ClickStaff Orientation Training Presented to: Contingent Workers g Presented by: <Supplier ABC> Version Effective Date: June 20, 2012 Version: 8FINAL
Housekeeping reminders Session will take about 15-20 minutes Pay specific attention to all policies and procedures Sign and send in an "attestation" document confirming your participation in this session and your understanding of Kaiser Permanente policies and procedures Direct any specific questions to your employer of record 2
Agenda On-boarding ClickStaff on-boarding documentation Key KP policies and procedures review Fraud, waste and abuse principles Password security HIPAA security Conflicts of interest Contingent worker policy Use of KP name and logo Mandatory testing requirement 3
Professional attire NO! Meets Hiring Managers/Departmental Requirements 4
On-boarding process 5 5
Confidentiality and principles of responsibility Individual Confidentiality & Assignment of Rights Agreement To ensure that contingent workers keep Kaiser Permanente proprietary information confidential and that the ideas, work product and inventions that result from contingent worker s assignments belong to Kaiser Permanente Principles of Responsibility Code of Conduct ensures the contingent worker s ethical compass, workplace value and interactions with others comply with the Principles of Responsibility 6
HIPAA and privacy and security awareness Health Insurance Portability & Accountability Act (HIPAA) of 1996 governs the privacy and security of health information records and transactions Privacy and security awareness encompasses: Privacy and confidentiality Right to privacy Protected Health Information (PHI) Consequences of privacy violations 7
Harassment and contingent worker status policy Harassment including Sexual Harassment Policy (All Regions) Committed to providing a workplace that is free from all forms of discrimination, including sexual harassment. Disciplinary action up to and including dismissal Acknowledgment of Contingent Worker Status and Benefits Waiver (All Regions) States that Kaiser Permanente is not the employer of record and worker waives rights to benefits 8
Drug- and alcohol-free workplace This policy is consistent with requirements of the federal Drug-Free Workplace Act of 1988, applicable state drug-free workplace requirements, and with Kaiser Permanente s obligation to provide a safe work environment Kaiser Permanente (KP) is committed to protecting the safety, health and well-being of employees and other individuals in Kaiser Permanente s workplace and provides an environment that is free from the abuse of alcohol and drugs Kaiser Permanente recognizes that alcohol abuse and drug use pose a significant threat to Kaiser Permanente s goals Kaiser Permanente also acknowledges that alcohol abuse and chemical dependency may be chronic diseases that require rehabilitative treatment, counseling, and/or access to assistance programs 9
Policies for Hawaii region Forms that must be executed and submitted for audit include: Contingent Staff Orientation Manual al and Organizational Orientation Checklist General Post Competency Test To ensure you read and understand the staff orientation manual and answer 10 questions Confidentiality Agreement Prohibits you from disclosing Kaiser Permanente confidentiality and proprietary information House Rules Assures patient t confidentiality, good patient t relations, staff relations, effective operations and regulatory compliance Guides for Preventing Transmission of Infections in Health Care Settings Infections in Health Care Settings 10
Conflicts of Interest Questionnaire You will need to complete and sign a Conflicts of Interest questionnaire as part of your on- boarding process and submit it prior to the start of your assignment Please be honest about any potential conflicts If you identify a potential conflict, appropriate Kaiser Permanente personnel will work with you to evaluate the situation If you have questions, please ask your employer of record to contact a ClickStaff representative 11
Key Kaiser Permanente policies & procedures 12
Principles of responsibility: fraud, waste and abuse Fraud Occurs when someone misrepresents the truth to obtain something Example: Resume fraud Waste Extravagant, careless or needless expenditure of Kaiser Permanente or government funds Example: Inaccurate charges and duplicate invoicing Abuse Wrongful or improper p use of Kaiser Permanente or government resources Example: Using KP equipment for non-workrelated purposes Puts Kaiser Permanente patients t at risk Increases the cost of health care Undermines ClickStaff Supplier Program, violates Kaiser Permanente policy and can lead to contract termination 13
Principles of responsibility: conflicts of interest Conflicts of interest can damage Kaiser Permanente s reputation and your reputation as a contingent worker Examples of conflict of interest: Offering or accepting inappropriate gifts or business courtesies Seeking employment for relatives or members of your household Making investments or accepting other incomeproducing work that creates a bias Accepting referral fees 14
Password security Kaiser Permanente contingent workers should ALWAYS: Change password(s) periodically Change password immediately if there is an indication that password is known to unauthorized person(s) Kaiser Permanente contingent workers should NEVER: Share passwords Use another person s user ID or password Store passwords where they can be accessed by others Set up macros that will enter a password with one key stroke 15
HIPAA security rule Establishes standards d for protecting ti the confidentiality, integrity it and availability of electronic Personal Health Information (PHI) that is received, created, used, accessed, disclosed or transmitted by covered entity. Administrative Safeguards Training entire workforce on security and developing and implementing security policies and procedures. Physical Safeguards Making sure that computer terminals that may have confidential information are positioned to minimize viewing of the information and not propping open a door that should be locked. Technical Safeguards Following password policies and logging off computer when away and changing password(s) periodically. 16
17 Use of Kaiser Permanente name and logo is not authorized Kaiser Permanente does not authorize the usage of: Name Trademarks Service marks Trade names Logos Symbols Brand names Refer to or identify in advertising, publicity releases, promotional or marketing publications Kaiser Permanente does not authorize reference or identity in: Advertising Publicity releases Promotional or Marketing publications Correspondence to third parties Social networking websites (e.g., LinkedIn, Facebook) Websites
Summary of documents required by Kaiser Permanente All Resources (including Hawaii region): Individual Confidentiality & Assignment of Rights Agreement Principals of Responsibility Handbook Execution of Receipt of HR Policies & Guidelines Document HIPAA Training Booklet & HIPAA Privacy Policy and Procedures Supplement Execution of HIPAA Training & Attestation of Completion Document Harassment, Including Sexual Harassment Policy Document Acknowledgement of Contract Worker Status & Benefits Waiver Document Hawaii ONLY Resources (all but Orientation Manual brought on first day of work) Staff Orientation Manual Organizational Orientation ti Checklist General Competency Post Test Confidentiality Agreement House Rules Guidelines for Preventing Transmission of Infections in Healthcare Setting 18
Timesheets You must submit your time only through the ClickStaff tool (Fieldglass or RPM) No paper timesheets or e-authorizations will be accepted 19
References No requests to Kaiser Permanente for references, letters, dates of engagement, etc. 20
Contingent worker questions/issues Any issues or questions you have should be addressed with your supplier and employer of record This includes but not limited to: Sick time Time off Rates Assignment duration Workplace conditions Inter-personal or inter-departmental issues 21
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Thank you for attending! Please submit your Attestation Form after completion of your session to your employer of record. DEMO 23