations.
3. What’s Tightened
• Must provide “clear and
conspicuous” opt-out in
all fundraising
communications
• I.e., if there’s an ask,
has to be an opt-out
• Have to offer opt-out for
all channels, not just
“Direct Mail”
What’s Expanded
• Used to have with no
permission:
• Basic Demographic
• Dates of Service
• Health Insurance status
• Now, all above, PLUS:
• Treating physician
• Department of Service
• General Disposition
4. NOW YOU CAN ASK:
HAS SO-AND-SO BEEN A PATIENT?
•Research Team has limited, compliant view of
EPIC
•EPIC goes back to 2010 (full records)
•Researchers will document why they looked at
the EPIC record in Raiser’s Edge
•Can’t look at every “Jane Smith”
•Best to have child’s name
5. NOW YOU CAN ASK:
ARE MY PROSPECTS COMING IN SOON?
•Sharepoint: RE, EPIC, Wealth Screening data
•Seema & Travis use to plan visits
•They and DB team have access
•Updates daily and goes out 90 days in future
•Will eventually go back to 2010
•Includes info from all locations: Main, West,
Clinic
6. NOW SEEMA CAN ASK:
DID THAT TEST GET DONE?
•Seema “full boat” EPIC access
•Cannot look in EPIC at all w/out
Authorization
•Will always keep you in the loop
•Must obey “minimum necessary”
guidelines
7. NOW YOU CAN ASK:
WHO HAS BEEN TREATED BY TCCC?
•Contact Shavon for patient lists
•Consider parameters: e.g, no CHIP, not
deceased
•OK to have general area, just not specific
diagnosis
•Doc can’t pick through either
8. NOW WE HAVE TO:
Provide a way to opt-out on all
solicitations
Current:
If you need additional information please call 832-
824-XXXX. To have your name removed from our
lists, call the previous number or e-mail
optout@texaschildrens.org.
9. NOW WE HAVE TO:
Provide a way to opt-out on all
solicitations
Moving forward:
If you need additional information please call
[either 1-800 or 832-824-XXXX]. To modify your
communication preferences, or to have your name
removed from our lists, call 1-800-xxx-xxxx or visit
www.texaschildrens.org/preferences.
10. THE GOOD NEWS:
Channel Choices
• Type of channel
• Amount of communications per channel
•Tracked by solicit code in RE
•Front-line staff will be trained – more to come
