OpenText - Improving the Security of Fax-based Health Information Exchange

Improving the security of fax-based
health information exchange
Greg Horton, Director Product Marketing, OpenText

Fax use in
HealthCare
Fax is the primary form of
communication for 63 percent
of physicians
- 2012 National Physicians Survey, Oct 2012

OpenText ©2013 All Rights Reserved.

2

Agenda
1

How HIPAA impacts faxing

2

Alternatives to paper-based faxing

3

How the alternatives support HIPAA
compliance

4

About OpenText


3

Fax Risk – Unattended Fax Machines
 HIPAA regulations
recognize this risk and
require that unattended
fax machines be placed in
a secure (locked) location
with access limited to
authorized personnel


4

Fax Risk – Sending Faxes to the Wrong
Number
 A hospital in California faxed patient
records to wrong locations: including
other doctors and an auto shop
 Doctors' office in Tennessee accidentally
faxed patient information to an Indiana
businessman for over three years
without even realizing it
 A health insurer used an online fax
service that erroneously misdirected
faxed claims data to a company in
Canada from doctors and clinics across
the U.S. who used their service

5

Fax Risk – Malicious Intent
 An employee at the
University Medical Center
in Las Vegas, Nevada
was sentenced to 33
months of prison and 3
years probation for selling
and faxing accident
victims’ names, birth
dates, Social Security
numbers and details
about their injuries to
lawyers


6

Fax Risk – Undeleted Data
 A financial company sold
their fax machine to a
reseller and did not
remove the data from the
hard drive. The
subsequent buyer
discovered the data and
notified them


7

Agenda
1


2


3

compliance

4

About OpenText


8

Fax machines vs. fax software and services
Fax Machines

Fax Software and Services

 Must add costly fax kits to MFP
devices or purchase fax
machines

 Hard Dollar ROI: Eliminates
MFP fax kits, legacy fax
machines, dedicated phone lines

 Need to run phone lines to all fax
devices

 Consolidate phone lines at the
Fax Server

 Limited/no ability to integrate fax
into VoIP network

 Use Fax over IP (FoIP) to eliminate
need for local PBX connection

 High IT management costs and
overhead

 Compliance & Security:
Centralized fax tracking &
reporting

 No consolidated audit trail or
history

 Reduces IT management costs
and overhead

 No centralized control of fax
activity

 Integrate into software
applications


9

Where do fax servers fit in healthcare?
The Role of Fax Servers in Improving
Productivity Today in the Uncertain
Shadow of the Electronic Hospital,
IDC Health Insights, November 2010
Fax servers offer significant potential to deliver
value today and support the transition to the
fully electronic hospital:
 Improved compliance
 Reduced paper generation
 More efficient sharing of information between
departments
 Automated request and bill management


10

RightFax
 On-premises software with either your telephone equipment or cloudbased transmission

 Send and receive faxes as electronic messages directly from email
clients or desktop application
 Your IT staff controls security and distribution of faxes
 Multiple routing options exist

 Optional encryption module stores all faxes on server in encrypted
format
 Extensive integration options with HIS and EMR systems
 Highly scalable with extensive Disaster Recovery/High Availability
options


11

RightFax integration with health information
systems


12

EasyLink
 Cloud-based enterprise fax service
 Requires no fax machines, no servers, no telephone equipment, light IT
management
 Send and receive faxes as electronic messages directly from email clients
 Instant scalability with no busy signals
 Features supporting HIPAA compliance
 HIPAA Viewer Option: restricts OpenText from viewing any PHI
 Encryption at rest and In-transit: symmetric 128-bit AES encryption with encryption
keys rotated every 30 days
 Immediate Document Deletion: documents are removed as soon as a fax job is
completed
 Encrypted Archiving: documents are archived with encryption enabled
 No Archive Option: customer has the ability to choose not to archive fax documents


13

Agenda
1


2


3

compliance

4

About OpenText


14

Benefits of OpenText Fax Solutions:
Facilitates HIPAA compliance
 Ensure confidential health information reaches its
intended recipient with delivery to private mailboxes
 Reduced faxes sent to incorrect addressee (shared
address books)
 Centralized audit trail – ensures auditable accountability

 Secure digital archive of all faxes
 Centralized communications hub for protected health
information


15

Success Story Highlight

 Founded in 1906
 More than 500 physicians
 More than 1900 nurses (RN & LPN)
 More than 4500 employees
 606 licensed beds
 More than 25,000 admissions annually
 Nationally ranked hospital*


16

 They successfully integrated RightFax with its EPIC EHR
system to meet HIPAA compliance regulations protecting
PHI.
 Previously printers and fax machines could not be left
unattended, now inbound documents containing PHI are
electronically transmitted to their EHR system and only
authorized staff has access to those documents
“RightFax really eases this process
(availability of medical transcriptions)
and helps us ensure the latest
transcribed report is on their
(physicians) desk in a timely fashion.”
Keith Anetsberger
System Administrator

17

Improved productivity
 Scheduled jobs
 Schedule outbound faxes for
after hours delivery

 No waiting for faxes

 Productivity increases
 Fax from EMR
 Fax from computer desktop
 Fax from MFP

 No delivery delays
 No stack to sort through

 Fewer busy signals
 Faster responses
 Happier physicians
 Resulting in more referrals


18

Enhanced patient service levels
 Improved health
information tracking and
storage
 Fast retrieval of related
health information
 Accelerated
scheduling, follow up, and
claims processing
 Reduce care delays
because referral
information/patient
records were not sent

19


 Founded in 1860
 More than 200 physicians
 More than 750 nurses (RN &
LPN)
 477 licensed beds
 More than 25,000 Admissions
Annually


20

Success Story Highlight:
Denver Health’s Central Fill Pharmacy
 Manually managing 700 refill
requests per day

 30% were duplicates
 With RightFax, duplicates were
easily recognizable by sending
fax number or medical record
number

 Electronic Document
management system determines
if prescriptions are incomplete or
have mistakes and kicks them
back to physicians for correction.
 Errors quickly found and patients
get the meds faster

21

Agenda
1


2


3

compliance

4

About OpenText

22


22

Why OpenText?

Fax Solutions for Healthcare
• Over 25 years of experience in
Enterprise Fax Solutions
• #1 Enterprise Fax Server vendor*
• #1 Enterprise Cloud Fax service**
• Over 10,000 systems in use with
Hospitals & Clinics worldwide
• Global leader in Enterprise
Information Management (EIM)
Computer-Based Fax Markets, 2012-2017 (Davidson Consulting)*
Fax Service Markets: 2012-2017 (Davidson Consulting)**

Slide 23


Learn more about OpenText Fax Solutions
 Visit us at faxsolutions.opentext.com
 Call us at 800.304.2727 or 1.425.455.6000
 Email us at ix@opentext.com
 Follow us at @OpenTextIX
 Join us: http://www.opentext.com/community/ix


24

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