High Performance Health Systems: The Benefits of Centralization

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Dwain Griffith
8 years ago
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1 High Performance Health Systems: The Benefits of Centralization

2 Centralized Release of Information High performance, multi-facility health systems that standardize processes and spread best practices related to processes that directly impact and improve clinical quality measures and patient satisfaction across the organization. With an increase in penalties and fines for breaches of health information, the health information management (HIM) departments in your facilities and managed medical groups are evaluating processes and putting additional safeguards in place to protect the privacy and confidentiality of patient medical records. Records must remain secure within the confines of the facility, but also when they are transferred to requesting entities. Standardization or even centralization of release of information processes in your hospitals and physician or group practices can help protect your organization. CENTRALIZATION BENEFITS Increase security and compliance by: Implementing or changing policies and procedures related to release of information quickly and efficiently via our localized field management team Improving time management as you deal with one vendor across multiple facilities Improving patient satisfaction as facility staff focuses on what matters most, optimal patient care Gaining access to one centralized HIPAA log for all disclosures of PHI

With an increase in penalties and fines for breaches of health information, the health information management (HIM) departments in your facilities and managed medical groups are evaluating processes

3 Having one release of information vendor throughout our system has created standardized processes within our practices and hospitals. We reduced our risk of breaches and improper disclosure of information. Cindy Phelps, RHIA Director, HIM and Transcription Services Carilion Clinic With Centralized Release of Information (ROI) from HealthPort, digitized and encrypted records are transmitted from the central HIM department to our state-of-the-art ROI processing center for fulfillment. Records can be delivered electronically to our secure ROI website portal or via US mail, through our hands-free automated fulfillment technology. Our proven release of information process ensures your PHI is secure from the time the record is requested through to delivery.

Cindy Phelps, RHIA Director, HIM and Transcription Services Carilion Clinic With Centralized Release of Information (ROI) from HealthPort, digitized and encrypted records are transmitted

4 healthport advantage Our unique capabilities allow us to adapt to meet your specific needs and are carried out through our associates, quality management, technology and service and support structure. Regular system updates and enhancements for adherence to third party security standards (ex. SSAE 16 SOC1) Penetration testing for system and network security Ongoing staff training and continuing education to ensure thorough understanding of industry standards and our responsibility in ensuring customers compliance Triage of requests based on type (audit, Meaningful Use) to ensure deadlines are met.

SSAE 16 SOC1) Penetration testing for system and network security Ongoing staff training and continuing education to ensure thorough understanding of

5 compliance expertise Utilizing proven and efficient HealthPort ROI services and technology for exchanging protected health information (PHI) can bring your hospital or physician practice peace of mind that compliance goals are met across the board. Since its inception in 2003, HIPAA has remained relatively unchanged; however, with the passing of the American Recovery and Reinvestment Act of 2009 (ARRA), the screws have been tightened and the repercussions of violations increased. Reputational and financial harm can ensue if HIPAA regulations are violated. These significant risks elevate the management and protection of medical records from an important administrative function to a financial risk factor. Here are the key changes to HIPAA under ARRA affecting hospitals and practices 1 : Accounting of Disclosures Direct Liability for Business Associates Encryption of Protected Health Information Privacy Rule and Sale of Protected Health Information State Attorneys General Allowed to Sue on Patients Behalf Breach Processing Additional compliance issues are always arising, as evidenced by recent Meaningful Use requirements for EHR usage and the increasing prevalence of audits from various entities. 2 For these requirements in particular, timeliness of response to record requests is key to maintaining compliance to avoid penalties and take-backs. HealthPort s ROI application esmartlog* is meaningful use-certified to help assist you with seeking out Meaningful Use financial incentives.

Since its inception in 2003, HIPAA has remained relatively unchanged; however, with the passing of the American Recovery and Reinvestment Act of 2009 (ARRA), the screws have been tightened and the

6 UNPARALLELED SERVICE Scalable staffing and flexible options to meet your changing needs 250 experienced management personnel deployed nationwide to ensure local coverage Over 4,300 HIPAA-trained ROI experts Localized service network for rapid deployment and continual coverage In-house legal and compliance team advocating for you in governmental arenas Rapid turnaround of record requests Quality Management Program We are committed to excellence in our service to our customers, and our efforts are monitored on a continuous basis through our Total Quality Management program. The program consists of Quality Improvement, Quality Review and Quality Assurance components. These programs allow our management team to objectively review our delivery of service procedures designed to ensure patient confidentiality and data integrity, evaluate associate performance, identify continuing education needs and potential service issues.

Management Program We are committed to excellence in our service to our customers, and our efforts are monitored on a continuous basis through our Total Quality Management program.

7 ADVANCED TECHNOLOGY Encryption technology to protect health information during transfer Capacity to handle large and ever-increasing volumes of requests; currently processing more than 80,000 per day and 60% of those requests electronically Comprehensive edisclose logging tool for accurate reporting of all disclosures systemwide Real-time request status for superior customer service interactions Integrated audit management and tracking technology Seamless integration with most electronic health records Centralized distribution, customer service, billing and collections functions relieve your staff of the packaging, shipping and financial responsibilities related to processing and fulfilling medical record requests.

superior customer service interactions Integrated audit management and tracking technology Seamless integration with most electronic health records Centralized distribution,

8 HealthPort Service Levels and Offerings: Customizable to Fit Your Needs We can adapt to the changing needs of your organization. Our team can work with you to determine the level of service that is most beneficial. We offer services for facilities with electronic health records (EHR), paper charts, and those with a hybrid environment. ROI SOLUTIONS On-site ROI HealthPort staff manages the release of information process at the facility and provides a full service solution that can include customer service, request processing, fulfillment, invoicing and collections. In addition, on-site ROI also includes a basic option that offers document capture at the facility, request processing and invoicing and collections. ROI Partner Your staff provides customer service to requesters when receiving the request and utilizes our technology to digitally capture the authorized information. We fulfill and distribute the request and invoice for the service from our centralized ROI processing center. The HealthPort ROI Partner service level also offers revenue-sharing opportunity. Remote ROI A dedicated HealthPort staff member with read-only access checks your EHR request queue remotely multiple times each day (or responds to fax requests) from our centralized ROI processing center in Alpharetta, Georgia, and begins the release of information process without delay. ROI for the Business Office HealthPort staff manages the request and fulfillment of records allowing your staff to focus on claims submission.

We offer services for facilities with electronic health records (EHR), paper charts, and those with a hybrid environment.

10 Integrate your Release of Information and Audit Managment Processes As more and more audits are conducted from various entities, the number of record requests a typical HIM department or medical group receives may increase significantly. You must ensure that the additional volume does not affect the timeliness, compliance and quality of your process. HealthPort AudaPro Our award winning audit management and tracking technology, HealthPort AudaPro, is integrated with our release of information services and eases the medical record request process related to audits such as RAC and many others. Audit related requests are triaged and managed within specified deadlines. online resources Visit to download product information, case studies and white papers, register for our blogs, view customer testimonials, and schedule a product demonstration.

HealthPort AudaPro Our award winning audit management and tracking technology, HealthPort AudaPro, is integrated with our release of information services and eases the medical record request process

REGULATORY CHANGES DEMAND AN ENTERPRISE-WIDE APPROACH TO DISCLOSURE MANAGEMENT OF PHI

REGULATORY CHANGES DEMAND AN ENTERPRISE-WIDE APPROACH TO DISCLOSURE MANAGEMENT OF PHI Healthcare Organizations Can Adopt Enterprise-Wide Disclosure Management Systems To Standardize Disclosure Processes,