SCCE Employee Resources

• HIPAA Termination Offboarding Process Sheet
• CEHS Termination Checklist
• IVS and PNC Purge and Student Access Guidelines

Electronic Letterhead

When sending electronic letters in your role as an SCCE employee, please use the approved electronic letterhead template which can be accessed at this link.

Stationary, Envelopes, and Business Cards

To order paper SCCE stationary, envelopes and business cards, go to this page: https://www.usu.edu/print/print-services.

Click Campus Order > Stationery > Centers, Labs, Etc. [sub-brands] > Sorenson Center, and then you can enter your information and choose other options

Powerpoint Template

Approved Sorenson Center powerpoint templates can be accessed here.

Telehealth Forms and Accessing ePHI Off-Site

Prior to providing any telehealth services, you will need to:

• Review the process of working securely with PHI: TELEHEALTH: WORKING SECURELY with PHI

• Fill out the Telehealth Attestation Form

 

All telehealth sessions are expected to occur from within the SCCE.  However, ePHI systems can be accessed off-site using CEHS/SCCE provided MacBooks.  To request permission to access ePHI from off-site and to receive an SCCE MacBook:

• Read the Policy on Accessing ePHI
• Complete this form: Remote Access Device Request Form and Attestation

In certain circumstances (e.g., issues related to COVID illness/quarantine) you can receive permission to provide telehealth services from off-site. To request this permission, please complete the Telehealth Exception Request Form.

Providing Telehealth Services - Tutorial

• https://usu.box.com/s/l9omxr38ten33gpzsnw6v5po8tikb1kk - PDF
• https://usu.box.com/s/tyva3tnupw2eu4jozn7w2x2s01qfqjqq - Video

Recording Telehealth Sessions - Tutorial

• https://usu.box.com/s/841fmloppoe53tvx6ketkvpyuc1xlq2q - PDF
• https://usu.box.com/s/zge8yn9pyutgcv05lsi8hrqr3tjpq1gb – Video

Zoom Screensharing on Student MacBook

• https://usu.box.com/s/yyg545fbmo3vy3r3azoxbs5g5safk4ae - PDF

Signing Into Your HIPAA-approved Zoom Account - Tutorial

Please know that you have two Zoom accounts associated with USU. You have your CEHS HIPAA-approved account and the general USU Zoom (SSO) account.

When logging into Zoom, please do not use the SSO option for SCCE services. Please log in using your first.last@usu.edu and use the unique password. -- select ‘Forgot Password’ to get an automated password reset if you receive a password error.

• PnC User Tutorials
• Breaking the Glass instructions

• Privacy Policies
• Security Policies
• Billing Policies
• Non-Discrimination Policy

• Strong Passwords
• Phishing Awareness Training
• Bitwarden Password Manager
• Box Training
• Q-Global Quick Start
• Installing Spirion
• Spirion: Getting Started - Windows
• Spirion: Getting Started - MAC
• Slack Quick Start Guide

When PHI is included in electronic communications, these messages must be sent via an encrypted platform.  The SCCE currently uses 2 systems to send encrypted e-mails:

• Virtru is used by CCRs and billing staff to communicate with clients, including sending forms and records
• Outlook can be used to supervisors / clinicians to send encrypted e-mails to clients and other professionals who are outside of USU.  Only supervisors / clinicians should send Outlook messages to non-USU addresses.
• Outlook can also be used by student clinicians to communicate with their supervisors.  However, students should not use Outlook to communicate with clients or anyone outside of USU

For information on sending encrypted messages via Outlook, please refer to this process sheet.

When sending messages via Outlook it is important to remember that the minimum necessary information should be shared and when possible, initials or first names of clients should be used.  In addition, all SCCE personnel are strongly encouraged to use the IM feature in PnC to communicate internally regarding clients.

If you have questions about electronic communications, please reach out to Joni Black (joni.black@usu.edu)

To request at flyer to use for marketing / advertising, please complete the CEHS flyer request form: https://usu.app.box.com/file/797167347227?s=onsbzrm41eiza4vhdsratabknp2ydfld

Send the completed form to Gretchen Peacock (Gretchen.peacock@usu.edu) who will review the form and forward to the CEHS PR and Marketing team.

All flyers created for SCCE purposes (e.g., events, promotion of clinical services) must be approved through this process.  Note that a minimum of 2 weeks is needed for flyers to be created.

Patients have a right to access their medical records. It is important that we help provide patients with their own health information as well as help facilitate requests to release information to another provider. Patients also have the right to revoke a signed authorization at any time. In addition, patients may request to restrict the use and disclosure of their PHI and request alternative means of communication between themselves and the SCCE. Please have the patient fill out the appropriate form below and return to the specific clinic CCR.

• Patient requests records for themselves
• Patient requests records be sent to another provider
• Patient would like to revoke an authorization
• Patient would like to restrict the use and disclosure of their PHI
• Patient would like to request alternative means of communication of their PHI 

For faculty who want to use RedCap for client purposes, there is a HIPAA-instance of RedCap (separate from the regular USU RedCap).

 

To learn more please review the Process sheet.

To request access complete the RedCap Access Request Form.

This form is for reporting any possible privacy or security HIPAA incidents to the SCCE Compliance Office. Individuals who report concerns related to HIPAA compliance in good faith may not be subject to retaliation or harassment due to raising the concern. Please complete the form, send it to joni.black@usu.edu, or bring it to SCCE 461. Please do NOT include any PHI in the report.

Incident Report Form