LHIMA Confidentiality Agreement

Purpose

The purpose of this policy is to establish guidelines for the release and maintenance of membership records generated by the Louisiana Health Information Association (LHIMA) Central Office.

Policy and Procedure

LHIMA will provide access to the membership roster to all board members. All board members will sign a confidentiality agreement which outlines the terms and conditions for releasing membership information.

All confidentiality agreements will be maintained by the CEO.

A membership roster of all LHIMA members will be distributed by the CEO  to each board member as needed to perform their assigned duties.

Under no circumstances are LHIMA board members allowed to release the membership information (addresses, emails, etc) to others. Refer all requests to the CEO.

Terms and Conditions

The Louisiana Health Information Management Association will provide membership records to LHIMA board members under the following conditions:

1. Individuals agree to maintain membership in the Louisiana Health Information Management for the duration of the access period.
2. LHIMA Board members agree to respect the privacy of LHIMA members and will not, under any circumstances, release telephone numbers or email addresses, etc. of their members.
3. LHIMA does not release its membership list for marketing or recruiting purposes (exception is that exhibitors do receive a mailing list of meeting attendees). If leadership chooses to release its mailing list, it must adhere to the following principles established by the American Health Information Association (AHIMA):
• List will only be released to promote HIM products, services or position openings.
• List will be released for one-time use only; with statement that unauthorized duplication is prohibited and violators will lose all future privileges to the list and may be prosecuted.
• The content of each mailing will be reviewed for appropriateness and approved by the President of LHIMA.
• LHIMA has a mechanism in place that will allow its members to “opt out” of receiving non-association mailings and will honor such requests.

Remedies:In the event that an individual breaches this agreement, LHIMA will immediately terminate access to the membership data and will be entitled to all legal remedies afforded it by law in addition to any and all other forms of relief. LHIMA may recover from said individual all reasonable costs and attorneys’ fees incurred in seeking such remedy.