24.8 Remote Work Procedure
GYANT is committed to ensuring that all workforce members actively address security and compliance requirements in all locations where work is performed. As such, the following guidelines must be adhered to in order to maintain safety and security, productivity, reliability, and accountability.
PHYSICAL SPACE (Home Office or Co-working Space)
The workspace should be private
The workspace must provide a high-speed internet connection with an enabled firewall
Use a locked file cabinet or drawer for paper records
All electronic devices should be encrypted and only for a single user, e.g., computer, thumb and backup drives, mobile devices, like tablets and cell phones
Staff should be connected to the main work location via a secure Virtual Private Network (VPN)
Encrypt emails and text messages
Use a crosscut shredder to dispose of paper PHI
Sanitize electronic devices before disposal
PHYSICAL SPACE (Other)
Never use public wi-fi
Use only encrypted electronic devices
Never leave devices unattended
Keep encryption key safely separate from encrypted device
Stay connected to the main work location via a secure Virtual Private Network (VPN)
Take care to prevent being overheard
Manage paper – keep your eyes and hands on it
Use a locked document case
Bring paper home to shred
PERFORMANCE
GYANT employees are expected to perform essentially the same work that they would in the central workplace in accordance with their same performance expectations and other agreed-upon terms.
An employee’s classification, compensation, and benefits will not change when working remotely.
COMPLIANCE
GYANT employees must agree to comply with all rules, policies, and procedures as outlined in the GYANT Compliance Policy and understand that any violation may result in disciplinary action, up to and including termination, as well as potential civil, criminal, and financial penalties.