Employees Policy

Praktice AI is committed to ensuring all workforce members actively address security and compliance in their roles at Praktice AI. As such, training is imperative to assuring an understanding of current best practices, the different types and sensitivities of data, and the sanctions associated with non-compliance.
19.1 Applicable Standards
19.1.1 Applicable Standards from the HITRUST Common Security Framework
02.e - Information Security Awareness, Education, and Training
06.e - Prevention of Misuse of Information Assets
07.c - Acceptable Use of Assets
09.j - Controls Against Malicious Code
01.y - Teleworking
19.1.2 Applicable Standards from the HIPAA Security Rule
164.308(a)(5)(i) - Security Awareness and Training
19.2 Employment Policies
All new workforce members, including contractors, are given training on security policies and procedures, including operations security, within 30 days of employment.
Records of training are kept for all workforce members.
Upon completion of training, workforce members complete and sign the training acknowledgement form.
Current Praktice AI training documents are available in Praktice AI’s Training folder shared on Google Drive.
Employees must complete this training before accessing production systems containing ePHI.
All workforce members are granted access to formal organizational policies, which include the sanction policy for security violations.
The Praktice AI Employee Handbook clearly states the responsibilities and acceptable behavior regarding information system usage, including rules for email, Internet, and social media usage.
Workforce members are required to sign an agreement stating that they have read and will abide by all terms outlined in the Praktice AI Employee Handbook, along with all policies and processes described in this document.
A Human Resources representative will provide the agreement to new employees during their onboarding process.
Praktice AI does not allow mobile devices to connect to any of its production networks.
All workforce members are educated about the approved set of tools to be installed on workstations.
All new workforce members are given HIPAA training within 30 days of beginning employment. Training includes HIPAA reporting requirements, including the ability to anonymously report security incidents, and the levels of compliance and obligations for Praktice AI and its Customers and Partners.
Current Praktice AI training documents are available in Praktice AI’s Training folder shared on Google Drive.
All remote (teleworking) workforce members are trained on the risks, the controls implemented, their responsibilities, and sanctions associated with violation of policies.
Employees may only use Praktice AI-vetted workstations for accessing production systems with access to ePHI data.
Any workstations used to access production systems must be configured as prescribed in §7.8.
Any workstations used to access production systems must have firewalls and virus protection software installed, configured, and enabled.
Praktice AI may monitor access and activities of all users on workstations and production systems in order to meet auditing policy requirements (§8).
Access to internal Praktice AI systems can be requested using the procedures outlined in §7.2. All requests for access must be granted by the Praktice AI Security Officer.
Request for modifications of access for any Praktice AI employee can be made using the procedures outlined in §7.2.
Praktice AI employees are strictly forbidden from downloading any ePHI to their workstations.
Restricting transfers of ePHI is enforced through technical controls as described in §7.13.
Employees found to be in violation of this policy will be subject to sanctions as described in §5.3.3.
Employees are required to cooperate with federal and state investigations.
Employees must not interfere with investigations through willful misrepresentation, omission of facts, or by the use of threats against any person.
Employees found to be in violation of this policy will be subject to sanctions as described in §5.3.3.
19.3 Issue Escalation
Praktice AI workforce members are to escalate issues using the procedures outlined in the Employee Handbook. Issues that are brought to the Escalation Team are assigned an owner. The membership of the Escalation Team is maintained by the Chief Executive Officer.
Security incidents, particularly those involving ePHI, are handled using the process described in §11.2. If the incident involves a breach of ePHI, the Security Officer will manage the incident using the process described in §12.2. Refer to §11.2 for a list of sample items that can trigger Praktice AI’s incident response procedures; if you are unsure whether the issue is a security incident, contact the Security Officer immediately.
It is the duty of that owner to follow the process outlined below:
Create an Issue in the JIRA Compliance Review Activity (CRA) Project.
The Issue is investigated, documented, and, when a conclusion or remediation is reached, it is moved to Review.
The Issue is reviewed by another member of the Escalation Team. If the Issue is rejected, it goes back for further evaluation and review.
If the Issue is approved, it is marked as Done, adding any pertinent notes required.
The workforce member that initiated the process is notified of the outcome via email.