Physical Security

• HRS Erase limits access to its facilities to one entrance where all visitors must sign in and out. Visitors are required to have an escort at all times.

• Documents containing PHI are stored in locked file cabinets or records rooms when not in use by HRS Erase employees.

• All documents containing PHI are shredded upon a determination that they are no longer necessary in accordance with the minimum necessary standard.

• HRS Erase employees are required to minimize their computer screens containing PHI when away from their desk.

• HRS Erase employs a "clean desk" policy whereby at the end of every day all PHI is removed from an employee's desk and either locked in a file cabinet or shredded.

• Before discussing matters regarding patient privacy with visitors accompanying a patient, HRS Erase employees must obtain consent from the patient and document that consent.

• Any PHI taken out of the office for home visits or hearings must be maintained in secure carrying cases.

• HRS Erase trains all of our caseworkers with phone scripts to ensure that PHI is not disclosed to unauthorized parties.

• HRS Erase conducts random audits to ensure compliance with its HIPAA policies and procedures.

• Every HRS Erase employee is required to undergo initial training in HIPAA policies and procedures and also annual training from HRS Erase's HIPAA Compliance Officer/General Counsel.