HR

HR and OSHA Compliance
OSHA, Partner News

The Intersection of HR and OSHA Compliance: Ensuring Safety in Healthcare

August 21, 2024 Comments Off on The Intersection of HR and OSHA Compliance: Ensuring Safety in Healthcare

August 12, 2024 This was contributed by HR for Health for OSHA’s Safe + Sound Week At HR for Health, OSHA compliance is a frequent and critical topic of discussion with our clients. As an HR company focused on supporting independent healthcare practices, we understand the importance of taking compliance, training, documentation, and safety seriously. Whether your practice is large or small, adhering to OSHA standards is not just about following the rules—it’s about protecting your employees and fostering a safe work environment that benefits everyone. Compliance laws can seem overwhelming, but it’s a non-negotiable part of running a healthcare practice. Non-compliance can lead to significant penalties, not to mention the time-consuming and expensive lawsuits that could arise if an employee or patient is injured. Beyond the financial implications, a commitment to safety and compliance contributes to a healthier, more productive workplace. But how do you ensure your practice stays compliant without getting bogged down in administrative tasks? That’s where HR for Health and Abyde come in. Together, we provide a comprehensive solution that simplifies the complex worlds of OSHA and employment law compliance, making it manageable for practices of all sizes. Why OSHA Compliance Matters OSHA (Occupational Safety and Health Administration) compliance is about more than just avoiding fines. It’s about creating a workplace where your employees feel safe and supported, which in turn leads to better patient care. Compliance involves familiarizing yourself with OSHA regulations, training your employees, and maintaining accurate records of any incidents or hazards. At HR for Health, we see firsthand how often OSHA compliance comes up in our conversations with clients. It’s a constant concern, and rightly so—OSHA compliance isn’t a one-time effort but an ongoing process. That’s why we’ve integrated powerful features into our platform to help you stay compliant effortlessly. Simplifying Compliance with HR for Health Our software is designed to automate and streamline many of the tasks associated with OSHA compliance. For example, our Continued Education automated alerts and updates ensure that your team stays on top of mandatory training and certifications. This feature is crucial because it ensures that your employees are always up-to-date with the latest safety protocols, which helps in maintaining a safe workplace. Documentation is another critical aspect of OSHA compliance. Your practice needs to keep detailed records of any work-related injuries or illnesses, as well as potential hazards. HR for Health offers unlimited e-document storage, so you never have to worry about running out of space or losing important documents. This secure storage solution means that all your compliance-related documents are organized, easily accessible, and safe from loss or damage. But compliance isn’t just about keeping records. It’s also about communication and ensuring that everyone in your practice is on the same page. Our platform includes integrated messaging, task management, and performance reviews, which help facilitate clear communication and make sure that no critical tasks are overlooked. This holistic approach to compliance ensures that your practice runs smoothly and that your employees are always aware of their responsibilities. Partnering with Abyde for a Complete Solution While HR for Health handles many of the HR aspects of compliance, we’ve partnered with Abyde to provide a complete OSHA compliance solution. Abyde’s platform is designed specifically to help healthcare practices navigate the intricacies of OSHA regulations. Their OSHA checklist is an excellent starting point, helping you identify which regulations apply to your practice and what steps you need to take to comply. Abyde also simplifies the training process. OSHA training is essential for ensuring that your employees understand safety protocols and know how to respond in case of an emergency. Abyde’s platform makes this training straightforward for managers and easy for employees to follow, reducing the administrative burden on your practice. Once your employees are trained, Abyde helps you maintain compliance with their tools for documenting safety and health incidents. This includes managing Work-Related Injury & Illness Logs and Sharps Injury Logs, which are critical for demonstrating compliance during an OSHA inspection. Creating a Culture of Safety Compliance isn’t just about avoiding penalties—it’s about creating a culture of safety within your practice. By working with HR for Health and Abyde, you’re taking proactive steps to ensure that your workplace is as safe and efficient as possible. This not only protects your employees and patients but also enhances the overall productivity and morale of your team. OSHA compliance is a vital component of running a successful healthcare practice. By leveraging the combined strengths of HR for Health and Abyde, you can simplify this complex process and focus on what truly matters—caring for your patients and growing your practice. Ready to take your practice’s OSHA compliance to the next level? Visit HR for Health and Abyde to learn how our platforms can help your practice succeed.

Young Workers in Healthcare
Best Practices, HIPAA

Building a Culture of Safety: Protecting Young Workers in Healthcare

December 20, 2023 Comments Off on Building a Culture of Safety: Protecting Young Workers in Healthcare

December 20, 2023   Protecting patients and our young workforce is a shared responsibility. At Abyde, we’re committed to safety, both for patients and for the dedicated individuals who keep our healthcare systems running. That’s why the recent tragedy at Florence Hardwoods sawmill in Wisconsin hit us hard. A 16-year-old worker, tragically, lost his life due to operating dangerous machinery without proper training. This heartbreaking incident underscores a crucial point: age restrictions matter when it comes to workplace safety, especially when dangerous equipment is involved. The U.S. Department of Labor’s investigation revealed Florence Hardwoods failed to train both teenage and adult workers in safety procedures, exposing them to avoidable hazards. This blatant disregard for regulations and basic human safety is unacceptable. As Abyde, we stand firmly against the use of underage workers for tasks that put them or others at risk. Why is this so important? What can we do? The tragedy at Florence Hardwoods serves as a stark reminder that workplace safety isn’t just about following regulations; it’s about protecting lives. At Abyde, we urge all healthcare institutions, to re-evaluate their safety protocols and ensure that age-appropriate restrictions are in place to protect young workers from harm. It’s time to say “no more” to child’s play with dangerous medical equipment. Let’s create a safer future for everyone in the healthcare workplace. Together, we can prevent future tragedies and ensure that every healthcare worker, regardless of age, returns home safe and sound every day. Additional Resources

Hiring new staff in healthcare
Best Practices, HIPAA, OSHA

The Top Three Steps to Remain OSHA and HIPAA Compliant when Hiring New Employees

November 30, 2023 Comments Off on The Top Three Steps to Remain OSHA and HIPAA Compliant when Hiring New Employees

November 30, 2023 In the fast-paced realm of healthcare, where patient confidentiality and workplace safety are paramount, hiring new staff demands meticulous attention to HIPAA and OSHA compliance. From the moment a new employee steps through the door, it’s crucial to instill a culture of compliance. Here’s a breakdown of the top three steps a medical practice should take during the onboarding process to ensure their team members are well-versed in compliance. 1. Training: The Foundation of Compliance Training is the bedrock of a compliant workforce. Before the employee even starts to perform job duties, invest time and resources in comprehensive training sessions that focus on both HIPAA and OSHA regulations. Abyde’s employee training portal can guide the creation of tailored training materials, ensuring that employees receive relevant, up-to-date information. Ensure that the training covers the nuances of patient privacy, proper handling of medical records, and the essential safety protocols mandated by OSHA. This also includes making sure employees who work with specialized equipment like X-ray machines, MRIs and lasers are trained specifically on each device. Regular updates and refresher courses can be facilitated through Abyde’s user-friendly employee portal, maintaining a continuous learning environment. 2. Confidentiality Agreements: Protecting Patient Privacy Securing patient information is at the core of HIPAA compliance. Implementing confidentiality agreements is a vital step in ensuring that new hires understand the gravity of safeguarding sensitive data. Clearly outline expectations regarding the handling of patient records, communication protocols, and consequences for breaches. Abyde can assist in streamlining this process by providing dynamically generated confidentiality agreements. Once signed, these agreements should be securely stored and easily accessible for future reference, ensuring that both parties are held accountable. 3. Access to Policies and Procedures: Empowering Informed Decision-Making Granting new employees easy access to your organization’s policies and procedures is essential for fostering informed decision-making. Abyde’s platform facilitates seamless accessibility, allowing employees to review and familiarize themselves with compliance guidelines at their own pace. This access is not only crucial during the onboarding process but should be an ongoing resource. Regular updates to policies and procedures can be effortlessly communicated through Abyde’s platform, ensuring that your team remains aligned with the latest compliance standards. In conclusion, successfully onboarding a new employee in a medical practice requires a strategic approach to compliance. By prioritizing training, confidentiality agreements, and access to policies and procedures, organizations can create a robust foundation for a compliant and secure workplace. Abyde’s innovative solutions streamline these processes, empowering medical practices to navigate the complexities of HIPAA and OSHA compliance with confidence.Interested in seeing the Abyde solution in action? Click here to schedule a demo or call us at 1800-594-0883.

Offboarding and HIPAA
Best Practices, HIPAA

Recently Offboarded Staff? Don’t Forget About HIPAA Requirements

August 6, 2020 Comments Off on Recently Offboarded Staff? Don’t Forget About HIPAA Requirements

August 6, 2020 Many practices have an organized system for welcoming a new employee to the team. Usually, new staff is an exciting addition, and you’ve likely got your welcome bag, name tags and business cards at the ready. But, when it comes to the end of an employee’s life cycle at your practice – not uncommon in 2020 due to COVID-19 – the process may not be as exciting or as organized. The uncertainty that surrounds having to terminate an employee can be messy, leading to paperwork and processes being executed in haste. In this hurry, mistakes are often made leaving sensitive patient data exposed to unauthorized recipients. Even if you have the best intentions and think it’ll never happen to you, data breaches continue to surface stemming from improperly terminated access. Whenever you part ways with a former workforce member, full offboarding measures must be taken to ensure full protection of your practice as well as your patient’s data. The HIPAA Security Rule specifically details the required termination procedures in Section 142.308(a)(11) as the “formal, documented instructions for ending employment and closing off internal and external access.” This removal of access can be done by implementing the following offboarding actions: Even for former employees, documentation is still essential when it comes to HIPAA compliance. Your practice should keep all HIPAA training certificates on file for up to 6 years even if terminated. If a breach occurred prior to an employee’s termination, or an audit occurs even after termination, you will need to produce a copy of the training certificate to prove that each staff member was properly trained at the time.  Other steps that should be taken on a regular basis to help improve the security within your practice as well as help ensure a smoother offboarding process include:  You may have a system in place for offboarding, but if you’re a busy practice there’s no harm in waiting a month or two to make sure access is revoked, right? Well…not so much. Every day that your former staff still have access to PHI is not only another day of increased risk, but also a major concern if ever audited or investigated by the OCR. In fact, failing to properly implement these procedures when offboarding employees has been the catalyst for multiple HIPAA breaches. In 2018, a Colorado Hospital found themselves in a HIPAA violation costing them $111,400 after terminating an employee without proper offboarding. The employee was not removed from the hospital’s online-based scheduling calendar which contained PHI – ultimately allowing continued access to the PHI of almost 600 patients. Along with the former employee’s access, it was found that the medical center’s web-based scheduling calendar vendor also received access to PHI without the proper Business Associate Agreement in place. In response to this settlement OCR Director, Roger Severino emphasized that “This case underscores the need for covered entities to always be aware of who has access to their ePHI and who doesn’t.” Equally as important as staff is properly offboarding any vendors your practice worked with. If any of your vendors have any access to your practice both physically as well as electronically they must be properly removed when your work contract is terminated. Things like disabling remote access to servers from any accounts with administrative privileges are often overlooked and can be a huge risk for data breaches and HIPAA violations. In fact, having a proper Business Associate Agreement in place with these vendors puts them on the hook for removing access and returning or destroying any PHI they may have had or created on behalf of your practice. Having a comprehensive plan from the start to finish of an employee’s time at your practice will have a huge impact on ensuring the security of the sensitive patient information within your organization. While you most likely won’t have to deal with an employee gone rogue, being proactive and making certain that there are no loose ends when it’s time for a staff member to leave will help make the offboarding process seamless and stress-free.