TARRY HOUSE, INC.
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Subject: Computer
Operation, Use and Maintenance |
Procedure Number:
M.L. 13 |
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Site: All Sites |
Approved: |
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Issued By: Executive
Director |
Effective: |
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Approved By: The
Board of Trustees |
Revised: |
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Reference Policy: M.L. 12 |
Reviewed: |
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Standards Reference: |
CARF: Section 1 C ODMH: 5122-30-22 |
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I.
Purpose
The purpose of the Computer
Operation and Maintenance Policy and Procedure is to ensure that staff who are
required to utilize computers as part of his/her employment, receive basic
training in the use, maintenance and security procedures when operating the personal
computer assigned to the staff person.
II.
Policy
It is the policy of Tarry
House, Inc. to ensure that all staff required to utilize personal computers
receive initial and on-going training as needed related to the general
operation of the unit, security, HIPPA compliance issues and CARF and ODMH
expectations related to personal computer use, especially protection of
confidential information internally and information sent and received via the
world-wide web.
III.
Procedure
A.
All potential
employees will be asked interview questions related to their skill working with
computers. As part of the interview
process, those potential employees where computer competency is absolutely
necessary to perform the duties of his/her job; a test will be given and graded to ascertain the potential employee’s skill level
and the grade will help in the decision whether or not to hire someone.
B.
All staff will receive
orientation training on the use of the Tarry House computers, password
protection, confidentially, HIPPA Laws, CARF and ODMH expectations and maintenance
procedures.
C.
Staff will
receive on-going training as necessary to maintain crucial skills.
D.
All staff using
personal computers will be required to utilize password protection. Passwords will be changed at least two times
per year. Staffs are required to make
available his/her password to the Information Technology Consultant and the Executive
Director. The Executive Director has the
right at any time, to view any information on the computers provided by Tarry
House, Inc. for its employees. Failure
to comply with this requirement may result in progressive discipline up to separation
of employment.
E.
Utilizing the
World Wide Web and emailing is often necessary for staff to complete his/her
job, however, staff is discouraged from receiving personal emails and using the
internet for personal use during regular working hours. Staffs should not open any email of
inappropriate or offensive nature (e.g. pornography) and delete any emails
received from someone or any entity staff is not familiar with. Any staff found to be accessing web-sites
with inappropriate or offensive material will be disciplined up to separation
of employment.
F.
All files will be
backed up at least quarterly. Back-up discs
will be stored in the Administrative Office’s Fire Safe.
G.
E-mails
containing persons served information will generally never be sent. When necessary, this type of information will
be encrypted.
H.
The only
electronic information containing persons served information will be the
Recovery Specialist’s Recovery Service Plans and assessment summaries. These plans will also be password protected,
with only the Recovery Specialist, Clinical Director and Executive Director
having access.
I.
All computers
will be equipped with software designed to block computer viruses, and the
software will be updated on-going as recommended by the Information Technology
Consultant.
J.
Software provided
by the agency may not be copied or transferred to another computer for any
reason, nor shall staff ever load software programs onto Tarry House owned
computers.
K.
All software
purchased by Tarry House, Inc. is to be properly maintained as per the license
agreement from each vendor.
L.
All emails sent
will end with the following confidentiality statement:
"Notice: the information contained in this
electronic mail transmission is intended by Tarry House, Inc. for the use of
the named individual or entity to which it is directed and may contain
information that is privileged or otherwise confidential. It is not
intended for transmission to, or receipt by anyone other than the named
addressee (or person authorized to deliver it to the named addressee). It
should not be copied or forwarded to any unauthorized persons. If you
have received this electronic mail transmission in error, please delete it from
your system without copying or forwarding it, and notify the sender of the
error by reply email or by calling Tarry House, Inc. at 330.253.6689, so that
our address record can be corrected." "Thank you."
________________________________________ _____________________
Executive Director Date