Healthcare Leadership and Innovation

Electronic Device Usage in HIM Setting

  • 1.  Electronic Device Usage in HIM Setting

    Posted 02-27-2020 09:44
    Hello, I'm putting feelers out to see if any other HIM areas are dealing with this issue and how they are mitigating their risk. The use of employee personal devices in the HIM setting continues to be an issue for me, especially as technology continues to advance. I've not had a breach to my knowledge, however the use of smart phones, their sophisticated cameras, recordings abilities etc., how are your areas mitigating the safety of the patient record from potential breach?

    I'm tossing around the idea of lockers or docking stations, since the department is locked down from access by anyone other than HIM. Our current process is in a desk drawer but to say I'm monitoring that all day isn't realistic.

    Is this a hot button for anyone else?

    Thank you

    Amy Riley
    Director, Health Info Management

  • 2.  RE: Electronic Device Usage in HIM Setting

    Posted 03-09-2020 13:54


    We too have dealt with this as communication devices have become more sophisticated over the years.  We have a "communication device" policy which indicates they are not allowed to have their communication device on their desk during work.  (we were all inclusive in the naming as people were trying to get away with alternative words)

    We strictly enforce this, more for distractions than for concerns regarding breaches.  Staff can request to have it on their desk if they are awaiting a critical personal call, but need to seek approval from their supervisor.

    That policy coupled with calling people out immediately and following up with discipline has made this a non-issue in our area and we have had the policy for 5+ years.  We have "sneakers" from time to time, but the first time disciplined.... doesn't happen again.

    Best of luck!

    Christine Williams , RHIA
    Document Integrity Manager

  • 3.  RE: Electronic Device Usage in HIM Setting

    Posted 03-09-2020 14:20

    We too have a hospital policy limiting the use of personal communication devices, but unfortunately, not all management follows the policy.  I do ask my staff to put it "away" when I see the phone

    out on their desk - playing games or scrolling through.   I know of an employee who states she is going to "the restroom" and is always gone for  15-20 min - not due to medical issue (at least not that I am aware of)  LOL

    They find a way to work around the policy.