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HIPAA Privacy Policies and Forms

All current and retired employees enrolled in The University of Texas Systems self-insured employee group health plans (UT Select, UT Dental Select and UT Flex) are entitled to receive a Notice of the Privacy Practices adopted by The University of Texas System Administration on behalf of the self-funded health plans operated by the Office of Employee Benefits in compliance with Title 2 of the Health Insurance Portability and Accountability Act of 1996 (HIPAA), the Health Information Technology for Economic and Clinical Health (HITECH) Act, and the federal regulations adopted to implement HIPAA (45 CFR Parts 160 & 164 "the HIPAA Privacy Rule"). These Policies and Forms, which constitute The University of Texas System Administration Manual has been formally adopted by of The University of Texas System Administration as INT 166, which can be found in the UT System Policy Library at www.utsystem.edu/board-of-regents/policy-library. Similar privacy policies have also been adopted by all carriers who provide the fully-insured group health plans in which current and retired employees are also eligible to enroll in through OEB.

The contents of System Administration's HIPAA Privacy Manual Policies are also set forth below. If you need assistance with the Manual or HIPAA in general, please contact Privacyofficer@utsystem.edu . Please be assured that OEB's policy has always been and continues to be that utmost care be used at all times to safeguard any information provided to OEB by or for its enrollees. Information is released only when it is required to make sure that your health care provider is properly reimbursed for medical services provided to you, for reasons related to the provision and maintenance of coverage, or if required by law.

Notice of the Privacy Practices (PDF)

Forms


Table of Contents

 

HIPAA Hybrid Entity Designation View PDF File
HIPAA Privacy Officer Designation View PDF File
Policy 1: Introduction & Definitions View PDF File
Policy 2: Organization of System for HIPAA Privacy Standard Compliance Purposes View PDF File
Policy 3: Breach Notification Policy View PDF File
Policy 4: PHI Requests, Access, Uses and Disclosures View PDF File
 
Section 4.1: Requests for PHI
View PDF File
 
Section 4.2: Access to System PHI
View PDF File
 
Section 4.3: Uses and Disclosures Required by Law
View PDF File
 
Section 4.4: Discretionary Uses and Disclosures Without An Authorization
View PDF File
 
Section 4.5: Conducting Underwriting Activities
View PDF File
 
Section 4.6: Research Disclosures and Uses
View PDF File
 
Section 4.7: Making Notification Disclosures
View PDF File
 
Section 4.8: Review of Requests for Use or Disclosure Requiring Approval by the Privacy Officer
View PDF File
 
Section 4.9: Minimum Necessary Standard for Uses and Disclosures of PHI
View PDF File
 
Section 4.10: Verification of Requestor’s Identity and Authority
View PDF File
 
Section 4.11: Obtaining and Relying Upon an Authorization
View PDF File
 
Section 4.12: Personal Representatives
View PDF File
 
Section 4.13: De-identified Information
View PDF File
 
Section 4.14: Documentation of Disclosures
View PDF File
Policy 5: Office of Employee Benefits As a Plan Sponsor View PDF File
Policy 6: Relationships With Other Entities View PDF File
 
Section 6.1: Contracts With Business Associates Involving Office of Employment Benefits PHI
View PDF File
 
Section 6.2: Contracts Involving PHI Entered into by System Offices that are Business Associates of OEB or other Covered Entities.
View PDF File
 
Section 6.3: Carriers Providing Group Health Plan Coverage
View PDF File
 
Section 6.4: Agreements With Recipients of a Limited Data Set
View PDF File
Policy 7: Individual Rights View PDF File
 
Section 7.1: Notice of Individual Rights Concerning PHI
View PDF File
 
Section 7.2: Right to Access Protected Health Information
View PDF File
 
Section 7.3: Requests to Amend PHI
View PDF File
 
Section 7.4: Right to Receive an Accounting of Disclosures
View PDF File
 
Section 7.5: Requests for Restrictions on Use and Disclosure
View PDF File
 
Section 7.6: Requests for Confidential Communications
View PDF File
 
Section 7.7: Right to Make A Complaint
View PDF File
 
Section 7.8: Right to Breach Notifications
View PDF File
Policy 8: Ensuring Privacy Compliance View PDF File
 
Section 8.1: Cooperation With the Secretary’s Investigation
View PDF File
 
Section 8.2: Training
View PDF File
 
Section 8.3: Safeguarding PHI
View PDF File
 
Section 8.4: Mitigation of Known Privacy Violations
View PDF File
 
Section 8.5: Sanctions for Personnel Violations of Privacy
View PDF File
Policy 9: Documentation View PDF File
 
Section 9.1: Changes to Privacy Policies and Procedures
View PDF File
 
Section 9.2: Retention of Privacy Documentation
View PDF File
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