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How to Handle the Break Glass Warning in eClinicalWorks (eCW)?

The Break Glass Warning in eClinicalWorks (eCW) is a privacy feature that restricts access to patient records, particularly for those who may not belong to the user’s designated facility. This safeguard ensures compliance with privacy regulations, such as HIPAA, by requiring a reason for accessing sensitive patient information. This guide provides a step-by-step approach to handling the Break Glass Warning while maintaining compliance and patient confidentiality.

Step 1: Open the Patient Hub

• Begin by selecting a patient from the Patient Lookup screen or opening a profile that includes the Break Glass restriction.

Step 2: Acknowledge the Break Glass Warning

• When accessing a restricted patient record, the Break Glass Warning pop-up will appear. This alert indicates that the patient’s profile is marked as confidential and requires authorization to access.
• The warning will also inform you that access will be logged, as part of eCW’s security protocols.

Step 3: Select a Reason for Accessing the Record

• Use the drop-down menu within the Break Glass Warning pop-up to select a reason for accessing the patient’s record.
• Common options include reasons related to patient care, follow-up, or billing, depending on the specific situation.
• If the appropriate reason is not listed, consult with your administrator on how to proceed, as all access should be justified.

Step 4: Confirm Access and Proceed

• Once the reason for access is selected, click OK to proceed.
• You will now have temporary access to the patient’s record, which will remain available for 24 hours. After this period, the Break Glass Warning will reappear if access is attempted again, requiring you to reselect a reason.

Why the Break Glass Warning is Important

The Break Glass Warning provides an additional security layer that protects patient confidentiality and supports HIPAA compliance. By requiring a reason for accessing specific records, eCW ensures that only authorized personnel can view sensitive information, maintaining privacy while allowing for necessary patient care.

Frequently Asked Questions (FAQs)

Q1: What is the purpose of the Break Glass Warning?
A: The Break Glass Warning is a privacy feature in eCW that limits access to confidential patient records. It’s designed to protect sensitive information by requiring users to specify a reason for access, ensuring compliance with healthcare privacy laws.

Q2: How long does the access remain after selecting a reason?
A: Once the Break Glass Warning is acknowledged, access to the patient’s record is granted for 24 hours. After this period, the warning will reappear, and access will require re-authorization.

Q3: Can I bypass the Break Glass Warning without selecting a reason?
A: No, eCW requires that a reason be selected before proceeding. This restriction is in place to ensure compliance and to log all access to confidential patient records.

Q4: Will my access to the record be logged?
A: Yes, all access granted through the Break Glass Warning is logged, including the date, time, user, and reason for access. This helps with auditing and compliance by tracking who accessed sensitive records and why.

Q5: What should I do if I accidentally access a restricted record?
A: If access is accidental, document the incident according to your organization’s privacy protocols and notify your administrator if needed. This ensures transparency and maintains compliance.

How Staffingly, Inc. Supports Privacy Compliance in eCW

Staffingly, Inc. provides trained virtual medical assistants who understand privacy regulations and can help manage patient information in compliance with HIPAA standards. Our team is skilled in handling confidential data, including managing access protocols like the Break Glass Warning in eClinicalWorks. By outsourcing administrative tasks to Staffingly, healthcare providers can improve privacy compliance, reduce administrative strain, and save up to 70% on staffing costs.

What Did We Learn?

The Break Glass Warning in eClinicalWorks is an essential privacy feature that protects sensitive patient records and supports HIPAA compliance. By following the required steps to select a reason for access, healthcare providers can ensure patient confidentiality while managing necessary patient care. This safeguard promotes transparency and accountability, helping healthcare teams maintain patient trust and data security.