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Policy and Procedures on Enlisting and Cessation of Employment
1. Objective of policy and procedures: Policies and procedures of Health Insurance Portability and Accountability Act (HIPAA) are to be followed for all enlistees and in cessation of employment, which will include training, access to Protected Health Information and proper steps taken in cessation of employment.
2. Meaning of:
a) Enlisting on Employment: Hiring of any staff would come under enlisting on employment. Hiring of any trainees, interns and volunteers will also be under its preview.
b) Staff: Staff would include all the members of this organisation, who would be working in some capacity in the organisation. It would also include trainees, interns and volunteers working in some capacity.
c) Protected Health Information: Any medical information of a patient either written or verbal, stored or transmitted electronically or in any form.
d) Cessation of Employment: Cessation of employment will mean, separating voluntarily, dismissal or firing of staff members from employment.
3. Policy and Procedures of Enlisting:
a) Non-Prejudice: Organisation being an equal opportunity provider shall not discriminate on the basis of colour, creed, religion, gender, nationality, age, marital status, disability, military status and sexual orientation during the hiring process.
b) Checking of Background: Willingness of all enlistee is a must to go through criminal background check as required by the state licensing standards.
c) Employment competence check: All the enlistee shall be filling the I-9 form of the Information Reform and Control Act (IRCA). Employment eligibility and identity of an enlistee is a mandatory as per IRCA.
d) Policy Handbook: On joining the organisation, an enlistee will be given a policy handbook. Enlistee shall read the policies and sign the same and shall abide by the policies written. This document will be kept in the personal file of the enlistee.
e) At-Will Employment: Employment can be terminated by either side, without citing any reason. Provided the termination is not a violation to a rule or infringement of a contract.4. Training: HIPAA policy and guidelines on span of practice and Protected Health Information shall be told in details on enlisting. Training will be imparted on an individual basis for the particular nature of work for which the enlistee has been hired for.
5. Policy and Procedures of Cessation of Employment:
a) Return of Company Property: Company owned mobile, laptops, communication devices or any such equipment, issued during employment, shall be taken back from the terminated employee.
b) Disconnection of Communication Devices: Deletion of all the passwords used by terminated employee is mandatory. Email accounts and all internet usages of then terminated employee are to be deleted. Details and access on protected health information should be blocked.
c) Confidentiality of Learned Information: Confidentiality of all the internal information received about the company during various facets in the company has to be maintained. No information shall be divulged or shared with anybody either for future employment or with any professional of the same category.
U.S. Department of Health & Human Services. The Health Insurance Portability and Accountability Act of 1996 (HIPAA) Privacy, Security and Breach Notification Rules. 2011. 05 November 2014. <http://www.hhs.gov/ocr/privacy/>.