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Stop stumbling through your HIPAA privacy and security training: Expert advice for common concerns (part three of three)

HIPAA Training Advisor, May 1, 2008

HIPAA privacy and security officers have been asking themselves the following questions for years: 

• How frequently do I need to train staff?
• What do staff members actually need to know?
• Which training method is most effective, and what will it cost me?

If you’re still struggling with your training or questioning whether your training program is HIPAA-compliant, let our experts be your guide as you create a training program that meets HIPAA requirements and fits your needs.

In this week’s issue, we’ll explore how to choose a training method that fits your budget.

 How to know which method will work best

As you tailor your training to the needs of specific staff members, you should not limit yourself to customizing content, but should also consider how you deliver the training to staff members, says William M. Miaoulis, CISA, CISM, manager of HIPAA security services at Phoenix Health Systems in Dallas.

Mary D. Brandt, MBA, RHIA, CHE, CHPS, president of Brandt & Associates, Inc., in Bellaire, TX, notes that staff members such as nurses and physicians often benefit from Web-based training. “If they are working an overnight shift and have some down time at 3 a.m., they can access the training and complete it at that time,” says Brandt, who recognizes that this option may be the least disruptive for busy clinical staff.

Face-to-face training works well for many types of staff members. This method allows them to ask questions about specific situations and learn the appropriate responses, says Brandt. Brandt is an enthusiastic proponent of scenario-based training that involves real-life situations, because it’s an opportunity to present material in a manner that encourages staff members to think on their feet and ask questions based on their experiences. For this reason, Brandt recommends at least some face-to-face training, because it provides staff members with the chance to ask questions and gives you the opportunity to include scenarios that aren’t covered in general training material provided by the facility.

Offering training in different formats (e.g., handbooks, face-to-face sessions, online learning courses, videos, etc.) can be the ticket to successfully reaching each staff member effectively. Interactive training is important, but this shouldn’t limit your training method options. A good online learning program or even a handbook can be interactive if they include questions or real-life scenarios.

Host brown-bag lunch training sessions where you conduct pop quizzes and offer prizes. “You could go around with a cart full of candy bars and snacks and offer them as rewards for correct answers to HIPAA questions. Or offer coupons for free frozen yogurt or a free lunch to the person who aces a Web-based quiz. Make it fun and interactive,” says Susan A. Miller, JD, independent consultant and chief operating officer of Health Transactions in Concord, MA.

Ways to ensure that the price is right

Costs can vary widely, but training needn’t be expensive. Programs that you develop and present in-house are low-cost and can be very effective if you customize the program with specific compliance issues your organization has faced, says Miller. “Costs can be high if you bring in outside trainers. If you decide you need to hire consultants, remember that all staff members do not have to be total experts on all aspects of HIPAA,” says Miller. “Don’t waste time and resources trying to cover every aspect of the regulations.”

With the variety of training methods available, finding the right program at the right price shouldn’t be too difficult. For example, updated interactive and scenario-based handbooks may provide a solution if customized online learning courses are not within your budget. Miller also reminds facilities to take advantage of free information from medical associations and other trusted sources to help reduce costs.

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