5. ?3191: at? DEPARTMENT OF HEALTH 3: HUMAN SERVICES OFFICE OF THE SECRETARY Voice - (214) (300)363-1019 TDD - {214} 767?8940. {300) 53-7697 to - (214} Tar-0432 aluminum Of?ce for Civil Rights, Region VI mu 1301 Young Street, Suite 1169 SEP 9 -J- Dallas, TX 75202 Privacy mm CVS Careka 9501 E. Shea Blvd. Scottsdale, Arizona 35260 OCR Transaction Number: 13-159236 Dear On April 20, 2013, the U.S. Department of Health and Human Services (HHS), Of?ce for Civil Rights (OCR), received a complaint alleging that CVS Pharmacy, located at 601 W. Avenue, Corsicana, Texas, the covered entity, has violated the Federal Standards for Privacy of Individually Identi?able Health information anchor the Security Standards for the Protection of Electronic Protected Health Information (45 C.F.R Parts 160 and 164, Subparls A, C, and E, the Privacy and Security Rules)- Speci?cally, the complainant, alleged that CVS Pharmacy, Corsicana, Texas, merged her prescription and protected health information with another person?s protected health information at the pharmacy. This allegation could re?ect a violation of 45 GER, safeguarding of protected health information. OCR enforces the Privacy, Security, and Breach Noti?cation Rules, and also Federal civil rights laws which prohibit discrimination in the delivery of health and human services because of race, color, national origin, disability, age, and under certain circumstances, sex and religion. In this matter, the complainant alleges that the covered entity does not employ reasonable safeguards to prevent impermissible disclosures of protected health infomation (PHI). A covered entity must maintain reasonable and appropriate administrative, technical, and physical safeguards to prevent intentional or tminteutional use or disclosure of in violation of the Privacy Rule and to limit its incidental use and disclosure pursuant to otherwise permitted or required use or disclosure. 45 C.F.R. Pursuantto its authority under 45 160.304(a) and OCR has determined to resolve this matter informally through the provision of technical assistance to your of?ce. To that end, OCR has enclosed material explaining the Privacy Rule provisions related to Reasonable Safeguards. CVS Pharmacy, Corsicana, Texas is encouraged to review these materials closely and to share them with your staff as part of the Health hrsurance Portability and Accountability Act (HIPAA) training you provide to your workforce. CVS Pharmacy, Corsicana, Texas is also encouraged to assess and determine whether there may have been any noncompliance as alleged by the complainant in this matter, and, if so, to take the steps necessary to ensure such noncompliance does not occur in the future. In addition, OCR encourages CVS Pharmacy, Corsicana, Texas to review the facts of this individual?s complaint and provide the individual the appropriate written response swiftly if necessary to comply with the requirements of the Privacy Rule. Should OCR receive a similar allegation of noncompliance against CV Pharmacy, Corsicana, Texas in the future, OCR may a formal investigation of that matter. In addition, please note that, after a period of six months has passed, OCR may and conduct a compliance review of your of?ce related to your compliance with the Privacy Rule?s provisions related to Reasonable Safeguards. Based on the foregoing, OCR is closing this case without further action, effective the date of this letter. determination as stated in this letter applies only to the allegations in this complaint that were reviewed by OCR Under the Freedom of Information Act, we may be required to release this letter and other information about this case upon request by the public. In the event OCR receives such a request, we will make every effort, as permitted by law, to protect information that identi?es individuals or that, if released, could constitute a clearly 1111me invasion of personal pnvacy. If you have any questions regarding this matter, please contact, Adriane Springs, Investigator, at (214) 767-4690(Voioe) or (214) 767-8940 (TDD). Enclosure: Reasonable Safeguards Reasonable Safeguards 45 C.F.R. 164.530 A covered entity must have in place appropriate administrative, technical, and physical safeguards that protect against uses and disclosures not permitted by the Privacy Rule, as well as that limit incidental uses or disclosures. See 45 C.F.R. ?164.530 It is not expected that a covered entity?s safeguards guarantee the privacy of protected health information from any and all potential risks. Reasonable safeguards will vary from covered entity to covered entity depending on factors, such as the size of the covered entity and the nature of its business. In implementing reasonable safeguards, covered entities should analyze their own needs and circumstances, such as the nature of the protected health information it holds, and assess the potential risks to patients' privacy. Covered entities should also take into account the potential effects on patient care and may consider other issues, such as the ?nancial and administrative burden of implementing particular safeguards. Many health care providers and professionals have long made it a practice to ensure reasonable safeguards for individuals' health information for instance: 0 By speaking quietly when discussing a patient's condition with family members in a waiting room or other public area; 0 By avoiding using patients? names in public hallways and elevators, and posting signs to remind employees to protect patient con?dentiality; By isolating or locking file cabinets or records rooms; or By providing additional security, such as passwords, on computers maintaining personal information. Protection of patient con?dentiality is an impOrtant practice for many health care and health information management professionals; covered entities can build upon those codes of conduct to develop the reasonable safeguards required by the Privacy Rule. am It We DEPARTMENT OF HEALTH 8: HUMAN SERVICES OFFICE OF THE SECRETARY Voice - (214} 767-4051 (soc) ass-1mg rno - (214} mama. (ace) sat-res? . I (FAX) - {214] rat-0432 Of?ce for Civil Rights, Region VI 1301 Young Street, Suite 1169 Ball TX 75203 SEP 9-- 2013 Transaction Number. 13459236 Dear On April 20, 2013, the US. Department of Health and Human Services (HI-IS), Ot?ce for Civil Rights (OCR), received your complaint alleging that CVS Pharmacy, Corsicana, Texas, the covered entity, has violated the Federal Standards for Privacy of Individually Identi?able Health Information andfor the Security Standards for the Protection of Electronic Protected Health Information (45 (LFR. Parts 160 and 164, Subparts A, C, and E, the Privacy and Security Rules). Speci?cally, you alleged that your prescription and protected health information was merged with another person?s protected health information at the pharmacy. This allegation could re?ect a violation of 45 GER, 164.530(c) safeguarding protected health information. Thank you for bringing this matter to attention. Your complaint is an integral part of enforcement efforts. OCR enforces the Privacy, Security, and Breach Noti?cation Rules, and also Federal civil rights laws which prohibit discrimination in the delivery of health and human services because of race, color, national origin, disability, age, and under certain circumstances, sex and religion, A covered entity must maintain reasonable and appropriate administrative, technical, and physical safeguards to prevent intentional or unintentional use or disclosure of in violation of the Privacy Rule and to limit its incidental use and disclosure pursuant to otherwise permitted or required use or disclosure. 45 CPR. For example, such safeguards might include shredding documents containing protected health information before discarding them, seeming medical reeords with lock and key or pass code, and access to keys or pass codes. We have carefully reviewed your complaint against CVS Pharmacy, Corsicana, Texas, and have determined to resolve this matter informally through the provision of technical assistance to CVS Pharmacy, Corsicana Should OCR receive a similar allegation of noncompliance against CVS Pharmacy, Corsicana, Texas, in the future, OCR may initiate a fonnal investigation of that matter. For yoru' infonnationa] purposes, OCR has enclosed material regarding the Privacy Rule provisions related to Safeguards. Based on the foregoing, OCR is closing this case without further action, effective the date of this letter. determination as stated in this letter applies onlyr to the allegations in this complaint that were reviewed by OCR. Under the Freedom of Information Act, we may be required to release this letter and other information about this case upon request by the public. In the event OCR receives such a request, we will make every e?'ort, as permitted by law, to protect information that identi?es individuals or that, if released, could constitute a clearly unwarranted invasion of personal privacy. If you have any questions regarding this matter, please contact Adriane Springs, Investigator, at (214) 767-4690 (Voice) or {214) 767-8940 (TDD). Enclosure: Reasonable Safeguards Reasonable Safeguards 45 C.F.R. 164.530 A covered entity must have in place appropriate administrative, technical, and physical safeguards that protect against uses and disclosures not permitted by the Privacy Rule, as well as that limit incidental uses or disclosures. See 45 C.F.R. ?164.530 It is not expected that a covered entity's safeguards guarantee the privacy of protected health information from any and all potential risks. Reasonable safeguards will vary from covered entity to covered entity depending on factors, such as the size of the covered entity and the nature of its business. In implementing reasonable safeguards, covered entities should analyze their own needs and circumstances, such as the nature of the protected health information it holds, and assess the potential risks to patients? privacy. Covered entities should also take into account the potential effects on patient care and may consider other issues, such as the financial and administrative burden of implementing particular safeguards. Many health care providers and professionals have long made it a practice to ensure reasonable safeguards for individuals? health information - for instance: a By speaking quietly when discussing a patient?s condition with famin members in a waiting room or other public area; a By avoiding using patients? names in public hallways and elevators, and posting signs to remind employees to protect patient con?dentiality; By isolating or locking ?le cabinets or records rooms; or . By providing additional security, such as passwords, on computers maintaining personal information. Protection of patient con?dentiality is an important practice for many health care and health information management professionals; covered entities can build upon those codes of conduct to develop the reasonabie safeguards required by the Privacy Ru ie.