Scope of this standard

This standard defines the Designated Record Set (DRS) used by Texas State University Health Care Components (HCCs). The contents of this standard are additive overlays that incorporate, detail, and extend requirements set by Texas State’s University Policy and Procedure Statements.

This standard applies to all Texas State University HCCs.

Expand FAQ List

    1. Terms used in this standard have the meaning ascribed in the Information Security Glossary (see https://infosecurity.txst.edu/work/information-security-glossary.html) and UPPS 01.04.34, HIPAA Program Policy unless otherwise clarified in this section.
    2. Record: For purpose of this Standard, the term record means any item, collection, or grouping of information that includes PHI and is created, maintained, collected, used, or disseminated by or for a covered entity. 

  • The following are not considered part of the TXST DRS:  

    1. Health information generated, collected, or maintained for purposes that do not include decision making about the individual.  
    2. Information compiled in reasonable anticipation of or for use in civil, criminal, or administrative action or proceeding.  
    3. Employer records  
    4. Business associate records that meet the definition of designated record set, but that merely duplicate information maintained by the covered entity
    5. Source data interpreted or summarized in the individual’s medical record
    6. Health information in Education Records

     

  • The following records are part of the Designated Record Set.

    1. Patient Medical Records  
    2. Financial or Billing Records  
    3. Insurance information
    4. Other records used to make decisions about individuals such as:  
      1. Raw test data from psychological tests, questionnaires  
      2. Authorizations  
      3. E-mail communications  
      4. Photographs  
    5. Data sourced from testing equipment such as:
      1. Electrocardiogram tracings  
      2. Spirometry readings  
    6. Health information specifically created or maintained by a Business Associate (BA) when acting on behalf of TXST as specified in the BA contract.
      1. Duplicative information that is also maintained by TXST is not included.

  • Access to the DRS may be denied. Patients do not have access to records if they are being compiled for a civil, criminal, or administrative action.

    UPPS 01.04.34 §06.03 provides information on patients’ right to request access to their DRS. 

  • An individual’s request for amendment may be denied if it is determined the PHI or record that is the subject of the request:  

    1. was not created by the HCC, unless the individual provides a reasonable basis to believe that the originator of protected health information is no longer available to act on the requested amendment;
    2. is not part of the designated record set; or
    3. Is accurate and complete.

    UPPS 01.04.34 §06.03 provides information on patients’ right to request an amendment.