800 Records management Flashcards
The Fire Chief shall appoint a Custodian of Records, who will oversee the records management program, including the records retention schedule.
800
Company Officers at fire stations are responsible for the management of records at the fire station level.
800
Inspection and release of records with protected health information is covered in the Patient Medical Record Security and Privacy Policy.
800
Subpoenas for records should be directed to the Fire Chief, Fire Marshal, Administration Major or any other authorized designee for processing.
800
The Custodian of Records will consult with the department privacy officer regarding any request for medical records.
800
Upon receipt of a civil subpoena, the Custodian of Records or other person authorized to receive a subpoena shall date-stamp and log the subpoena.
800
No subpoena for a member of this department as a witness in a civil action should be accepted unless it is accompanied by the required fee for each day the member’s appearance is required pursuant to the subpoena.
800
Members shall notify their Shift Commander of receipt of a subpoena.
800
Members should contact the attorney issuing the subpoena to confirm the date and time of appearance or to confirm an on-call status.
800
In the event a member will be unavailable to respond to a subpoena, the member shall promptly notify the attorney issuing the subpoena and the member’s Shift Commander.
800
Members who are deposed should request a copy of the transcript.
800
Upon receipt of a criminal subpoena related to department business, the member shall promptly notify the Shift Commander of his/her appearance and contact legal counsel if he/she has any questions.
800
Members are not entitled to compensation from the Department for any such appearance or deposition and arrangements for time off should be coordinated with their supervisor.
800
Employees subpoenaed to testify about non work-related matters shall be permitted to take time off to testify but are not entitled to receive wages. Employees may use vacation, personal leave, or compensatory time off for the time they will be away from work.
800
Employees who are subpoenaed to testify about department-related matters shall receive their normal wages. Any witness fees provided to an on-duty employee shall be promptly transmitted to the Department. Members shall coordinate any scheduled appearances with their Company Officer to ensure the efficient use of staffing to minimize the payment of overtime.
800
Supervisors shall not intentionally adjust a member’s duty schedule for the purpose of creating overtime.
800
Upon receipt of a summons and complaint in a matter related to department business, the member shall document the date, time, and manner of receipt and promptly notify his/her supervisor and contact legal counsel for the Department.
800
The City Clerk is responsible for all matters relating to the privacy of patient medical information, including PHI.
800
PHI may be transmitted electronically, provided the transmission occurs through a secure process that allows end-to-end authentication, and the recipient is authorized to receive the information.
800
End-to-end authentication is accomplished when the electronic referral does not leave a secure network environment and the recipient is known, or when encryption and authentication measures are used between sender and recipient, thus verifying full receipt by the recipient.
800
