Best Practices

Top HIPAA Compliant Solutions
Best Practices, HIPAA, Partner News

Top HIPAA Compliant Solutions Your Medical Practice Can’t Live Without

May 2, 2023 Comments Off on Top HIPAA Compliant Solutions Your Medical Practice Can’t Live Without

May 2, 2023 The Health Insurance Portability and Accountability Act (HIPAA) was enacted in 1996 to enhance privacy and security in the healthcare sector. One of the key provisions of this legislation is the need for healthcare organizations, including independent medical practices, to protect the privacy and security of their patient’s health information. As a result, HIPAA software solutions have emerged as crucial tools for ensuring compliance and safeguarding sensitive data. In this article, we will explore why HIPAA software solutions are essential for independent medical practices. • Efficient Management of Patient Data Independent medical practices typically handle a significant amount of sensitive patient data, ranging from medical histories and diagnoses to billing information. HIPAA software solutions streamline the management of this data by providing an organized, secure platform for storing and accessing patient information. This improves efficiency and helps medical practices comply with HIPAA’s Privacy and Security Rules, which mandate strict controls over the use and disclosure of protected health information (PHI). Recommended Companies; • Enhanced Data Security Data breaches are an ever-present threat in the healthcare sector. They can lead to significant financial and reputational damage, not to mention the harm caused to patients whose information is compromised. By implementing network and database security solutions, independent medical practices can significantly improve the protection of their data. These solutions often come with robust encryption, access controls, and audit trails, which help prevent unauthorized access and ensure compliance with HIPAA’s Security Rules. Recommended Companies; • Minimizing the Risk of Non-Compliance HIPAA non-compliance can result in severe penalties, including hefty fines and criminal charges. For independent medical practices with limited resources, the costs of non-compliance can be particularly devastating. However, HIPAA risk management software solutions help practices navigate complex regulations and maintain compliance by providing the documentation necessary to prove compliance,  training modules, and regular updates that reflect changes in federal and state laws changes. Recommended Companies; • Streamlined Workflows and Improved Patient Care By automating many tasks associated with managing patient data, HIPAA software solutions that improve processes can help independent medical practices save valuable time and resources. This enables healthcare professionals to focus more on providing quality care to their patients. For example, software solutions may include features such as appointment scheduling, electronic prescription management, and secure messaging, which streamline workflows and improve patient-provider communication. Recommended Companies; • Storing and Transmitting Patient Images and Data Data sharing in a compliant manner ensures it’s secure, efficient, and getting into the right hands. Having HIPAA-compliant solutions that provide a forum to share patient data and images easily can help providers quickly get the important details needed to provide next-level care to patients. The other side to this critical point is the patient experience. As patients are increasingly concerned about the privacy and security of their health information, allowing patients to access their data without barriers while being secure is a great way to build trust between patients and providers.   Recommended Companies; In Summary HIPAA software solutions are an indispensable asset for independent medical practices, offering numerous benefits ranging from improved data management to enhanced security and compliance. By leveraging these solutions, healthcare professionals can focus on their primary mission—providing quality care to their patients—while ensuring that they are operating within the confines of the law. In an increasingly competitive healthcare landscape, independent medical practices cannot afford to overlook the importance of HIPAA software solutions in safeguarding their patients’ information and maintaining their reputation.

ChatGPT and HIPAA
Best Practices, Cybersecurity, HIPAA

ChatGPT & HIPAA: A Quick Guide on What You Need to Know

April 26, 2023 Comments Off on ChatGPT & HIPAA: A Quick Guide on What You Need to Know

April 26, 2023 If you haven’t heard about ChatGPT over the last few months, you might still be Googling everything!  ChatGPT launched in November 2022 and has taken the internet by storm.  Developed by OpenAI, using artificial intelligence (AI) technology, it can have human-like conversations while giving you all the details of whatever you may ask it. So we haven’t seen it be able to make you dinner just yet. Still, it has successfully written computer programming, passed a series of different exams, and written entire feature-length articles. (Wow, I feel like a doting parent!) AI language models are transforming how we approach everyday tasks or complete major projects, and the healthcare industry has even jumped on board the ChatGPT train.  ChatGPT has assisted in scheduling appointments, treatment plan assistance, patient education, medical coding, and more!  While this all sounds exciting and has the opportunity to improve patient care, protecting your patient’s data when using these types of tools will be imperative and should be approached with caution.  So what are some of the red flags to be aware of when it comes to HIPAA compliance: • At this time, OpenAI does not sign a Business Associate Agreement. Therefore, it is not HIPAA compliant. HIPAA regulations require that covered entities only share PHI with vendors who have signed a BAA. This ensures that PHI is protected and that all parties comply with HIPAA laws and regulations. Prior to implementing any AI technology that processes or accesses PHI, covered entities must enter into a business associate agreement with the vendor of such technology.  • Protect PHI when using the chat platform. OpenAI warns against inputting confidential information into the platform. As with many technology platforms, ChatGPT collects information and reviews conversations to improve systems and services. In other words, there is no telling where that data is being stored and, therefore, cannot be protected. Because this platform is not HIPAA compliant, it’s super important to remember not to input any identifiable patient information. When working with PHI, de-identifying or anonymizing data is key to minimizing the risk of a data breach. • Establish access controls and monitor chat logs. To minimize risk, access to chat logs should be restricted to those who need it as part of their job function. Don’t forget to implement written documentation of which employees can access chat logs, and be sure to revoke access if necessary. These chat logs are highly recommended to be monitored and audited to ensure they do not contain any PHI. • Establish Policies and Procedures and train employees. When implementing a new technology, such as ChatGPT, that potentially accesses PHI, policies, and procedures must be implemented to ensure that all appropriate safeguards are in place to support the use of the new technology. Training employees on properly using new technology is also super important. Training should include security best practices, data privacy importance, and incident reporting steps if necessary. • Create and implement an incident response policy. As with any security risk, having an incident response policy is super important to help mitigate risk in the case of a breach. This plan should include procedures for identifying and mitigating the incident, notifying affected individuals, and investigating the cause of the incident to prevent future incidents.  By proactively prioritizing patient privacy and security, healthcare organizations can greatly benefit from ChatGPT and other AI language models. Streamlining administrative work and improving patient outcomes, sounds like a win-win. But, it’s critical that you carefully balance increased efficiency and elevated risks related to patient data privacy. This is new for everyone, so not making drastic changes to your business because of something ChatGPT can do should be considered. Your patients still want human experiences, and that is something ChatGPT can’t take away from you and your staff!How can you stay up to date on the latest compliance trends and news? Contact our compliance experts at Abyde today for guidance on this everchanging technical landscape and see how we can help you be successful in the years ahead!  To book a demo with one of our Abyde specialists, click here or call us at (800) 594-0883

HIPAA Culture of Compliance
Best Practices, HIPAA

A Culture of Compliance – Your Get Out of Jail Free Card

April 18, 2023 Comments Off on A Culture of Compliance – Your Get Out of Jail Free Card

April 18, 2023 Everyone wishes for the “Get Out of Jail Free” card in the game of Monopoly, so you can sell it and make money or free yourself from the slammer and continue your quest for wealth. But don’t you wish you had a card like this in real life so you could avoid paying a late fee, get out of an awkward situation, or get out of a speeding ticket? Imagine handing a police officer the card with your license and registration, I bet you would get a good chuckle! When it comes to healthcare compliance, demonstrating “good faith” could provide you with that much-needed “Get Out of Jail Free” card if you are investigated, audited, or are facing a violation. “Good faith” generally means that you have made a sincere and honest effort to comply with applicable laws, regulations, or standards pertaining to HIPAA and OSHA. So what do regulators look for when determining whether or not a practice has demonstrated “good faith”? First, you have implemented policies and procedures to include applicable forms or required logs. Next, staff has been trained in accordance with HIPAA and OSHA timeframes and requirements. And most importantly, whether or not you have completed a HIPAA Security Risk Analysis and OSHA Facility Risk Assessment that have identified risks, hazards, and mitigation efforts. While regulators may consider other factors, implementing a documented compliance program suggests you are committed to compliance and taking reasonable steps to protect your patients’ PHI and provide a safe and healthy workplace for staff. It is important to keep in mind “good faith” does not guarantee immunity from regulators. Every situation will have different mitigating factors, such as malicious intent or an identified hazard that went unmitigated. While you may be promoting a culture of compliance, ignoring the blatantly obvious could lead to you losing that “Get Out of Jail Free” card. Okay, how can you win at the HIPAA and OSHA compliance game? While it may be difficult to achieve compliance perfection, having a documented culture of compliance and, even more importantly, not letting your compliance program lapse will be key. These moves will show your “good faith” effort towards safeguarding patient information and employee safety and might even earn you the jackpot or a luxury Dark Blue property (IYKYK).

Top Healthcare OSHA Violations
Best Practices, OSHA

Heads Up: Dodge These Top OSHA Violations!

February 14, 2023 Comments Off on Heads Up: Dodge These Top OSHA Violations!

February 14, 2024 Hey there! Ever heard of OSHA? Think of them as the workplace safety cheerleaders, ensuring everyone stays healthy and happy at work. Ensuring a safe and healthy workplace is paramount for our heroes on the frontlines. Let’s delve into the top OSHA violations to see what you need to avoid and prioritize workplace safety: Bloodborne Pathogen Management: Proper handling of blood and bodily fluids is crucial, with appropriate PPE and training mandated for everyone’s protection. Respiratory Protection: Implement proper respirators and ventilation systems to safeguard staff from airborne contaminants and ensure optimal respiratory health. Personal Protective Equipment (PPE) Utilization: Equipping everyone with the correct PPE and ensuring its proper use and maintenance creates a vital barrier against workplace hazards. Recordkeeping Meticulousness: Maintaining accurate and timely records of injuries, illnesses, and safety hazards facilitates proactive risk identification and mitigation strategies. Lockout/Tagout Procedure Implementation: Prevent accidental equipment activation by strictly adhering to established lockout/tagout procedures during maintenance activities. Remember, adhering to these guidelines fosters a safer and healthier environment for everyone, ultimately contributing to a thriving healthcare ecosystem. Let’s prioritize safety and empower your practice to shine! Thankfully, Abyde can help your practice avoid these common OSHA violations. Our revolutionary OSHA for Healthcare software includes entertaining training, dynamically generated documentation, a thorough facility risk assessment, and much more! To learn more about how you can simplify your practice’s compliance, contact us at info@abyde.com and schedule a demo here.

Best Practices, HIPAA

Outsourced Doesn’t Mean Overlooked

January 26, 2023 Comments Off on Outsourced Doesn’t Mean Overlooked

January 26, 2023 We get it. The hiring market is tough out there right now and when your main goal is providing the best experience for your patients, you will do whatever it takes to build a strong team. But before you go sailing the high seas to find your next hire, you might want to make sure they’re paddling in the same direction.  Are you considering outsourcing job roles to agencies that employ individuals in other countries? A company’s location and where its employees are located doesn’t necessarily mean they are or are not HIPAA compliant. As a practice, you are responsible for checking the company’s policies and procedures of any company you hire to ensure that they comply with all relevant regulations. If an organization outsources any function that involves access to PHI, it must have a written contract with the Business Associate. Here are some questions we recommend asking prior to working with an outsourced company: Let’s make sure all eyes are on the same prize – HIPAA compliance. Still not sure if you’re asking the right questions? Give us a buzz and we will walk you through the most important processes and policies to follow.

Dental HIPAA Fines
Best Practices, HIPAA

Brushing & Flossing Are Important to Your Practice, Too

January 19, 2023 Comments Off on Brushing & Flossing Are Important to Your Practice, Too

January 19, 2023 You know the drill, no pun intended. The hygienist finishes a cleaning and hands the patient their goody bag full of all the fun things, including a toothbrush and dental floss. While this has become the norm for the practice and the patient, there is a good reason for it. Hygienists are taught to preach good oral hygiene, and it’s no secret that most patients that brush and floss regularly will experience better oral health and require less invasive treatment down the road.  But what about those patients who don’t follow the advice or over time fall out of best practice? Yes, we’re looking at you, guy who only flosses the night before their appointment. The patient is typically aware of their intermittent compliance but since they are asymptomatic, they continue hoping for the best and vow to do better after the next cleaning. Then as it usually does, life happens and they cancel their next cleaning. And with the best of intentions, they plan to reschedule but keep forgetting. Disease begins to take hold. If the patient is fortunate, they return to the office before the issue is too serious and it can be resolved with a relatively simple treatment plan. Those less fortunate may require more involved and expensive procedures. So you’re probably wondering by now, how does any of this tie back to Abyde, a healthcare software company? Well, we’ve brought in one of our Abyde Ambassadors to tie it all together.  Michael Wilgus shares his experience from the last 20 years in the industry. “Ironically, I have seen a similar scenario in hundreds of practices regarding HIPAA and OSHA compliance. A practice starts out with positive intent and implements what they believe is a strong and complete compliance program. Things get busy, there is turnover, and compliance gets pushed to the back burner. When violations or inspections occur (because they are not an if situation), they are usually due to a knowledge gap or are accidental, and may even be asymptomatic to the practice owner.”  With HIPAA, if an event is reported, the Office of Civil Rights (OCR) may choose to implement a corrective action plan (think treatment plan) for the practice. That plan can be expensive, time-consuming, and involve an OCR specialist monitoring your progress regularly for an extended period. The U.S. Department of Labor isn’t missing out on the fun either. They are actively ramping up their OSHA program by hiring more investigators and estimate their budget to increase by 14.7%, going from $612 Million in the fiscal year 2022 to $701 million in 2023. The average penalty levied on a dental practice in 2022 for a HIPAA violation was measured in the tens of thousands of dollars; one estimate shows it to be approximately $45,000. Sacrificing the net revenue from months’ worth of crowns is something most practices cannot afford. When it comes to OSHA, the punch-to-the-gut penalties are nothing to chuckle at. And let’s not forget the recent increase in these dollar amounts. Achieving and maintaining compliance when using services from Abyde takes less time than a patient should spend brushing and flossing, and if we can humble brag for a minute – we make it easy and fun! Brushing and flossing are not only good for your patients but are also good for your practice. Ready to get your practice’s compliance hygiene up to par?

New Year HIPAA Compliance
Best Practices, HIPAA

NEW YEAR’S RESOLUTION: BE COMPLIANT

December 22, 2022 Comments Off on NEW YEAR’S RESOLUTION: BE COMPLIANT

December 22, 2022 The end of the year is right around the corner and while you’re enjoying the festivities with friends and family (we love a good holiday tradition!), you might already be thinking about New Year’s resolutions. And if you are, props to you for not being a procrastinator. We bet your goals for the year may include eating healthier and learning a new skill, but what about getting compliant? Ensuring your organization is HIPAA and OSHA compliant should be a top priority for every practice – and it’s an easy goal to check off your list! Here are some quick tips to help you start the new year off on the right foot:  Complete your annual Security Risk Analysis and Facility Risk Assessment  This should be your top priority as it is the first piece of documentation you will be asked for in the case of a HIPAA audit or OSHA investigation. The SRA sets a baseline for your organization by assessing all physical, technical, and administrative areas of risk and determining where your HIPAA program stands. Much like the SRA, the FRA is an assessment of your facility’s environment that will help to identify, minimize, and eliminate hazards in the workplace. Keep in mind that both the SRA and FRA must be documented and must be more than a generic checklist. They should provide you with actionable information and insights into all risks and hazards within your organization. Complete annual HIPAA and OSHA training All staff members including doctors and part-time employees must complete annual training. A best practice is to conduct training in a modular type format with a quiz at the end so you have documentation to prove that training has been completed. When it comes to OSHA training, each facility is different so you must incorporate site-specific training in order to address any site-specific hazards.  Update all Policies, Procedures, Programs, and Forms  This is a big one! Without proper documentation that accurately reflects all procedures within your organization, you are not considered to be compliant! If you have been using some templates you found online or have a dusty manual sitting on a shelf, this is your sign to trash it and update your policies to be practice-specific. Don’t forget to implement a plan to routinely review all policies with staff members so they are up-to-date with the latest information as well.  Get signed Business Associate Agreements  In order to be HIPAA compliant, run an inventory list of all vendors you work with that have access to Protected Health Information (PHI). Some examples would include your IT vendor, EHR/PM system, and encryption provider. Once you have gathered all vendor information, double-check that you have a signed Business Associate Agreement with them. If you do, great! If not, be sure to reach out to them right away. If you don’t have a BAA in place with every vendor then you run the risk of getting slapped with your own HIPAA fine if a breach occurs.  Update your Safety Data Sheets  When it comes to OSHA compliance, Safety Data Sheets are essential for tracking and managing any hazardous chemicals in the workplace. Make sure you have a Safety Data Sheet for any chemical which is known to be present in the workplace, in such a manner that employees may be exposed to it under normal conditions of use or in a foreseeable emergency. The big takeaway here – these MUST be readily accessible to all employees. If you do not have a safety data sheet for a particular chemical, you should contact the manufacturer to obtain one. And that’s it! If you follow these steps, there’s no doubt you will be in great shape when it comes to compliance. Still have questions or need help implementing a compliance program for your practice? Contact the experts (hey, that’s us!) at 800.594.0883 for all of your compliance goal-setting needs! While we might not be giving up Chick-fil-a, enrolling in a new gym, or even improving our culinary skills, our resolution always remains the same – make compliance the easiest part of running your practice.

Healthcare OSHA Safety and Health Committee
Best Practices, OSHA

All Hands In For the OSHA Safety and Health Committee

October 21, 2022 Comments Off on All Hands In For the OSHA Safety and Health Committee

October 21, 2022 Book clubs are cool. Fantasy football leagues deserve their moment. But do you know what the elite of all groups and clubs is? For us, it’s an OSHA safety committee. The US Department of Labor says, “the safety and health committee is an integral part of the safety and health program, and helps ensure effective implementation of the program at the establishment level.”  We know firsthand that a group is always better together. So what does a safety and health committee even do? The committee helps improve the organization’s understanding of workplace safety and encourages co-workers to follow best practices in order to prevent workplace injury and illness. Additionally, they review current safety programs and recommend changes, as needed, to all safety and health procedures. Think of this committee as a soundboard for employees to voice their concerns and recommendations. Although practices cannot always prevent injuries or illnesses, implementing a safety committee is a significant step to help lower injury and illness rates. And we all know, lower rates equate to happier employees.  The safety and health committee should meet regularly (we recommend a monthly cadence – quarterly at a minimum) and bring its findings to the OSO (OSHA Safety Officer). And because we like to give advice away for free ninety-nine, here are a few ideas to get you started:  Maintaining safety and health is very important, to say the least. And if the US Department of Labor hasn’t given you any indication of that, this is not a solo job. Now let’s get all hands in because it is everyone’s responsibility to ensure a safe work environment. On three… LET’S GO OSHA! Want more on state specifics guidance? Give us a call to discuss industry guidelines.

OSHA Healthcare Facility Risk Assessment
Best Practices, OSHA

Kickstart your OSHA Compliance Program with a Facility Risk Assessment

October 11, 2022 Comments Off on Kickstart your OSHA Compliance Program with a Facility Risk Assessment

October 11, 2022 If you are familiar with OSHA compliance, you may know that you need to complete a Facility Risk Assessment, otherwise known as a Workplace Hazard Assessment. Tomato, toe-mat-oh, right? Despite the differing names, it’s important to know that this assessment helps your organization to identify, minimize and eliminate hazards in the workplace with the goal of providing a safe and healthful work environment for all employees.  Think of your Facility Risk Assessment (FRA) as the meat and potatoes of your entire OSHA compliance program. This is a baseline survey of all the hazards in your workplace. Without properly identifying, and more importantly, documenting all hazards within your organization, you cannot move forward with the rest of your OSHA compliance program and cannot show that there is a culture of compliance within your organization. Additionally, in the case of an investigation, the FRA is going to be the first thing the government asks for, so that is why it is so important it is completed first.  What kind of questions does your FRA need to include? Just as there is not a single recipe for a savory steak and potato meal, there is no single checklist to follow when it comes to completing a Risk Assessment for your organization. However, OSHA does recommend incorporating 7 core elements as part of your Facility Risk Assessment:  Once you have completed your Facility Risk Assessment, you should not tuck it into a folder and forget about it. Your FRA must be reviewed periodically to ensure that it is up to date and accurately reflects all processes and controls within your organization. It’s also important to keep in mind that all employees should be involved in the process of mitigating hazards identified from your FRA.  What’s the best way to tackle a Facility Risk Assessment? If your organization has not completed an FRA before or if you have but not sure if it was thorough, using an outside organization will help to ensure all areas of the FRA are fully completed and documented accordingly. A third party can also help add new areas and questions into the FRA that reflect changing regulations. Are you looking for help kickstarting your OSHA compliance program? Reach out to Abyde today for a customized, easy to complete FRA that is tailored to you and your organization.

HIPAA Internal Communication Dos and Don’ts
Best Practices, Cybersecurity, HIPAA

Internal Communication Dos and Don’ts

October 6, 2022 Comments Off on Internal Communication Dos and Don’ts

October 6, 2022 Have you ever accidentally sent a text to the wrong person? Most of us have and it likely made your heart skip a beat! Now, imagine sending a text and thousands of patients’ health information gets leaked. Talk about a gut-wrenching moment! Speaking of leaks, did you know that over 1.14 million people have been impacted by a protected health information (PHI) breach just last month alone? The leaked data includes names, social security numbers, phone numbers, email addresses, and more. That’s 7% higher than last September!  Internal communications are an efficient means of sharing and exchanging information within the practice. Employees communicate internally through channels like SMS, email, phone calls, and other means through the use of a third-party platform like Slack, Microsoft Teams, Zoom, and Cisco Webex. And while oftentimes we like the thought of quick and easy, it’s crucial to take that extra minute or two and double check that you are using a secure provider for all internal communication.  First things first, if you haven’t already done so, take this as your sign to reach out to your communications provider and ask if they are HIPAA compliant. Many times, companies will have this information available on their website as well. Keep in mind that some providers, like Google and Microsoft, offer HIPAA compliant services in an upgraded package. If you are not using a secure platform, or you are unsure, then you should not be discussing ANY patient information through that method of communication (yes, that includes names!). If you are using a secure, HIPAA compliant provider or application for internal communication, great! The next very important step is to double check that you have a signed Business Associate Agreement.  You may also be wondering about SMS/ text messaging within your organization. Staff members should not be texting each other with information related to patients, even if it is related to scheduling. Keep all work-related communication through your secure provider or application.  Quick reminder! Just because you are communicating internally through a secure provider does not in fact mean you are compliant. You’ll also need to implement security policies and procedures in order to follow best practices. These policies and procedures should include:  It is highly recommended that you consult with your IT professional for best practices on securing all applications in your practice.  Lastly, It’s important to remember that HIPAA is not a barrier law and, in fact, is intended to help you share protected health information securely and efficiently. Being efficient within your practice can help the overall health of your patients and your organization. Having these best practices in place will help you and your team avoid the anxiety of sharing something that shouldn’t be shared.

Are you ready for an audit? Use our new HIPAA Audit Checklist to get prepared.

DOWNLOAD NOW
X