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Military Health System

HIPAA and Privacy Act Training

The Health Insurance Portability and Accountability Act (HIPAA) and Privacy Act training is required of all DHA civilian, military, and contractor personnel.

Military classroom training session

The DHA Privacy and Civil Liberties Office (PCLO) is responsible for the development and availability of a merged course that offers specialized training unique to the Military Health System (MHS). These efforts are enhanced by promoting a culture of compliance through awareness, education, and outreach activities, including orientation sessions, annual seminars, and in-person training events.

The mandatory HIPAA and Privacy Act training course must be completed within 30 days of on-boarding and annually, thereafter. The course is accessible via Joint Knowledge Online (JKO).

JKO is a learning platform recently designated as the Enterprise Learning Management System (LMS), where other LMSs in use across the MHS were retired and transitioned to. JKO offers various training courses, including the mandatory HIPAA and Privacy Act training. Please refer to the JKO Instructions on accessing JKO.

New Workforce Members must self-register. Please note that a Common Access Card (CAC) is not required. Requests for assistance should be directed to the DHA Global Service Center:

Protected Health Information Management Tool (PHIMT)

The PHIMT is a web-based application that assists in complying with the HIPAA Privacy Disclosure Accounting requirement. The training presentations below outline the functionality and responsibilities for each user role within the tool. If you do not currently have access to the PHIMT, please send an email message.

PHIMT User Description

There are three user roles in PHIMT. Each user has a single role associated with their user account. Each of the roles provides permissions to a set of screens or functions. There are a total of 106 permissions in PHIMT as defined in the Permissions screen under the Administrator menu.

User Role (53 Permissions)

This is the role maintained by most users in PHIMT. This role allows a user to perform the basic operations in PHIMT including but not limited to patient management and entry/update of PHIMT’s patient record types: releases, accountings, complaints, restrictions, authorizations, suspensions, etc. The User role also provides a simple set of reports for the user that can help them to monitor productivity and record entry.

Supervisor Role (57 Permissions)

This role is maintained by PHIMT users that perform operational supervision over several users and/or organizations. A Supervisor is typically a user that oversees a service (e.g., Army), a region (e.g., US Army Central Region), a Direct Reporting Market (e.g., San Diego), or more than one organization (e.g., multiple bases, MTFs, clinics, etc.) in PHIMT. The Supervisor role contains all the permissions maintained by the User role plus 4 others that are linked to organizational and user reports.

Administrator Role (106 Permissions)

This role is maintained by PHIMT users that perform user support, system support, system configuration, and system reporting operations in PHIMT. This role is only maintained by a very limited set of users. The Administrator role contains all the permissions maintained by the User and Supervisor roles plus 49 others that are linked to user support, system support, system configuration, and system reporting operations in PHIMT.

PHIMT User Manual

PHIMT Help

For assistance with PHIMT, please contact the Help Desk:

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PHIMT Fact Sheet

Fact Sheet
8/22/2022

The Protected Health Information Management Tool (PHIMT), is the primary tool used by Military Health System (MHS) facilities for all release of information processing, management and compliance. The tool also serves many other critical features that are required by law including all major Health Insurance Portability and Accountability Act (HIPAA) Privacy provisions and requirements.

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DOD Instruction 6025.18: Health Insurance Portability and Accountability Act (HIPAA) Privacy Rule Compliance in DOD Health Care Programs

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This issuance, in accordance with the authority in DOD Directive 5124.02, establishes policy and assigns responsibilities for DOD compliance with federal law governing health information privacy and breach of privacy; integrating health information privacy and breach compliance with general information privacy and security requirements in accordance with federal law and DOD issuances; health information technology, system interoperability, and exchange of electronic health information, in relation to federal law governing health information privacy and breach; and DOD contracting and procurement activities in relation to federal law governing health information privacy and breach.

PHIMT User Manual

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11/17/2017

This user manual will help explain the functionality and responsibilities for each user role within the Protected Health Information Management Tool (PHIMT), which is a Web-based application that assists in complying with the Health Insurance Portability and Accountability Act (HIPAA) Privacy Disclosure Accounting requirement.

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This user manual will help explain the functionality and responsibilities for each user role within the Protected Health Information Management Tool (PHIMT), which is a Web-based application that assists in complying with the Health Insurance Portability and Accountability Act (HIPAA) Privacy Disclosure Accounting requirement.

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This user manual will help explain the functionality and responsibilities for each user role within the Protected Health Information Management Tool (PHIMT), which is a Web-based application that assists in complying with the Health Insurance Portability and Accountability Act (HIPAA) Privacy Disclosure Accounting requirement.

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This training presentation will help explain the functionality and responsibilities for each user role within the Protected Health Information Management Tool (PHIMT), which is a Web-based application that assists in complying with the Health Insurance Portability and Accountability Act (HIPAA) Privacy Disclosure Accounting requirement.

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This training presentation will help explain the functionality and responsibilities for each user role within the Protected Health Information Management Tool (PHIMT), which is a Web-based application that assists in complying with the Health Insurance Portability and Accountability Act (HIPAA) Privacy Disclosure Accounting requirement.

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Examples of PII

Fact Sheet
5/1/2014

Personally identifiable information (PII) is information that identifies, links, relates, or is unique to, or describes you. This also includes information which can be used to distinguish or trace your identity and any other personal information which is linked or linkable to you.

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Privacy Act at DHA | Privacy Impact Assessments | HIPAA Compliance within the MHS | How HIPAA Protects You | Breach Prevention and Response | Freedom of Information Act | Privacy Contract Language | Research Protections | HIPAA and Privacy Act Training

Workforce Training Policy Pursuant to the Department of Defense Privacy Act Regulations and the Department of Defense Health Insurance Portability and Accountability Act Privacy and Security Regulations

Policy

This Memorandum establishes policy for the training of TRICARE Management Activity (TMA) workforce members in accordance with Department of Defense (DoD) 5400.11-R, “Department of Defense Privacy Program,” DoD 6025.18-R, “DoD Health Information Privacy Regulation,” and DoD 8580.02-R “DoD Health Information Security Regulation.”

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Last Updated: October 21, 2022
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