Respectful Filming Practices
Escort film crews to ensure minimal disruption and handle participant concerns during the shoot. Always prioritize the tasks and responsibilities of the staff at the filming location.
Notify key stakeholders in advance of filming, especially in clinical settings. This might include:
- Physicians, nurse managers, anesthesiology (if filming a surgery), administrative managers and site security.
- Leadership (e.g., CEO, CNO, department chairs) for awareness.
- Consider signage in public or clinical spaces when filming to inform others nearby about the activity.
Working with Vendors
Collaborations with photography, video, and audio vendors require clear agreements and adherence to UW Medicine’s privacy and compliance requirements.
Vendor Contracts and Ownership
- UW Medicine must own all footage captured during the shoot, including outtakes and B-roll. Vendors do not have rights to use or repurpose footage unless explicitly allowed in writing.
- Ensure all vendor agreements include a Business Associate Agreement (BAA) if they will handle PHI (personal health information).
Educate Vendors on Privacy
- Vendors must understand the importance of protecting PHI. If PHI is accidentally captured, the content must not be used.
- Patient faces cannot be blurred as a solution. Footage featuring a patient without proper consent cannot be used unless the presence is de minimis (minor/incidental). When in doubt, consult legal or compliance.
Collaboration and Compliance
Escort vendors during filming to ensure compliance and coordination, especially in clinical settings.
Clarify expectations for the shoot, including any restrictions on footage use.