The State of Security in Today s Hospital
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1 The State of Security in Today s Hospital HCCA Annual Compliance Institute Pre-Conference Session P13 Florentine III/IV 2:00-5:00pm Sunday, April 26th, Agenda Introduction to AHA and AHA Solutions Operational Alignment of Compliance and IT Panel Discussion Healthcare Compliance Scenarios Q&A and Wrap-up 2 2 1
2 Presenters Brad Hunter, Director, and Moderator AHA Solutions, Inc. Stefan Keller, President Certiphi Endorsed for Background Investigation & Drug Testing Services Sean Tippett, Product Manager Cisco IronPort Endorsed for Secure Messaging Joseph Zebrowitz, MD, Executive Vice President Executive Health Resources (EHR) Endorsed for Clinical Revenue Cycle Management 3 3 AHA Solutions, Inc. Overview 4 2
3 Principle Areas of Focus AHA has 100+ year history 5,000 member hospitals, health care systems, networks, other providers of care 38,000 individual members 5 About AHA Solutions AHA Solutions, Inc. is a resource to hospitals pursuing operational excellence. As an American Hospital Association (AHA) member service, AHA Solutions collaborates with hospital leaders and market consultants to conduct product due diligence and identify solutions to hospital challenges in the areas of finance, human resources, patient flow and technology. AHA Solutions provides related marketplace analytics and education to support product decision-making. As a subsidiary of the AHA, the organization convenes people with like interests for knowledge sharing centered on timely information and research. AHA Solutions is proud to reinvest its profits in the AHA mission: creating healthier communities
4 Solutions to Enable Growth & Improve Governance Board of Directors Corporate Governance and Due Diligence Business Drivers Right Sizing & Growth Mergers, Acquisitions, and Divestiture Support Activities Intellectual Property & NPI Protection Client Information, Partner Connections, and Joint Development Collaboration Compliance Cost Reduction Preparation & Remediation 7 7 Healthcare Industry Expert Panel Compliance Scenarios Stefan Keller, President, Certiphi Sean Tippett, Product Manager, Cisco IronPort Joseph Zebrowitz, MD, Executive Vice President, EHR 8 4
5 Compliance Scenario 1 A hospital has a billing clerk from a temporary staffing agency working in their accounting department. The clerk is taking the personal information of critically ill patients and ing it to a relative who uses the information to open credit cards in the patients names. The clerk is eventually caught and it is learned their name is on the OIG excluded parties list from a previous billing scam. 9 Compliance Scenario 1 - Recommendations Know what your contract staffing companies and temporary firms are doing in terms of screening. Specific background searches such as OIG exclusions and federal criminal records (for Medicare/Medicaid fraud) are not standard outside of healthcare Assess what data is available to what groups. Adjust access controls on a need-to-know basis. Monitor or restrict communications to detect potential abuses Be aware of data breach laws and have a response plan in place 10 5
6 Compliance Scenario 2 You review your PEPPER report and find you are in the 90th percentile for 1- day stays and Chest Pain, but in the 20th percentile for Congestive Heart Failure. You audit observation admissions and 1-day stays and find significant errors in each (observation that should be inpatient, inpatient that should be observation) The next day, your CFO invites you to a meeting to help establish a reserve for the RAC program. What do you do? 11 Compliance Scenario 2 - Recommendations Problem: Your Admission Review Process is Broken Solution: Implement process as per CFR (e) Case Management applies strict admission criteria to 100% of medical cases placed in a hospital bed and documents this review in an auditable format ALL cases that do not pass criteria (regardless of admission order status) are referred to a Physician Advisor who is an expert in CMS rules and regulations and clinical standards of care (Easily adopts variations of ACMP) Physician Advisor reviews case, speaks with admitting physician when needed, renders final decision based upon UR Standards and documents decision in auditable format on chart or in UR documentation Attending physician changes order as appropriate Must run 7 days a week/365 days a year 12 6
7 Compliance Scenario 3 A lot more organizations under HIPAA or HIPAA-like Legislation Requirements now Nevada Hospital sends employee-specific information to Benefits Company Examples HITECH is a HIPAA-boost and requires a lot more companies to comply to HIPAA New State Privacy Laws have HIPAA-like requirements Nevada, Massachusetts, New York, Connecticut 13 Compliance Scenario 3 - Recommendations Scan outgoing for different personal identifiers SSN, Credit Card Numbers (automated methods exists e.g. DLP) Look to see if violations are from business-process gaps or education gaps Business-acceptable reasons to partners establish business to business encryption links Talk to IT and see what your options are Automatic encryption to your trusted business partners is a lot easier on the users and reduces corporate risk Reach out to other organizations with respect to compliance Be a source of compliance best-practices Learn how others are attacking the problems 14 7
8 Compliance Scenario 4 In hiring employees, a hospital verifies the employment and education information listed on the employment application, but does not keep records of how, when or by whom the verification was conducted. An audit determines that the hospital is not in compliance with the Joint Commission Standard HR.1.20, which says hospitals must verify and document that the applicant has the education and experience required by the job responsibilities. 15 Compliance Scenario 4 - Recommendations To comply with the Joint Commission standard, hospitals should verify an applicant s education, employment and professional licensure When conducting that verification by phone, write and file when the call was placed, to whom the hospital s HR representative spoke, the information given by the source and, if applicable, the applicant s license number and expiration date When conducting verification via the Internet, print out the information found online and ensure it is time and date stamped. File the printed documentation 16 8
9 Compliance Scenario 5 As part of the CERT program, your MAC denies 24 elective Inpatient PCI s. You review the process of assignment of status and find some doctors make all PCI inpatient, some make all outpatient. You know that the RAC s are also auditing Cardiac Procedures. You get a letter from the DOJ requesting 100 Kyphoplasty Admissions for audit. Is this the same issue? How did this happen what do you do? 17 Compliance Scenario 5 - Recommendations IP/OP Procedural setting is RAC and DOJ target Use IP only list but recognize its limitations Buy or Build evidence based content to allow for risk stratification of high risk targets Begin Concurrent UR process for Cardiac Procedures, Kyphoplasty going forward Determine from a data analysis is this an error or something more? Determine whether a repayment strategy or self disclosure is appropriate Audit charts using trained Physician Advisors (who understand both clinical and regulatory guidance pertaining to these procedures) Use audits to set reserves, make paybacks, extrapolate etc. Ironically, a proactive process and cooperation with the MAC may save you a lot of headaches down the road 18 9
10 Compliance Scenario 6 A physician asks a physician s assistant to send some of her patients EMRs to her home so she can complete her work at home or at her clinic. The part time nurse complies and sends the PHI-laden information via Compliance Scenario 6 - Recommendations Self Policing with Little Technology If a user sends an with attachments to a web mail account (yahoo, gmail, etc.) have an auto-filter send a reminder to the sender about HIPAA compliance Advanced Policing with Policy-Based Scans Use a Data Loss Solution to scan for PHI lexicons Quarantine Violations Active Compliance Incident investigation 20 10
11 Compliance Scenario 7 A patient, who lost their job and insurance this past year, comes into a hospital using a family members insurance card and registers under that family member s name. The patient is treated as though they are the family member and the information is entered into the EMR of the family member. 21 Compliance Scenario 7 - Recommendations The floor is open for discussion! 22 11
12 Interesting General Sessions Running Successful Hospital Exercises: Planning, Execution, and Assessment Tuesday April 28, 11:00am-12:00pm; Session 512; Capri Room Mitch Saruwatari, VP Quality and Compliance, LiveProcess; Michael Bowers, Director of Facilities & Engineering, Riverside County Regional Medical Center Where s That Policy? Solving the Pitfalls of Paper-Based and Internally Built Policy & Procedure Systems Tuesday April 28, 3:00pm-4:00pm; Session 711; Genoa Room Robert Tietjen, President/CEO, Policy Technologies International, Inc.; Wayne Soo Hoo, Director, Quality Management & Patient Safety, Mercy San Juan Medical Center 23 Plans Monday Night? Join Us for Dinner, Networking & Learning When: Monday, April 27 th 7:00-9:00pm Where: The Palm Restaurant (in the Forum Shops at Caesar s Palace) 24 12
13 AHA Solutions Signature Learning Series - Upcoming Events Powerful Results in Heart Failure Care through Patient Engagement; 4/30 Medicare & Medicaid Integrity Contractors (MACs, RACs, MIPs): Making Sense of the Alphabet Soup!; 5/13 State Security Regulations & HITECH Complying with Increased Mandates for Privacy and Security; 5/21 Optimizing Patient Placement at Presbyterian Intercommunity Hospital; 6/3 All events are 1:00-2:00pm EDT 25 Question & Answer Session and Thank you! To our Expert Panel Stefan Keller, President, Certiphi Sean Tippett, Product Manager, Cisco IronPort Joseph Zebrowitz, MD, Executive Vice President, EHR (Executive Health Resources) Visit AHA Solutions at Booth #407 Visit AHA-Endorsed Solution Provider Booths too! Certiphi; Booth #206 EHR; Booth #109/111 PolicyTech; Booth #
14 Contact Information Brad Hunter, Director AHA Solutions / Stefan Keller, President Certiphi Sean Tippett, Product Manager Cisco IronPort Joseph Zebrowitz, MD, Executive Vice President EHR
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