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Associate Director, Privacy Security & Records - JR 3243

Company: PATH (People Assisting The Homeless)
Location: San Jose
Posted on: September 21, 2023

Job Description:

JR 3243Associate Director, Privacy Security & RecordsLos Angeles, CA 90004Salary: $80,000 - $90,000Full TimeExemptDriving Required
Under the direction of the CCAO, the Associate Director (AD) assists the PATH Privacy Officer with coordinating the implementation of regulatory, privacy, and health information security compliance programs; and develops and implements policies, standards, and procedures to ensure compliance with applicable federal and state laws and regulations, such as the Health Insurance Portability and Accountability Act (HIPAA) and Health Information Technology for Economic and Clinical Health Act (HITECH) and those pertaining to Medi-Cal.
The following reflects management's definition of essential functions for this job but does not restrict the tasks that may be assigned. Management may assign or reassign duties and responsibilities to this job at any time due to reasonable accommodation or other reasons. Reasonable accommodations may be made to enable individuals with disabilities to perform essential job functions:
Privacy & Security

  • Build a strategic and comprehensive privacy program that defines, develops, maintains, and implements policies and processes that enable consistent, effective privacy practices which minimize risk and ensure the confidentiality of protected health information (PHI), paper and/or electronic, across all media
  • Collaborate with the information technology director/security officer: a) ensure alignment between security and privacy compliance programs including policies, practices, and investigations. b) establish an ongoing process to track, investigate and report inappropriate access and disclosure of protected health Monitor patterns of inappropriate access and/or disclosure of protected health information and as appropriate provide educational intervention.
  • Draft new and amended existing internal data protection policies, guidelines, and procedures, in consultation with key
  • Develop and implement policies and procedures for filing and investigation of complaints related to HIPAA/HITECH Privacy, Breach Notification Rules, and related County guidelines and Ensure PATH policy is in accordance with the HIPAA and local regulations for privacy and security.
  • Monitor policies and procedures that establish standards for ensuring client privacy protections, including by providing guidance to individual employees and departments on the HIPAA Privacy Rule, as
  • Perform or oversee initial and periodic information privacy risk assessment/analysis, mitigation, and
  • Conduct related ongoing compliance monitoring activities in coordination with the organization's other compliance and operational assessment
  • Assist the information technology department with the annual HIPAA Security Risk Assessment and Cyber Network Liability renewal process. Identify potential areas of compliance vulnerability and risk; recommends corrective action plans and where appropriate develop and implement those plans for resolution of problematic issues and provide general guidance on how to avoid or deal with similar situations in the
  • Document and retain all incidents and complaints received as required by HIPAA/HITECH; establish and maintain a mechanism for tracking and reporting the investigation and resolving such incidents and Establish and administer a process for investigating and acting on privacy and security incidents and complaints.
  • Monitor compliance with the HIPAA privacy program, investigate incidents in which a breach of PHI may have occurred, report breaches as necessary, and ensure clients - rights in accordance with state and federal
  • Support and collaborate with the Quality Assurance & Compliance division to ensure the organization has and maintains a complete set of privacy and confidentiality consent forms, authorization forms, notices, and materials in compliance with current organization and legal
  • Develop trainings for PATH staff to promote awareness of privacy and security compliance to regulatory Develop an effective compliance training program, including appropriate introductory training for new employees and ongoing training for all employees, managers, subcontractors, interns and others as deemed necessary.
  • Provide guidance and assistance to departments on a variety of privacy and compliance auditing, and internal control matters; document findings and prepare
  • Participate in the development, implementation, and ongoing compliance monitoring of all business associates and business associate agreements, to ensure all privacy concerns, requirements, and responsibilities are
  • Collaboratively review and support the deidentification of client data, inspecting, amending, and limiting access to protected health information as
  • Communicates with individuals regarding their right to inspect, amend, and restrict access to their
  • Evaluates the existing data protection framework and identify areas of non or partial compliance and rectify any
  • Maintain current working knowledge of Federal and State regulations by reviewing applicable government and/or industry-related
  • Support staff members handle or process data by providing them with data privacy advice and

    Records Retention & Security

    • Maintain the integrity of program and business records insuring accurate and timely retrieval, retention, and
    • Responsible for the development and successful implementation of records management and retention policies, procedures, schedules, and tools throughout PATH as driven by contracts and government
    • Interact closely with the staff in each business units responsible for management of records up to and including storage, destruction and
    • Provide records management and forms management support to include inventory, destruction, file placement, training,
    • Develop training modules in all aspects of the Records Management program operation and train employees responsible for records in their operational
    • Prepare documentation of all PATH records management activities and implementation of decisions, policies, and procedures, and records
    • Perform file reviews, records inventories, spot checks, local area file storage inspections, and transfer or disposal activities and associated
    • Serve as primary contact for the business units with various aspect of records management activities.
    • Manage the relationship with offsite records storage vendors and other third party service providers as appropriate
    • Review monthly vendor billing and invoices, along with reconcilement and
    • Respond to requests for information, provide customer service support about records management that include records retention, destruction, and legal holds within
    • Coordinate with the Legal team and Privacy & Security team for discovery requests or for retrieval of electronically stored information (ESI) in addition to retrieval of tangible inactive records for litigation-related


      • Knowledge of: Information security; theory, principles, and practices of general behavioral or healthcare services; HIPAA privacy and security rules and regulations; privacy laws, rules, and regulations relating to information and security; federal, state, and local codes, rules, and regulations including behavioral health or healthcare operations; the methods of developing systems forms for various types of records and reports information systems and their application to operations; the principles, methods, and techniques of public administration, personnel, and business office management; the principles and techniques of supervision.
      • Knowledge of records and information management principles and best practices to manage records throughout its lifecycle: capture, distribution, storage, retrieval, and
      • Cross-functional collaboration and project management experience
      • Strong supervisory and managerial skills
      • Ability to work under pressure in a fast-paced environment with strict deadlines
      • Must be able to manage multiple tasks and priorities simultaneously
      • Must have strong written and verbal communication skills as well as interpersonal skills
      • Must exercise independent judgement within accepted practices and make appropriate recommendations as needed
      • Strong organizational skills with a strong attention to detail
      • Strong project management and time management skills
      • A critical thinker, with a high level of initiation, motivation, and enthusiasm
      • Demonstrated ability to work with diverse community and organizational groups
      • Use of judgement in adapting broad guidelines to achieve desired results
      • Proficiency with Microsoft Office Suite and Mastery of Microsoft Word and Excel and database systems
      • Ability to develop effective business relationships, both internally and externally while brokering buy-in from all
      • Proficiency in data collection, analysis, evaluation, and reporting


        • Master's degree in a closely related field preferred.
        • Certification in records management


          • Bachelor's degree in a closely related field
          • Certification in healthcare compliance or HIPAA privacy and security
          • 2-5 years of professional experience in healthcare compliance, which includes experience in the development

            and implementation of HIPAA and/or privacy compliance program

            • and records management and records


              • Employment Eligibility Verification
              • Reliable Transportation
              • Updated Tuberculosis Test
              • Successful completion of background screening & drug
              • Ability to work flexible hours which may include evenings or
              • Ability to obtain CPR/First Aid certification through

                - - - - - - - - Driving is an essential function of this position. To meet the requirements of for this position, the incumbent:

                • Must hold a valid CA Driver's license
                • Must possess their own vehicle and provide proof of ownership.
                • Must provide proof of insurance
                • Must be able to qualify for PATH insurance


Keywords: PATH (People Assisting The Homeless), San Jose , Associate Director, Privacy Security & Records - JR 3243, Executive , San Jose, California

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