How to stay organized and HIPAA-compliant in clinic – ASDA Blog


Beginning clinic in dental faculty is a refreshing change of tempo for college students. The thrill and anticipation of treating sufferers additionally comes with the duty of maintaining observe of every part you do. For a lot of college students who’re in control of contacting their very own sufferers to schedule appointments, it’s vital to have a system in place so nobody is forgotten. A missed appointment right here or a rescheduled go to there can simply trigger a affected person to slide by way of the cracks if we aren’t conscious of all of the care we offer.

The nightmare state of affairs we wish to keep away from is forgetting to reschedule a affected person for an appointment that ought to have been achieved ages in the past. What are the perfect strategies we are able to use to maintain observe of our affected person pool — whether or not or not you learn each affected person’s chart daily or week — whereas staying throughout the bounds of HIPAA coverage?

A fast search on-line will inform you the 18 identifiers that qualify as affected person private identifiers (identify, age, and so forth.), or protected well being data. Our scholar digital digital well being report methods include each single one in every of these identifiers (and extra) for a affected person. Whereas we’re logged in securely in school or by way of a distant server, it’s no challenge to maintain observe of sufferers. Nevertheless, most of us don’t reside in school or are usually not logged into our EHR on a regular basis. Even those that do have quick access to a distant server might desire different technique of staying organized outdoors of the software program options offered to us as clinicians. After discussing with my faculty’s scientific and safety HIPAA compliance consultants, I realized finest practices to remain compliant to HIPAA whereas trying to streamline the multitude of sufferers, appointments, lessons and different obligations that dental faculty throws at us.

Holding observe of sufferers inside your establishment’s digital data system

That is in all probability the simplest, most worry-free technique of maintaining observe of your affected person obligations. Whereas working throughout the EHR, you should use its a number of options such because the affected person’s chart and notes, the common scratchpad, and even messaging to maintain lists of sufferers’ wants, appointments, and so forth. Whereas working throughout the EHR, you aren’t assuming any further danger of exposing non-public data. Nevertheless, the draw back to this technique is the restricted capabilities of the options mentioned; most are merely phrase processors with no means for formatting, tables, checklists or dynamic features. This method does work, although, should you’re on prime of the affected person pool and regularly updating therapies and appointments.

Concerns for different strategies of organizing your affected person pool

For many who might wish to create new methods of managing your workflow, an important step to safeguard your knowledge is to double-check the safety of your technique along with your faculty’s HIPAA compliance consultants, which can embrace the scientific director and IT consultants. Every faculty handles their affected person knowledge in several methods with completely different levels of freedoms. For instance, the mail and workplace productiveness consumer our faculty makes use of is HIPAA compliant and, due to this fact, presents further software program choices to handle affected person data outdoors of the EHR. Your faculty might produce other viable choices for managing knowledge outdoors of the digital realm as effectively, and the easiest way to seek out out is to ask.

~Harish Balasubramani, Pittsburgh ‘22, ASDA Digital Editor


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