Page 43 - Privacy_Program

SECURE ACCESS TO PARTICIPANT RECORDS – NON‐MEDICAL [DP170A]
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Scope:
Enterprise
Distribution: Executive Leadership Team; Director of Information Technology, Privacy and Data Security; All Employees with
Access to Privacy‐Restricted Participant Information (includes Contractors, temporary employees and Interns)
Purpose: To enable participants to review and correct their Privacy Restricted Participant Information (PRPI) stored by
organization. External Regulation or Standard: Minn. Stat. 13.04 subd. 3 – Access to Data by Individual; and Minn. Stat. 13.04
subd. 4 – Procedure When Data is Not Accurate or Complete.

Who is Statement Policy, Standard, or Procedure Statement
Responsible Number
Employees with DP170A.1 The organization will accommodate reasonable requests by participants to
Access to PRPI receive confidential communications of their Privacy Restricted Participant
Information (PRPI).

Employees with DP170A.2 The organization will not require participants to explain why they are requesting
to review their PRPI.
Access to PRPI
Employees with DP170A.3 The organization will verify the identity of the participant making the request to a
Access to PRPI sufficient degree to ensure that only that individual's PRPI is disclosed to that
individual.

DP170A.4 The organization may require participants to make a reasonable payment for
Director of Finance
reviewing their PRPI to defray the associated costs.
with Director of
Information
Technology,
Privacy and Data
Security

Employees with DP170A.5 The requested PRPI will be delivered to the participant in a reasonably secure
Access to PRPI manner.

DP170A.6 The organization will appropriately document the request and delivery of the
Employees with
PRPI.
Access to PRPI
Employees with DP170A.7 If the identity and legal authority of an individual or entity requesting PRPI
Access to PRPI cannot be verified, staff will refrain from disclosing the requested information
and report the case to the Director of Information Technology, Privacy and
Data Security in a timely manner.

Employees with DP170A.8 The organization will review a denial for access to PRPI when requested by the
Managers and participant, in the following situations:
Director of
Information
Technology, Privacy
and Data Security
DP170A.8a (a) professional staff having direct involvement with participant programming
(direct service staff) or manager, in the exercise of professional judgment, that
the access requested is reasonably likely to endanger the life or physical safety
of the individual or another person;

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