Healthcare providers rely on screening tools like the T-ACE to identify alcohol dependency in pregnant women and intervene when needed. Since the T-ACE is a standardized assessment tool, providers must use HIPAA compliant forms to store and share the results securely.
What is the T-ACE?
The New York Office of Addiction Services and Supports describes it as “A four-item questionnaire developed to assess alcohol use in pregnant persons. It provides obstetricians and gynecologists with a brief and useful way to identify patients at risk for drinking amounts which may be dangerous to the fetus.”
The T-ACE screening tool evaluates four areas of drinking behavior using the following questions:
- Tolerance: "How many drinks does it take to make you feel high?"
- Annoyed: "Have people annoyed you by criticizing your drinking?"
- Cut down: "Have you ever felt you ought to cut down on your drinking?"
- Eye-opener: "Have you ever had a drink first thing in the morning to steady your nerves or get rid of a hangover?"
Scores of 2 or higher suggest potential alcohol dependency and the need for further assessment or intervention.
Ultimately, the T-ACE helps pregnant individuals reduce the risk of fetal alcohol spectrum disorders (FASD) and other complications.
Should T-ACE screening be HIPAA compliant?
Since T-ACE is a standardized screening tool, it technically doesn’t have to be HIPAA compliant. However, the information it collects qualifies as protected health information (PHI) under HIPAA.
Providers must securely store and share these responses to avoid legal consequences.
For example, a response of "more than two drinks" to the tolerance question would prompt the provider to intervene. If this data were mishandled, it could expose patients to stigma or discrimination. HIPAA compliant forms, however, safeguard PHI and reduce the risk of accidental exposure.
How to create HIPAA compliant T-ACE forms
Choose a secure platform
Providers must use a HIPAA compliant solution, like Paubox Forms, which uses advanced encryption, secure data storage, and multi-factor authentication to safeguard PHI. The solution also signs a business associate agreement (BAA) acknowledging their role in safeguarding patients’ PHI.
Obtain informed consent
Before administering the T-ACE, patients should be informed about how their data will be collected, used, and stored securely. The consent form could state:
"Your responses will remain confidential and securely stored to comply with federal privacy regulations."
Use role-based access controls
Healthcare organizations should only grant authorized personnel access to T-ACE results. For example, an obstetrician might need access to a patient’s screening responses, while non-clinical administrative staff would not. These access controls should also be checked regularly to uphold compliance.
Benefits of using HIPAA compliant T-ACE forms
Preventing legal penalties
HIPAA compliant forms protect providers from potential fines for data breaches and non-compliance. It secures sensitive responses, helping providers uphold legal and ethical standards.
Standardized recordkeeping
HIPAA compliant solutions, like Paubox, offer customizable templates that help providers streamline data collection and storage. Moreover, it is a scalable solution that allows larger healthcare organizations managing multiple clinics to standardize data collection across their organization.
Improved risk management
Using HIPAA compliant forms also helps providers maintain thorough documentation of screening processes, especially in cases of legal disputes, audits, or malpractice claims.
If a patient later experiences alcohol-related complications, the HIPAA compliant form would show that the provider administered the T-ACE and offered appropriate guidance, maintaining standard care practices.
Go deeper: How to perform a risk assessment
FAQs
Who must comply with HIPAA regulations?
Covered entities like healthcare providers, health plans, and healthcare clearinghouses must comply with HIPAA regulations. Additionally, business associates handling protected health information (PHI) on behalf of covered entities must also comply with HIPAA.
Do HIPAA compliant forms require special training to use?
No, covered entities can use a HIPAA compliant platform, like Paubox, which offers user-friendly interfaces and intuitive design elements that make it easy to navigate and complete the forms.
How often should HIPAA compliant forms be audited?
Providers should conduct regular HIPAA compliance audits at least once a year. Regular audits help ensure non-compliance issues are promptly identified and addressed, reducing the risk of data breaches and penalties.
Go deeper: How to conduct a HIPAA compliance audit
