UCIT Office of Information Security Standard Operation Procedure: HIPAA Privacy and Security Basics Training

Transcription

1 UCIT Office of Information Security Standard Operation Procedure: HIPAA Privacy and Security Basics Training How to Complete HIPAA Training Readership: UC Program Coordinators Summary: Step-by-step procedure to walk UC College of Medicine Program Coordinators through the operation of completing and ensuring department completion of HIPAA Privacy and Security Basic s Training via Canopy. How to Begin HIPAA Training: 1) Open preferred web browser. (Canopy performs best with Mozilla Firefox). 2) Type the following into the address box:

2 3) Select Blackboard Login. a. The link will be found below Tools & Resources on the left side of the web-page. 4) Enter UC Username and Password.

3 5) Upon logging in, select the Courses link. a. Course will be the third link to the right on the navigation bar. b. Select UC14_HIPAA_Coordinators_COM: HIPAA Privacy/Security Compliance Course.

4 6) Under Training there will be two separate links: a. HIPAA Privacy Basics 2014 b. HIPAA Security Basics ) Both of these trainings will need to be completed, first select HIPAA Privacy Basics a. Select Launch Course.

5 8) Proceed through the slides and answer the questions. a. This will take approximately minutes. 9) Upon exiting out HIPAA Privacy Basics Training, click the Grey X inside of the training module, and not the red X on the outside. This will ensure the training is marked complete.

6 10) HIPAA Privacy Basics is now complete. Upon clicking the Grey X, the web browser will return to the initial training screen. 11) Complete HIPAA Security Basics using the same procedure.

7 How to Check Completion: 1) Open preferred web browser. (Canopy performs best with Mozilla Firefox). 2) Type the following into the address box: 3) Click the following link: Blackboard Login a. The link will be found below Tools & Resources on the left side of the web-page. 4) Enter your UC Username and Password. 5) Upon logging in, click on the Courses link. a. Courses will be the third link to the right on the navigation bar, located at the top of the web-page. b. Select UC14_HIPAA_COM: HIPAA Privacy/Security Compliance Course. (Note that this is not the same course previously used to take training) 6) Select Course Management on the left side of the navigation bar. 7) Under Course Management, select the fifth link down: Grade Center.

8 a. Once the Grade Center Menu has dropped down, select the Department in which you re responsible for. See the example below: 8) After selecting your department, the list of all users required to take the training will be displayed: 9) Ensure that all required department personnel have completed the training by the due date. a. Use the Icon Legend to note which users have or have not completed the training. b. If training is complete, under the course name it will have a white checkmark surrounded by a green circle, if the training has not been completed there will be two dashes under the course name. If the training has been started, but not completed there will be a small blue pie chart.

9 c. If an employee completed HIPAA Training with UC Health (Module Name: Health Alliance/UC Health HIPAA Privacy/Security Basics) within the last calendar year, they may bypass this training after showing documented proof of completion. The only way to be exempt from this training is if the exact same module has been completed within the last calendar year. 10) If an employee is exempt from this training because they have previously taken it, manually mark the training complete. a. Select Grade Center. b. Select the department in which you re responsible for. c. Scroll down to the name of the exempt employee. d. Scroll to the right, using the Grey Scroll Bar at the bottom of the grade center window. e. Select the Double Dashes, and using the keyboard manually enter for both HIPAA Security and HIPAA Privacy.

10 i. The employee is now marked as complete. 11) To download the grades of the users in an Excel file, select Grades, then select the department in which you are responsible for monitoring. 12) On the right side of the present screen, select Work Offline, and Download.

11 13) The web-page will bring you to a screen called Download Grades, which will look like this: 14) If all information is correct, like in the example above, select Submit. 15) The excel file will download.

12 How to Enroll Users: 1) Open preferred web browser. (Canopy performs best with Mozilla Firefox). 2) Type the following into the address box: 3) Click the following link: Blackboard Login a. The link will be found below Tools & Resources on the left side of the web-page. 4) Enter your UC Username and Password. 5) Upon logging in, click on the Courses link. a. Courses will be the third link to the right on the navigation bar, located at the top of the web-page. b. Select UC14_HIPAA_COM: HIPAA Privacy/Security Compliance Course. 6) Select Users and Groups located on the left side of the navigation bar. a. Select Users.

13 7) This screen will be presented: a. Select Find Users to Enroll. b. Enter the UC username. (To enroll more than one user at a time separate usernames by a comma). i. Go to Groups. ii. In the upper right corner, click on All Users. (The default will be on All Groups) iii. Search for the username or the first name or last name of the user you just created. iv. Click Add to Group to the right of the user information. v. Select The Group you wish to add the user to from the dropdown menu. vi. Select Submit. c. If the user being enrolled does not have a UC Username, you must be an Instructor, and not just a Teaching Assistant. This means if you re enrolling a Guest User, you will need to contact Neil Holsing. d. If you are an Instructor, you will need to login to Blackboard. Select the course. i. Select Course Tools on the left-hand side of the webpage. ii. Select Visitor Account Request. iii. Select Accept.

14 iv. Enter the number of Guest Accounts needed. v. Select Submit. vi. Fill out the Account Details Form. vii. Select desired amount of time before the account will expire. viii. Enter in the new user s name and addresses. ix. Select Submit. 1. Please note this account will not be created until the guest has verified their data via the . e. Select Submit, and the user will be enrolled. *Note: If enrolling multiple users at once, all usernames must be found and valid. If they re not, Canopy will not allow any users to be enrolled until the invalid username is removed from the list of users. *Note: Selecting Browse also allows users to be looked up by first and last name if their usernames are unknown.

15 How to Remove Users: 1) Open preferred web browser. (Canopy performs best with Mozilla Firefox). 2) Type the following into the address box: 3) Click the following link: Blackboard Login a. The link will be found below Tools & Resources on the left side of the web-page. 4) Enter your UC Username and Password. 5) Upon logging in, click on the Courses link. a. Courses will be the third link to the right on the navigation bar, located at the top of the web-page. b. Select UC14_HIPAA_COM: HIPAA Privacy/Security Compliance Course. 6) Select Users and Groups located on the left side of the navigation bar. a. Select Users. 7) Scroll to the name of the user that needs removed. 8) Select the check box next to the name. 9) Select Remove Users from Course.

16 a. To remove multiple users at once, select as many boxes next to names as desired. b. DO NOT DELETE USERS THAT HAVE COMPLETED TRAINING THROUGH UC HEALTH, MANUALLY MARK THOSE USERS COMPLETE. 10) The users have been removed from the course.