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Frequently Asked Questions

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  1. May I leave messages on the answering machine to remind the patient of their appointment or to re-schedule their appointment?
  2. May I leave messages about appointment reminders with family and friends because the patient is unavailable or at work and cannot take calls at work?
  3. When a patient (i.e., MHMR or State School patients) is dropped off by a driver for an appointment, who signs the Consent to Treatment form and acknowledges the receipt of the Notice of Privacy Practices?
  4. Is there a possibility that the clinic can speak with the spouse if the patient is not available?
  5. Why do I have to take the HIPAA Privacy Training and who is required to take the HIPAA Privacy Training?
  6. Why do I have to take the IT Security Awareness Training and who is required to take the IT Security Awareness Training?
  7. How do I answer the questions the patient might have in why they need to fill out the Confidential Communication Request and Identity Theft Protection Questions form?
FAQ #1

May I leave messages on the answering machine to remind the patient of their appointment or to re-schedule their appointment?

Answer:
This is Jane from Texas Tech Medical Center and I am calling to remind John Doe of his appointment tomorrow at 1:00 PM. If you have any questions, please feel free to call me at xxx-xxxx.

This is Jane from Texas Tech Medical Center and I am calling to reschedule John Doe's appointment. Please call me back at xxx-xxxx.

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FAQ #2

May I leave messages about appointment reminders with family and friends because the patient is unavailable or at work and cannot take calls at work?

Answer:
This is Jane from TTUHSC and I am calling to remind John Doe of his appointment. If he has any questions, please have him call me at xxx-xxxx.

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FAQ #3

When a patient (i.e., MHMR or State School patient) is dropped off by a driver for an appointment, who signs the Consent to Treatment form and acknowledges the receipt of the Notice of Privacy Practices?

Answer:
Mail the Consent to Treatment form and the Notice of Privacy Practices to the agency before the appointment and have the agency obtain the signature from the guardian for the Consent to Treatment and for the receipt of the Notice of Privacy Practices. Document in the medical record that the Notice of Privacy Practices was mailed to the agency.

You may obtain phone consent and send the Notice of Privacy Practices in the mail. Document in the medical record that the Consent to Treatment was obtained via phone and that the Notice of Privacy Practices was mailed.

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FAQ #4

Is there a possibility that the clinic can speak with the spouse if the patient is not available?

Answer:
The clinic can speak with the spouse if there is an Authorization on file authorizing the communication with the spouse.

If obtaining the Authorization is not possible, you may speak to the spouse and only release the minimum necessary.

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FAQ #5

Why do I have to take the HIPAA Privacy Training and who is required to take the HIPAA Privacy Training?

Answer:
HIPAA Privacy Training is required by the HIPAA Privacy Regulations. All current and new workforce members with access to patients and/or their PHI must take the training.

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FAQ #6

Why do I have to take the IT Security Awareness Training and who is required to take the IT Security Awareness Training?

Answer:
IT Security Awareness Training is required by the HIPAA Security Rule, Texas Administrative Codes, as well as several other Federal and State regulations. All current and new TTUHSC workforce members with access to TTUHSC networks and/or patients must take the training.

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FAQ #7

How do I answer the questions the patient might have in why they need to fill out the Confidential Communication Request and Identity Theft Protection Questions form?

Answer:
See "CCR_04-2012_instructions" for assistance.

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