HIPAA Best-Practices

Clinical Rotation Requirements- MADRlab 

Communication:  

• Please ensure that you are checking Teams frequently so that you can respond to messages in a timely manner 

• Invite your supervisor to sessions by adding them as a “guest” on Google calendar  

• Keep the Cronograma & Calendar up to date  

• When possible, map out the entire protocol duration for a patient. Have any doubts? Talk to your supervisor  

• Be sure you email the patient the meeting links at least 24hrs before the next session.  

Check that your patient has the following when first starting with them:  

• Intake information completed in Smartsheet  

• Signed consent form 

• Bilingualism questionnaire completed  

• Stimuli gathering underway 

• Medical records  

*any questions? Bring up at lab meeting 

Teams:  

• Any communication about a patient needs to occur in the patient specific chat (e.g., BISE001). Don’t see one yet for your patient? Create one!  

• Do not send protocol related questions that the research team can answer to only one person. Tag the entire Treatment_mechanics channel so that the first available person can respond.  

• General big picture questions can be posted in the General channel  

• Do you have something to discuss at Lab_meeting? Add it to the Lab_meeting channel and meeting minutes ahead of time  

A General Note re: Planning:  

• Things move quickly! In addition to completing the necessary tasks/data processing during the week for your patients, you should be looking ahead at least one full week so that any questions you have can be addressed during lab meeting or 1:1 meetings with your supervisor. Often, your supervisor and others in the lab have meetings just prior to your sessions and we cannot guarantee that we can address questions right before a session. It is your responsibility to plan ahead and ask questions regarding the procedures with plenty of notice.  

*Of course there are exceptions to this, but do your best to prevent any last minute questions.  

General Notes and Expectations:  

• We are a clinical research lab, therefore we function a bit differently from a clinic in that our timeline and protocols are more rigid and require flexibility on behalf of the MSSLP student. For example, treatment sessions may take place over Spring Break to ensure the protocol is being followed and is standard across participants. 

• During pre-tx preparation (in particular but not exclusively), there are many moving parts and different individuals are working as a team to prepare  

• When you are assigned a client, you are the individual ensuring that all of the parts are coming together (with our support- so be sure to ask questions if you are unsure of what needs to be done)  

• These questions need to be posted in the patient specific chat (e.g., BISE001) so that all relevant parties can track the activity and support you 

• Your responsibilities also include matching of pre-tx stimuli (with training)  

• How can you tell what is coming next? Check the Guia and confirm with supervisor 

• Your supervisor will let you know if sessions will occur in-person or via Zoom (it may be a combination of both) 

• Depending on your current caseload, the expectation is that you will enter all data for your participant the same day that you saw them for testing or therapy. If your current caseload precludes you from doing this, discuss with your supervisor immediately. 

• If you are involved in screenings, ensure that you quickly process data to present at lab meeting to discuss as a group whether the individual will benefit from what we have to offer. 

• Every Friday you will send a weekly summary that includes updates about the status of each patient's protocol, the status of data processing, and items that need to be resolved the following week (i.e. videos that need to be transcribed, screenings presentations, materials that are not ready yet). Please make sure to have reviewed the LRT/VISTA Clinician checklists and updated any action items there. 

Materials preparation:  

• You are responsible for directly corresponding with assigned RA ahead of sessions AND for verifying that the materials are correct and complete. This will also require planning ahead. There can be errors in the prepared materials, and we must identify and correct them ahead of time to ensure sessions run smoothly and professionally.  

Documentation and Hours Log: 

• In the Cronograma, add a notes column on your participant’s tab. Include a short note regarding the sessions regarding logistical matters (i.e a clinician substituting, a conversation partner scheduled, etc). SOAP notes should be placed into the RedCap Adverse Events Instrument following each session. 

• On the RedCap Adverse Events Instrument, after typing the session notes, reflect on one thing that went well in the sessions and one thing that could be improved upon. This will help you improve the following sessions. 

• Copy the hours log template, and put it in your lab notebook and keep your hours up to date.

  • Note- clear out any existing data, it has been left intact so you can see how the formulas function. 

• We will review your hours formally at the mid-semester time point and at the end of the rotation/externship. If you are completing a rotation, ensure you check with your knowledge and skills professor regarding when this occurs in the semester and communicate with your supervisor about these due dates. 

1. HIPAA-Compliant Platform: Only use HIPAA-compliant Zoom accounts provided by the university. Log out of non-HIPAA-compliant personal Zoom accounts prior to conducting any patient-related sessions.

2. Session Settings: Use waiting rooms, passcodes, and locked meeting features to prevent unauthorized access.

3. Uploading Video to Patient Folders. When uploading video from Zoom to Box, you will see several options. Please select the “Shared screen with gallery view” option. Refer to /wiki/spaces/MADRWiki/pages/56197269 for more information regarding settings.