Approve Minutes. It was moved by Parent, seconded by Bix to approve the February 13, 2003 minutes. A unanimous vote cast, the motion carried.

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1 March 25 Chairman Jim Metz called the meeting to order at 10:35 a.m. with members present as follows: Dave Bizer, George Dums, Mary Bix, Fred Parent, and Jim Seidl. Also present were Dave Thomas, Sue Hady, Everett Hale, Michael Lambrecht, and Marie Koerner. Approve Minutes. It was moved by Parent, seconded by Bix to approve the February 13, 2003 minutes. A unanimous vote cast, the motion carried. Human Resources Michael Lambrecht reported that the Wisconsin County Association s HIPAA consultants provided a survey for departments to complete regarding the work completed on becoming HIPAA compliant. All affected departments completed the survey, Michael compiled the information, and sent it back to the consultants. We should receive a report from the consultants the week of March 31. Michael is working on some privacy issues for Everett to review. He stated all departments are making satisfactory progress in becoming HIPAA compliant by April 13. Human Services Sue Hady reported that Human Service s HIPAA policy documents are completed. The Human Services Board approved this last week. The policies are being distributed to Human Services staff today for their review. Sue will train all staff next week. She is also working on a letter to go to those individuals who are covered under HIPAA. She stated she should be 100% compliant by April 13. Corporation Counsel Everett Hale reported he has reviewed the Health Department policy and procedure manual and it looks very favorable. He still needs to work on the MOU s. He also has information on business associates. Veterans Service Dave Thomas reported that he has still not received concrete information in regards to HIPAA compliance in his office from the State of Wisconsin or other counties. Medical files are normally returned to the client. In the event they are not returned right away, the files are stored in a secure location in the vault. The storage area at the NTC Campus is a concern because of not being secure or fire proof. This item will be placed on the Buildings, Grounds, and Parks Committee agenda. The next meeting is scheduled for Friday, April 11 at approximately 11:00 a.m., following the Law Enforcement Committee meeting. It was moved by Bix, seconded by Seidl to adjourn at 10:55 a.m. A unanimous vote cast, the motion carried.

2 February 13 Chairman Jim Metz called the meeting to order at 10:30 a.m. with members present as follows: George Dums, Dave Bizer, Jim Seidl, and Mary Bix. Fred Parent was absent. Also present were Everett Hale, Karl Kelz, Patti Smith, Larry Brandl, Roxie Kahan, Sue Hady, Michael Lambrecht, Patty Krug, and Marie Koerner. Approve Minutes. It was moved by Bix, seconded by Bizer to approve the January 13, 2003 minutes. A unanimous vote cast, the motion carried. Human Resources Michael Lambrecht reported that the flexible spending program is considered a self-insured health care plan. The HIPAA compliance deadline is April 2004 for this program. Michael has contacted EBC and they have stated they have an extension from the federal government. He has requested a copy of this letter from EBC stating the extension. All employee personnel and medical files do not fall under HIPAA compliance. Michael has answered approximately 306 questions and is considered to be less than 10% complete. He stated that it would be more convenient if the compliance software networked to all departments working on HIPAA. Human Services Sue Hady reported that she is continuing to make progress on drafting policies and will submit them to the Human Services Board next month for approval. She is also continuing to work on the questions manually rather than on the computer. All clients will need to be notified of the HIPAA rights. HIPAA mandated training for the staff will need to be scheduled. Human Services is currently using the old billing system. A new billing system that is HIPPA compliant is needed. HIPAA requires security testing on a new program next month. Sue also informed the committee that a court order could possibly be signed by the Judge that would be a blanket policy to release any Human Services records to law enforcement, school districts, etc. Sue has forwarded this issue to Everett Hale for his opinion. She also discussed the issue of identifying internal business associates. She feels it should be the committee s responsibility to direct those departments, identified as a business associate, to sign agreements or MOU s to be in compliance. It was moved by Bix, seconded by Seidl to direct Everett Hale to draft the MOU s, to include staff training, to be signed internally by County departments. Sue Hady and Patty Krug were directed to compile a list of departments that would be considered business associates. A unanimous vote cast, the motion carried. The drafted MOU s and business associates will be reviewed at the next meeting. It was moved by Seidl, seconded by Bix to direct Everett Hale to draft an agreement with our auditing firm as a business associate. A unanimous vote cast, the motion carried. Child Support Patti Smith distributed a letter, which she received from the Bureau of Child Support stating that the Department of Workforce Development s Legal Counsel has ruled that Child Support agencies are not required to comply with HIPAA regulations. Her office has very minimal contact with medical information. Patti stated that the Child Support office requests their clients to sign a medical release form when they may need a medical file for court. District Attorney Karl Kelz stated that he may receive medical records from Human Services for court or may have a court order to release records to defense counsels. Victims sign a medical release for his office to use the records for trial or for restitution.

3 CIS Department Roxy Kahan has implemented monitoring software and policies for this. She is also working on questions which are due in December. She also needs to work on disaster recovery plan. CIS is presently offering training for employees to secure their workstations. She is also looking for a new accounting package that is HIPAA compliant for Human Services. Roxy has met with NTC to set up a hot spot at the campus for our disaster recovery plan. Health Department Patty Krug reported that the Health Department is not doing electronic billing anymore. Billing will be done manually. Everett is contacting a consultant to visit Taylor County to see if he could assess Taylor County s progress to become HIPAA compliant. A tentative meeting is scheduled for February 25 at 10:00 a.m. It was moved by Bix, seconded by Seidl to adjourn at 11:34 a.m. A unanimous vote cast, the motion carried.

4 January 13 Chairman Jim Metz called the meeting to order at 10:00 a.m. with all members present as follows: Dave Bizer, Jim Seidl, Mary Bix, Fred Parent, George Dums. Also present were Everett Hale, Dave Thomas, Sue Hady, Roxy Kahan, Larry Brandl, Michael Lambrecht, Patty Krug, Don Albers, Marie Koerner, and Brian Wilson of the Star News. Approve Minutes. It was moved by Parent, seconded by Seidl to approve the December 16, 2002 minutes. A unanimous vote cast, the motion carried. Human Resources Michael Lambrecht reported he attended a HIPAA seminar last week on privacy rules. The medical insurance, dental insurance, and flexible spending programs are considered private health information accounts. The long and short-term disability programs, worker s comp, life insurance, and sick pay programs are not covered under HIPAA. All employment files, medical and non-medical, are excluded from HIPAA. Michael is writing letters to the health Insurance, dental insurance, and flexible spending providers requesting HIPAA compliance. CIS Department Roxy Kahan reported she attended a Network Security Seminar last week. Taylor County should be able to use our own software to train employees in security. Roxy has not worked much on the questions since the last meeting. Human Services Sue Hady is continuing to write policies and procedures. Sue has written a letter to Everett Hale requesting determination of who are business associates. She also plans to put the HIPAA language in the 2003 provider contracts. She is currently working on the questions off of a hard copy rather than on the computer. Veterans Service Dave Thomas stated that he has not seen any of the HIPAA text yet. He is estimating that 85% of his office work may be irrelevant to HIPAA compliance. Health Department Patty Krug has not worked on any of the HIPAA questions. She questioned if some of the common policies and procedures, that need to be written, could be standardized for all departments to use instead of each department writing their own. Corporation Counsel Everett Hale stated that the County should have an Employee Handbook. He would like the handbook to address of who would have access to employment & medical files of current and former employees. He also had concerns of developing contracts with health care providers, confidential enrollment in the Health Dept., and inmate medical information. He will find out if the County can get some forms from the State of Wisconsin website. The committee requested that Child Support Administrator Patti Smith and District Attorney Karl Kelz be invited to attend the next meeting. Approve Resolution to establish HIPAA Account. It was moved by Seidl, seconded by Bix to approve a resolution to amend the 2003 annual budget and transfer $15,000 from the Contingency Fund to the HIPAA Account to cover the 2003 HIPAA compliance costs. A unanimous vote cast, the motion carried. The resolution will be forwarded to the January 22 County Board session.

5 Disaster Recovery Plans. Jim Seidl recommends to purchase disaster recovery software and authorize approximately five hours of consulting. County staff could complete the remainder of the plan. Roxy Kahan is concerned with how departments will function if the computers go down. Mary Bix stated that the CIS Committee would be discussing this at a future meeting. Work Groups. It was the general consensus to have the department heads formulate a work group to work on standardized policies together. Auditor Bill Miller has contacted individuals to let the County know that his firm has consulting staff available for HIPAA. Larry Brandl explained how Portage County was approaching the business associates matter. The next meeting is scheduled for February 13 at 10:30 a.m. It was moved by Bix, seconded by Parent to adjourn at 10:45 a.m. A unanimous vote cast, the motion carried.