Next-Era Home Health Care and Enhanced HIPAA Compliance

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1 Next-Era Home Health Care and Enhanced HIPAA Compliance EMPOWERED BY MOBILE DOCUMENT MANAGEMENT AND DIGITAL PEN FORMS CAPTURE TECHNOLOGIES

2 Agenda Purpose and Background Cultural Objectives ( Key Drivers ) Project Objectives Technologies Benefits and Results Compliance and Security Q&A

3 Today s Speakers Michael Radice Chairman of ChartaCloud Technologies Advisory Board Cheryl Rumley, RN Owner of APEX Healthcare Services

4 Purpose Provide insight on advancing home health care s technology, performance, and benefits as illustrated by the APEX Health Care Services, Inc. ( APEX ) experience Describe the technologies being utilized by APEX to: Improve operational performance Reduce costs Enhance compliance Report on the benefits achieved

5 Industry Background For every one hour of home care there is now 48 minutes of paperwork Home care workers drive more miles than UPS drivers worldwide every year Paper is less secure than digital records Breached health information is 10x more valuable than stolen credit card information U.S. Bureau of Labor Statistics predicts a 48% increase in the demand for home care aides between 2012 and 2022

6 Industry Complexity Paper records are everywhere Electronic tsunami of information HIPAA regulations Shortage of skilled IT professionals Need to remain profitable and competitive NAHC forecasts that 75% of operators will be or will be approaching unprofitability by 2017 Shortage of Nurses Aging Population Patient demand for consolidated health care history and records will significantly increase

7 Recent Events A dermatology practice in Massachusetts recently settled a $150,000 HIPAA penalty after an unencrypted thumb drive was stolen from a vehicle that was owned by one of its employees Parkview Health System fined $800,000 after 71 cardboard boxes of medical records were left unattended outside at a retiring physicians home 60% of reported HIPAA violations are the result of lost or stolen devices The Office of Civil Rights Reporting expects to receive 17,000 health care related complaints this year

8 Case Study: Key Drivers for APEX Be Green Be in Compliance HIPAA Be Mobile Ensure Administrative Controls over Staff Access and Continuity Secure All Records Post Business Exit

9 Case Study: HIPAA Drivers Physical Safeguards State of the Art Physical Security and Protection from Data Center Technical Safeguards Access to Information Data Encryption Audit Trails and Data Integrity Administrative Safeguards Data Backup Emergency Operation and Disaster Recovery

10 Project Objectives Make it more efficient to digitize paper records vs physical filing methods Improve information retrieval and anytime, anywhere mobile access Optical Character Recognition (OCR) Establish a method for secure information backup in case of natural disaster, theft, etc. Create an environment that requires password-protected, permission control access to documents Third-party secure sharing Enhance information capture methods with digital pens and mobile photo and PageLift upload Eliminate expense of carbon copy forms

11 The Technologies Cloud-based digital document capture, storage, and management system Multifunction capture, routing, and analog fax, printer, copier, and scanner Digital Pen and Smart Paper Forms Smartphone Mobile Records Access

12 The Solution Ecology Capture & Digitize Paper Records Transmit Client Admissions and HR On-Boarding with Digital Pen Get Anytime, Anywhere Secure Access

13 Digital Document Management Capture Scan to Folder Drag and Drop PC Sync Mobile Intuitive Easy to Use Document Search Folder Notifications Versioning

14 System Ecology

15 System Security System Vulnerability Scanning Security Monitoring and Management User Files are Encrypted at-rest and in-transit with 256-bit AES Encryption SSAE16/SOC2 Compliance for Data Center Hosting Infrastructure SAML2 Authentication Tokens Data Redundancy in Multiple Locations 24/7 protection, access control, biometrics, dedicated cages and video monitoring, redundant power sources, real-time monitoring and backup Password Protection Audit Trails

16 Unified User Experience MFPs PC/Laptop Mobile Phones / Tablets

17 Multifunction Flow-Enabled Printer One-click capture to correct folder 1. Authenticate at the device 2. Quickly Scan to Uploads 3. Locate Folder to Scan 4. Use full-size keyboard to name document Digital Fax Secure Pull-Printing HP FutureSmart HP PageWide

18 Digital Pen and Smart Paper Forms Smart Paper and Digital Pens Handwriting to Digital in Real Time Mobile Secure No Training No Scanning No Waiting

19 Digital Pens for Home Health Care Front-end Compliance Instant Conversion to Digital Instant Access Via Secure Via Secure Portal AES 256 Bit Encryption Upload via Mobile Device Transmission Successful Minimal disruption EVV GPS Patient/Client Homes Central Office

20 Benefits Automatic Store in HP Flow CM Avoid potential data breach 60% of data breaches caused by lost or stolen laptop Accelerate Processing Minimal Training No Workflow Disruption Use Tried and True Business Forms Reduce Expense Pen for Aide, or Pen in Patient Home

21 Mobile Document Access Password Protected Anytime, Anywhere Mobile Upload Mobile Printing

22

23 Project Benefits ROI Factors Paper Storage Costs Physical Real-Estate Use of Paper Costs Staff Time Enhancement Remote Records Access Business Partner Efficiencies Staff Cohesiveness Digital Back-Up and Records Consolidation

24 Keys to Success Plan your desired folder structure Start with now and the future Customizable to mirror existing practices Plan your access structure Permission controls for individuals and groups What areas will you incorporate? Business operations: contracts, invoices HR and employee documents Patient records Back file as time permits Clearly explain objectives to staff How will this make their life easier? Save time vs. manual filing Easier to retrieve documents Explain mobile app Security Password protocols and reminders

25 Top 10 Compliance Actions 1. Each computer strong password protected 2. Password changes every 90 days 3. In-office LAN password change every 90 days 4. Records: in-transit encryption 5. Records: at-rest encryption 6. Access tracked and audited 7. Each access requires strong password log in 1. Do not allow browsers to auto-store passwords 8. Unattended computers on time out settings 9. Mobile access limited to one device, MDM 10. Digital pen retains only x,y keystrokes

26 Provide technology enabled end-to-end solutions for businesses that seek to improve the capture, control, connectivity, and collaboration of business critical documents, forms and data Our mission: Bridge the Paper and Digital Worlds and help businesses overcome the challenges of people, process, paper, and security inherent in document-driven business processes Provide unified cloud-based solutions for mobile business process management Offer a sole source for expert guidance, deployment planning and management, equipment procurement, end user training and on-going support Specialize in foundational IT solutions for Health Care

27 For more than 15 years, Apex Healthcare has provided quality in-home care to patients and families in Western Massachusetts Apex Healthcare Services Inc. has won the 2003 Governor s Commission Exemplary Employer Award, the 2003 Massachusetts Rehabilitation Commission Vendor of the Year Award, and the 2003 Springfield Chamber of Commerce Super 60 Award

28 Thank you! Q&A

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