March 14, 2005

Dear Colleagues,

Johns Hopkins is committed to protecting the privacy of our patients and health plan members and the confidentiality of their personal information. As you know, Hopkins, along with most healthcare providers and health plans nationwide, is required by law to protect such privacy under the federal Health Insurance Portability and Accountability Act (HIPAA). This includes a requirement to preserve the security and confidentiality of protected health information in electronic form (E-PHI) – often maintained on computers and portable devices or transmitted electronically.

Beginning April 20, 2005, regulations that cover such measures, under the HIPAA Security Rule, become effective and enforceable. We’re striving to have our business practices meet the legal requirements. We must continue to improve the way we do business across Johns Hopkins Medicine and the covered portions of Johns Hopkins University to protect our patients’ and health plan members’ confidential information and privacy.

As a manager or supervisor, you are responsible for making sure your work area is in compliance with the HIPAA Security Rule. This includes making sure that your employees are aware of the new regulations, how they affect them on the job, and how they can play a role in compliance by using their computers responsibly and following good information security practices.

During March and April, all managers and supervisors will receive mandatory training on HIPAA Security. During this time, you are also required to provide your employees with the HIPAA Security Awareness handout and ensure that they return a signed Acknowledgment and Agreement to Comply form to you by April 20. You need to read the handout and sign the form as well. We also encourage you to discuss HIPAA Security at an upcoming staff meeting and continue to make this important topic a priority for you and your workforce.

April 20 is fast approaching. As the nation’s number one healthcare provider, it is our duty to be a leader in compliance with HIPAA, including the HIPAA Security regulations, demonstrating to our patients and health plan members our commitment to the security of their information. We appreciate your cooperation and support.

Regards,

Edward D. Miller, M.D.
Dean of the Medical Faculty
Chief Executive Officer
Johns Hopkins Medicine