Healthcare organizations are faced with the responsibility of balancing the rights and care of violent patients with the safety of healthcare workers. With workplace violence remaining a prevalent issue faced by staff, reporting mechanisms become a cornerstone of any effective workplace safety protocols. HIPAA compliant email provides a method of reporting that remains accessible and fast acting.
The challenge healthcare organizations face in addressing workplace violence
Healthcare organizations face a challenge in addressing workplace violence, especially in high-risk settings like emergency departments. As these environments are often volatile, stressors like patient overcrowding, long wait times, and the presence of individuals with psychiatric disorders or substance abuse issues increase the likelihood of violent incidents.
A U.S. Bureau of Labor Statistics fact sheet provides, “In 2018, the private ownership all-worker incidence rate for nonfatal occupational injuries and illnesses involving days away from work resulting from intentional injury by another person in the private healthcare and social assistance industry was 10.4 per 10,000 full-time workers, compared to the all-worker incidence rate of 2.1.”
Stressors are made worse when systemic issues are factored in, creating a combination that stands in the way of timely interventions. The creation of secure and effective policies to combat these conditions often falls by the wayside, resulting in the increased chances of escalating violent situations.
The role of HIPAA compliant email as a reporting mechanism
Unlike verbal or written submission reports email creates an easily accessible written record that maintains accountability. The use of HIPAA compliant email systems like Paubox allows for the secure inclusion of attachments.
Attachments like images, videos, and other documentation of the incident, evidence can be added to reports. They can then be directed to specific individuals or departments responsible for handling workplace violence reports. Through the creation of structured yet accessible ways to report workplace violence, the chances of reporting and mitigating it increase.
Integrating systems into existing workplace safety protocols
Incident reporting systems
- Establish dedicated email addresses for employees to report workplace violence or safety concerns.
- Distribute templates via email that employees can fill out to ensure reports are consistent and easy to process.
Communication of safety policies
- Send periodic emails containing updates about workplace safety policies can be sent to staff.
- Email can also be used to invite employees to safety training sessions.
Emergency alerts and notifications
- Email can be used to broadcast safety alerts during emergencies like lockdowns and evacuation notices to disseminate information.
- Multi-channel communication is made possible by integrating with other communication tools like SMS and public address systems.
Anonymous reporting options
- The use of dedicated email accounts where staff have access to the login details allows for anonymous reporting to reduce the fear of identification.
FAQs
Are the images or videos used as evidence in cases of workplace violence reporting considered PHI?
Images and videos are considered protected health information (PHI) if they include identifiable information about a patient and are created, received, or maintained by a covered entity.
What are the challenges with using multichannel reporting tools?
Challenges with the use of multichannel reporting only arise when they lack security. The use of unsecured means like text messaging to communicate alongside secure email platforms poses a risk to patient data.
What is the SAVE Act and how does it protect healthcare workers?
The Safety from Violence Healthcare Employees Act is proposed legislation aimed at protecting healthcare workers from workplace violence.
Kirsten Peremore
