MJ Care Inc. provides the Simply SBS web-based software as a means for education agencies and school districts to manage school-based medical services and related information. MJ Care considers maintaining the security and confidentiality of this information a matter of its highest priority. In order to be granted access to the SBS software, all users must agree to the terms and conditions outlined in this agreement.
These policies are enforced to ensure that private information is safeguarded against unauthorized access and to ensure that a process is available for reconstruction of the records upon request from an intermediary, state surveyor, or other authorized personnel.
Whether medical records are charted electronically or on paper, they are subject to the same requirements. All medical records must be authenticated and dated. Authentication must include signatures and/or written initials. The SBS software allows electronic signatures to be used to provide authentication for records entered electronically. The electronic signature is authenticated by secure computer entry from a primary author who has reviewed and approved the entry.
In addition, the following requirements apply to education agencies or school districts charting medical records electronically:
- Providers must have a paper or electronic back-up system for charting medical records electronically. This could include having backup files saved on disk or other electronic media.
- For audits conducted by the Division of Health Care Financing, providers are required to produce paper copies of electronic records.
- Providers must have safeguards to prevent unauthorized access to the records.
The following terms and conditions apply to all users:
- Upon accessing or entering information in any MJ Care system, I will comply with all federal and state regulations including but not limited to the Federal Education Rights to Privacy Act (FERPA) and the Health Insurance Portability and Accountability Act of 1996 (HIPAA).
- I understand that the information accessed through the SBS system contains sensitive and confidential information which should only be disclosed to those authorized to receive it.
- I will respect the privacy and rules governing the use of any information accessible through the SBS system and only access and/or utilize protected health information that I have a need to know in order to perform my job.
- I will respect the confidentiality of any reports or documents printed from the SBS system containing protected information and will handle, store, and dispose of the documents appropriately.
- I will only enter medical records for services that I personally provided or services that were provided under the direction of a licensed professional.
- I understand that I am responsible for using my electronic signature to authenticate any medical records I may enter or modify.
- I will follow the security best practices and use a strong password on my account. Strong passwords have the following characteristics:
- Contain both upper and lower case characters (e.g. A-Z, a-z)
- Include one or more digits and punctuation characters (e.g. 0-9, #$%^&*()_+|)
- Are at least eight (8) characters in length
- Are not based on personal information (e.g. family names, birthdates, etc.)
- I will safeguard my password and will not post it in a place where it will be easily lost or stolen. I will not store my password in a file on any computer system or similar device without encryption.
- I will not allow anyone, including other employees, to use my account to access the SBS system or alter information under my identity.
- I will not utilize anyone else’s account to access the SBS system or alter any information under someone else's identity.
