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Reducing paper liabilities creating lean health care opportunities

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Reducing paper liabilities creating lean health care opportunities

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  • 1. Reducing Paper Liabilities & Creating Lean Health Care Opportunities January 24, 2013! 855.85HIPAA www.compliancy-group.com
  • 2. Compliance Simplified – Achieve, Illustrate, MaintainIndustry Leading Education! Today’s Webinar! • Please ask questions! • Today’s slides are available at:! http://compliancy-group.com/slides023/! • Past webinars and recordings!Certified Partner Program! http://compliancy-group.com/webinar/! 2 855.85HIPAA www.compliancy-group.com
  • 3. Reducing Paper Liabilities & Creating Lean Health Care Opportunities Presenters Presenter Michael Colella! CEO, Chief Creative Officer & Partner, Didoline! Moderator Marc Haskelson! CEO, Compliancy Group LLC ! Panelists Bob Grant! Chief Strategy Officer, Compliancy Group LLC ! Christopher Terry! Chief Technology Officer & Partner, Didoline ! 3 http://compliancy-group.com
  • 4. Reducing Paper Liabilities & Creating Lean Health Care Opportunities Agenda! 1. EHRs + Paper Usage ! 2. Paper Processes! 3. Paper Liabilities! 4. Reducing Paper Liability! 5. A Solution: Digitizing Processes! 6. What Does Lean Mean? ! 7. What Is Involved?! 8. What Is The Value? ! 9. Focus Areas & Solutions! 10. Wrap Up! 4 http://compliancy-group.com
  • 5. Reducing Paper Liabilities & Creating Lean Health Care Opportunities EHRs + Paper Usage Even as a growing number of healthcare organizations acquire electronic health records (EHRs), theyre not necessarily going paperless.! Anoto - Online Survey! • 75% of respondents had EHRs! • Nearly 80% of those using an EHR were! still using paper records of some kind.! • 48% EHR respondents use a scanner to! enter some data.! !EHR !EHR + Paper !No EHR! 5 http://compliancy-group.com
  • 6. Reducing Paper Liabilities & Creating Lean Health Care Opportunities Why Continue To Use Paper? • Paper charts! • Physician notes & orders! • Registration! • Incoming faxes! • Reports (hospital & consultant)! • Required paperwork (discharge summaries, etc.)! 6 http://compliancy-group.com
  • 7. Reducing Paper Liabilities & Creating Lean Health Care Opportunities Signatures = Paperwork Even if documents are digitized, in order for them to be signed they are:! Emailed/Faxed! Printed! Signed! Faxed! Digitized! Emailed! 7 http://compliancy-group.com
  • 8. Reducing Paper Liabilities & Creating Lean Health Care Opportunities The Need For A Signature • Policies & Procedures! • Disclosures! • Authorization! • Contracts! • Discharge Summaries! Capture A! Signature Cycle! • Registration ! 8 http://compliancy-group.com
  • 9. Reducing Paper Liabilities & Creating Lean Health Care Opportunities Where Does The Paper Go? The storage of PHI can become costly, time consuming, increase liability & easy to forget.! Factors! • In-house vs. 3rd party! • Length of storage (government mandates & provider policies)! • Data security! • Thorough inventory! 9 http://compliancy-group.com
  • 10. Reducing Paper Liabilities & Creating Lean Health Care Opportunities ARRA Increases Penalties & Extends Liability Off-site storage companies, along with the technology and service vendors that Health Information Management (HIM) departments employ, are now legally bound to the same extent as CEs.! • Protect & account for every record in their possession! • At all times! • Includes all medium! 10 http://compliancy-group.com
  • 11. Reducing Paper Liabilities & Creating Lean Health Care Opportunities Violations & Penalties Table 1 – Categories of Violations And Respective Penalty Amounts Available! Violation! Minimum Penalty! Maximum Penalty! (A) Did Not Know! $100 (A.M. $25k)! $50,000 (A.M. $1.5M)! (B) Reasonable Cause! $1,000 (A.M. $100k)! $50,000 (A.M. $1.5M)! (C)(i) Willful Neglect - Corrected! $10,000 ($250k)! $50,000 (A.M. $1.5M)! (C)(ii) Willful Neglect – Not Corrected! $50,000 (A.M. $1.5M)! $50,000 (A.M. $1.5M)! A.M. = Annual Minimum! 11 http://compliancy-group.com
  • 12. Reducing Paper Liabilities & Creating Lean Health Care Opportunities How To Reduce Paper Liability? Less Paper = Reduced Liability " " " " D!" "• PHI being lost or misplaced! E! " " " " C!" "• Information breach! R! " " " " E! " "• Paper storage ! A! S! " " " " E! " "• Costs! 12 http://compliancy-group.com
  • 13. Reducing Paper Liabilities & Creating Lean Health Care Opportunities How To Reduce Paper Usage? Electronic Signatures = Less Paper • Policies & Procedures! • Disclosures! • Authorization! • Contracts! • Discharge Summaries! • Registration! 13 http://compliancy-group.com
  • 14. Reducing Paper Liabilities & Creating Lean Health Care Opportunities Digitize Processes !"#$"#$%!&()$! *+,-!.-/!&()$0! 1+!2#345!4(6+!)#!4+)!7#3!6%#2!)$,)!89+!:,(47!;-,9<9+!$,=!=+%)!7#3!,! 5#93+%)!)$,)!-+>3(-+=!7#3-!=(?%,)3-+/! Email Received! ;4+,=+!94(96!#%!)$+!4(%6!@+4#2!)#!-+,5!,%5!=(?%!,!%"&(&)$*"+,0!,)!7#3-! 9#%A+%(+%9+B! $CDBEE5(5#4(%+/9#E-+=#3-9+=E5+#=E$+,4)$9,-+! 14 http://compliancy-group.com
  • 15. Reducing Paper Liabilities & Creating Lean Health Care Opportunities What Does It Mean To Go Lean? Remove waste so all work adds value to the customer.! A top-down approach.! 15 http://compliancy-group.com
  • 16. Reducing Paper Liabilities & Creating Lean Health Care Opportunities What Is Involved To Go Lean? Leadership! • A key to the success of incorporating lean thinking is a commitment from senior management and they need to be vocal & visible.! Culture! • A lean culture is the setting where lean techniques are implemented. ! Process! • Set of actions/step completed in a proper sequence & time to add value to the customer.! Primary: patients & families | Internal: customers & staff. ! 16 http://compliancy-group.com
  • 17. Reducing Paper Liabilities & Creating Lean Health Care Opportunities The Value Of Lean Health Care Virginia Mason Medical Center in Seattle, Washington! Results of 175 Rapid Process Improvement Weeks! Area! Change! Inventory! ! 53% ($)! Productivity! - 36% redeployed (FTE)! Floor Space! ! 41% (sq ft)! Lead Time! ! 65% (hrs)! People Distance! ! 44% (ft)! Product Distance! ! 72% (ft)! Setup Time! ! 82% (hrs)! Institution For Healthcare Improvement: Going Lean In Health Care! 17 http://compliancy-group.com
  • 18. Reducing Paper Liabilities & Creating Lean Health Care Opportunities Areas To Focus The Burden Of Paperwork! How much time is spent on paperwork?! Care Setting! Ratio: Patient Care/Paperwork! Patient Care Requires (Hours)! Emergency Department Care! 1.0! 1.0! 1 Hour of Paperwork! Surgery & Inpatient Acute Care! 1.0! 0.6! 36 Minutes of Paperwork! Skilled Nursing Care! 1.0! 0.5! 30 Minutes of Paperwork! Home Health Care! 1.0! 0.8! 48 Minutes of Paperwork! Patients or Paperwork? The Regulatory Burden Facing America’s Hospitals. PricewaterhouseCoopers commissioned by the AHA.! Patient Care! Paperwork! 18 http://compliancy-group.com
  • 19. Reducing Paper Liabilities & Creating Lean Health Care Opportunities Lean Solutions Reduce Data Input Low Hanging Fruit! • Patient Registration"(Primary) " " " "• Discharge Summaries (Internal)! Allow patients to fill out & sign forms digitally " " Allow physicians to fill out & sign digitally ! Food For Thought! • Reduce time by 12 minutes: " " " "• Reduce time by 30 minutes: ! 1,000 patients = 200 hours = $5,600* 1,000 patients = 500 hours In 2012 there were 1.2 M discharges (600k hours) ! * Average hourly rate for RNs ($28) – www.payscale.com! 19 http://compliancy-group.com
  • 20. Reducing Paper Liabilities & Creating Lean Health Care Opportunities How Can Didoline Help? • Digitize forms & eliminate need to print/scan/fax! SaaS Signature, Verification & • Ensure documentation is accounted for! Fraud Prevention Technology • Allow for real-time awareness! • Focus is to integrate into other ! technologies! • Decrease turnover time & case cancellations! • “Complete Client Privacy”! • Reduce fraud & data breaches! • Platform agnostic! • “Human Healthcare”! • Browser rendered (seamless upgrades)! Didoline Completed sigObjectTM! • No additional devices, downloads or ! plug-ins needed! • Capture 6 meta data points & photo! • Ensure humans sign & intent exists! • Legally binding! • Bank level security! Coming Soon Contact The closest thing to a digital fingerprint! Michael Colella - CEO, Chief Creative Officer & Partner - Didoline! Real-time signature comparison.! michael.colella@didoline.com 20 http://compliancy-group.com
  • 21. Compliance Simplified – Achieve, Illustrate, Maintain Compliance Simplified! "  HIPAA Compliance "  HITECH Attestation 89$(+A+! "  Meaningful Use core measure 15F443=)-,)+! Free Demo and 15 Day Evaluation .,(%),(%! 855.85HIPAA http://compliancy-group.com/ New & Past Webinars http://compliancy-group.com/webinar/ 21 855.85HIPAA www.compliancy-group.com
  • 22. Reducing Paper Liabilities & Creating Lean Health Care Opportunities Questions? Thank you! 22 http://compliancy-group.com