800,000 Reasons You Need Workforce Training

The recent HHS settlement in the case of 71 cardboard boxes of medical records being left on a physicians driveway is your 800,000 reasons, and they are all in cold, hard cash.  Here is the key detail about what happened direct from the resolution agreement:

[su_quote]On June 4, 2009, Parkview failed to appropriately and reasonably safeguard the PHI, when Parkview employees, with notice that Dr. Hamilton had refused delivery and was not at home, delivered and left 71 cardboard boxes of these medical records unattended and accessible to unauthorized persons on the driveway of Dr. Hamilton’s home, within 20 feet of the public road and a short distance away (four doors down) from a heavily trafficked public shopping venue.[/su_quote]

The $800,000 settlement came with a corrective action plan that includes additional training to all 8,700 employees.  It clearly states that the employees made a decision to leave 71 boxes of records on a driveway.  Whether or not the employees had been properly trained and elected to do this anyway isn’t clear.  So, do you think those employees just didn’t care or they weren’t trained to care about what information was in those boxes?

When we are discussing training requirements with many offices, both CE and BA, they question the need to train all workforce members.  I could easily see a discussion about whether or not those employees needed HIPAA training.  They never touch PHI to do their jobs, they move things between the health system’s facilities maybe. It would be argued that there is no need to spend the time nor the money to train these people to worry about the importance of protecting PHI.  They just don’t end up in that situation where it will matter.

I tell them the same thing today that I have for the last few years.  Now, I just have something specific to point to with this resolution. If you can’t be certain who may be in the position to make a decision like these employees did, isn’t it better to have a fighting chance they have a clue about HIPAA?

It is summer time and many small offices have teenagers around the office.  Yes, some are there to work and others more so someone keeps an eye on them, but either way they need to know how serious they should be about protecting the PHI in your office right now.  What if they were the ones someone decided to send on an errand like this one?

If someone cleaning out the trash finds medical records tossed where they shouldn’t be, wouldn’t you prefer they know to tell you about it or even just toss it in the shredder box instead?  They may be your last line of defense.

Take it further and consider what would have happened if a BA was involved in this delivery debacle.  Do you think a BA would worry about making sure those people were trained properly to understand what they were delivering and how it should be handled? Many sites are still uncertain if their BAs even know what they are supposed to be doing for HIPAA, much less actually training every single member of their workforce.

HIPAA Training should be done for every single member of your workforce.  Make note the term workforce is used. HIPAA defines the workforce as every person under direct control of the CE or BA whether or not they are even paid.  If you tell them in any way what they should work on, when, and where they should work, then they should be trained.

HIPAA Training can no longer be the 45 minute lunch everyone sits through in January while someone from the malpractice insurance company comes by to talk about HIPAA.  There needs to be more to it than that, or you may find your records floating down a street one day because it was just a box of papers being delivered.

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Skype With Patients? HIPAA Says “No Go”

Oklahoma medical board sanction against Thomas Trow, MD, sparked concern over the practices of telemedicine and telepsychiatry. Using Skype, Trow conducted online video appointments and prescribed controlled substances to a patient who ultimately succumbed to an overdose. Trow never saw the patient in person before prescribing the drugs. As a result, the Oklahoma medical board published a ruling on January 16 of this year, stating that telemedicine, “Technology must be HIPAA compliant.”

With growing excitement, doctors and patients are “seeing” each other online through a range of video chat technology platforms. In fact, healthcare innovation like telemedicine is vital to the changing landscape of patient demands and government-driven insurance. For many, the Oklahoma telemedicine ruling brings welcome clarification and an opportunity to educate providers about this new way of practicing HIPAA-compliant telemedicine.

“The last thing the U.S. healthcare system needs is to abandon the idea of telemedicine,” said Daniel Gilbert, president and CEO of CloudVisit Telemedicine. “The technology has tremendously positive implications for providers and patients. To lose out because of one platform — a platform that was never designed as a medical tool — would be real detriment.”

Since the Oklahoma ruling does not specifically cite any brand names, many physicians are left wondering, “Is Skype HIPAA compliant?” Skype’s privacy policy simply states that they, “will take appropriate organizational and technical measures to protect the personal data…” and owner, Microsoft Corp.’s Business Associate Agreement (BAA) explicitly omits Skype. To better understand Skype’s security, one must turn to the Health Insurance Portability and Accountability Act (HIPAA).

  • Telemedicine is a HIPAA-compliant method for patient appointments
  • Online video appointments must be conducted via a HIPAA-compliant telemedicine platform
  • Business Associate Agreement (BAA) must exist between the healthcare provider and the company responsible for the telemedicine technology
  • The BAA must guarantee the HIPAA compliance of all measures for security practices and data encryption
  • Providers must obtain informed patient consent prior to conducting online video appointments
  • In absence of a BAA and informed consent, Skype is not HIPAA compliant

“It’s important to keep in mind that Microsoft never intended Skype to be a medical tool,” reminds Gilbert. “Beyond significant HIPAA issues, Skype has many operational shortcomings. CloudVisit provides tools for scheduling and billing, plus treatment notes and more. Skype has none of these features.”

In fact, a search of the word “telemedicine” on the Skype website comes up empty. They do not claim to be HIPAA compliant, nor do they position themselves as a resource for the medical community.

As stated, healthcare practices and patients have a lot to gain from online video appointments. The right technology can be highly effective and appropriate for follow-up care, routine appointments, and mental health consultations once a provider-patient relationship is established in person.

CloudVisit Telemedicine provides a HIPAA-compliant telemedicine and telepsychiatry platform for scheduling, conducting, tracking, and billing online video appointments with patients. CloudVisit enters into a BAA with every client.

 

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This 5-Minute Video Could Save Your Practice

Almost every business uses a multi-function copy machine that copies, scans, prints and possibly faxes information. What most people don’t realize is that many of these machines have hard drives that store all information that the machine has access to. Think of these machines as computers that store a digital record of every copy it makes, every document it scans and every page it prints.

Copying patient information

If your organization copies insurance explanation of benefits (EOBs), patient insurance cards or uses a multi-function printer to print out letters to patients, all that information could be sitting on the hard drive of your copier. If this information is not properly destroyed before you return the machine to a leasing company, recycle the machine, sell the machine or throw the machine out; all that patient information might cause a HIPAA data breach.

Watch this video!

The below video from CBS news gives valuable information about the risks of copy machines.

Note: Affinity Health Plan who is featured in the video, received a $1,215,780 HIPAA fine (that’s right… $1.2 MILLION) because of one copy machine that contained 344,579 records with protected health information (PHI)

[youtube id=”TCKr5WgVVN8″ width=”600″ height=”350″]

10 Reasons to Use CRM software Within Your Business

When it comes to using CRM software, there are a number of reasons why you want to use it. You need to do all you can to give your business the edge within the marketplace. Customer relationship management software allows you to focus more on your customers, which in turn will fuel your business for success.

1. More information. When you use CRM software, you have more information about your customers. This includes learning about where they are, what age category they fall into and much more.

2. More customer details. Customer details can help you reach out to customers at more times throughout the year. When you have their birthday and anniversary dates, you can send them emails and reminders, which will help your business be thought of in a more personable way.

3. Better demographic information. There is a lot of demographic information available within CRM software. You need to know who your target audience is. If you didn’t know it prior to using the software, you will by the time you have used it a few times because of the data it is collecting with each order that you take and with each new customer you establish.

4. Create marketing promotions. When you have more information about your customers, you can create more effective marketing promotions. This includes putting specific items on sale as well as deciding how you want to market to your customers – be it Facebook, mobile phones, direct mail or some other strategy.

5. Make suggestions. Suggestions can be made to customers when you use CRM software. When you see what the buying patterns are, you can use your inventory of products to determine what it is that they are likely to want. As you make suggestions, you can increase your sales and become more profitable.

6. Sell more. Suggestive selling is a great way to sell more. Just as restaurants use suggestive selling, you can do the same within your own business.

7. Compete with other businesses. You need to compete with the other businesses out there and CRM software helps you do that. Customers will stray to the competition from time to time – unless you are doing all you can to keep them focused on you and your business.

8. Stay on the brain. When you send more emails specifically for specific groups of people, you can stay on the forefront of your customers’ brains. This way they won’t drift off to go to other businesses throughout the year.

9. Customizable. When you use CRM software, it is customizable based upon what you need it for. You can even choose software that integrates into your other software, such as Microsoft Outlook. This ensures you aren’t entering the same information over and over again.

10. Easy to use. It’s also a good idea to use CRM software because it’s easy to use. When it’s easy, you and your entire staff can benefit from the information housed within the program.  When I started out in business I used a huge dry erase board, make-shift excel spreadsheets and a desk calendar to try to accomplish this.  It is so much easier now with good CRM tools.

For help finding the CRM tool that is right for your business, give us a call.

How To Select The Best Printer For Your Needs

There are a couple of things you need to first understand before you purchase a printer. They include;

1. LaserJet or Inkjet.
Both LaserJet and Inkjet printers have advantages and disadvantages. 

Inkjet printers are cheaper to buy than LaserJet printers. They also have very good quality print outs. However, the cost of maintaining an Inkjet printer is very high. Also, Inkjet printers make a lot of noise while printing and are slower than LaserJet printers.

LaserJet printers are expensive when buying but very cheap to maintain. Their print quality is very high and they make less noise when printing. They print faster than Inkjet printers.

2. All-In-One or Print-only.
The next thing you need to consider is whether you just want a print-only device or you need to scan copy fax and print. 

Print-only printers are cheaper than All-In-One printers. However, they have limited functionality.

On the other hand, All-In-One printers have scanners, copiers and printers all put in one device. They are a little bit more expensive but very handy especially in an office setting. All-In-One printers also save space as they contain three different devices in one.

Some All-In-One printers have fax. When getting an All-In-One, always confirm if it has fax as not all of them have fax. In most cases All-In-Ones that have fax are more expensive. 

3. Print Or Scan Quality.
Various aspects of print and scan qualities can be compared between different models. Print resolution is usually measured in dots per inch (DPI). The higher the number of dots per inch the better the printer.

Inexpensive inkjet models usually generate black-only prints at least as high as 600×600 DPI. Color models, meanwhile usually start as high as 4800×1200. Laser jets, meanwhile, typically produce 1200×1200 DPI or better black-only prints and 1200×600 or better color prints.

Scan quality is measured using both bit-rate and DPI measurements. If scanning is an important feature, seek an all-in-one device that offers optical scan resolutions of at least 600×1200 DPI and at least a 24-bit scan rate. Again, higher numbers are better (a scanner that boasts 36- or 48-bit technology will produce even higher-quality scans). Be sure to consider the differences between an inline scanner, in which 8.5-inch x 11-inch pages are easily scanned by passing them through a sheet feeder, and a flat-bed scanner, in which odd-size documents can be easily scanned just by placing them on the glass. In environments where multiple-page documents will frequently be scanned, ensure you select a model that boasts an automatic feed tray.

4. Network Capabilities.
The days where parallel cables where used to connect printers to computers are long gone. In fact, most laptops nowadays do not even have parallel ports. Most printers nowadays are connected to computers via USB cables.

Many printers now boast integrated wireless LAN connectivity. Other models feature embedded network interface cards, making it possible to connect printers to a local area network via a standard wired Ethernet cable, and thereby usable by multiple PCs simultaneously. Still others feature integrated Bluetooth support, which makes it possible for laptop users (among others) with Bluetooth functionality to print wirelessly without the requirement that a local area network even be present. 

When reviewing a printer or multifunction device purchase, be sure to consider your organization’s needs. If multiple users will need to access the printer or all-in-one’s scanning functions, network-equipped models can eliminate the need to purchase multiple units or configure a single PC to host print services for other systems. If many users access the local area network wirelessly, be sure to consider a printer model that also includes WLAN connectivity.

Article Source: http://www.articlebiz.com/article/1051611508-1-how-to-select-the-best-printer-for-your-needs/

Go The Extra Mile

If you want a quick way to boost your profits, you need to make sure you are going the extra mile to look after your best customers, before someone else does. 

Think hard about your biggest clients or customers. Can you think of something you did that they would say shows you have over-delivered for them? Not just things they would expect as standard, but really going the extra mile? Have you ever sent them your product and given them free samples of something else? Have you supported them in a charity venture they were undertaking? Have you helped them get through a crisis in their business just because you could rather than because you had to? Or have you phoned and taken them for lunch just to talk about how you can help them? 

If the answer to those questions is no, start thinking about how you can differentiate your business and what you can do to show how important those customers are to you. People often go the extra mile when they are trying to win new business, but often forget that retaining customers is more important than winning new ones. 

Don’t mistake these things for the standard “corporate entertaining” stuff. Everyone has been invited to work dos, races, parties and so on – and most people would never make a decision based on these things. I’m talking about personal, relevant and wow things that really show that you are going the extra mile for your customers – not that you have big budgets to spend! 

Keep these principles in mind: 

• Always under-promise and over-deliver, never the other way round;

• Never tell your customers no because that’s “the policy”;

• Have quicker response times to everything than your competitors;

• Think about the long term value of these customers, not what this might cost today;

• If they are in a hole, do whatever you can to get them out of it – even if you aren’t obliged to;

• Be personal in what you do – people do business with people, not faceless companies.

If you haven’t done these things, now is the time to get busy quickly. Customers need to be reminded constantly that you value them and are doing more than just giving them what they pay for. People hate being taken for granted and being treated as if you have the right to their money and you need to make an emotional connection with people to get them to stick with you and your business. 

So, take action NOW – this week, find a way to go the extra mile this week for at least one of your key customers, whenever or however you can.

Article Source:  http://www.articlebiz.com/article/1051611307-1-go-the-extra-mile/