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


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HIPAA has changed the way fax-based communication must work. Protection of inbound faxes, manual delivery of paper faxes and lack of a consolidated audit trail making paper-based faxing risky and costly. There is a way to maintain solve these problems and still use faxing when needed. Find out how in this slideshare deck on improving the security of fax-based health communication.

In this slideshare, you’ll learn:

1.How HIPAA impacts faxing
2.Alternatives to paper-based faxing
3.How these alternatives support HIPAA compliance

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  • About the slides in this sectionThese slides will help you to establish OpenText’s identity, and bona fides.You may choose to put them at the beginning, or the end of the deck depending on your audience and your presentation style.
  • Nod to Rebecca Herold – Privacy Professor.
  • The University of Kansas Hospital is one of the US’s leading academic medical centers. The hospital provides clinical experience and residency positions for students using a multidisplinary approach to patient care. Nationally ranked in US News Best Hospitals for 2011-2012 for Cancer, Cardiology & Heart Surgery, Ear Nose & Throat, Gastroenterology, Nephrology, Pulmonology specialties and #1 for Kansas City Missouri
  • To manage the weekly transfer of thousands of medical files, they relied on dozens of fax machines, multi-function devices, and fax servers. Different faxing methods across the organization created lots of challenges. Including services delays, labor intensive security, costly supplies and hardware and lacked integration.
  • OpenText - Improving the Security of Fax-based Health Information Exchange

    1. 1. Improving the security of fax-based health information exchange Greg Horton, Director Product Marketing, OpenText
    2. 2. 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
    3. 3. Agenda 1 How HIPAA impacts faxing 2 Alternatives to paper-based faxing 3 How the alternatives support HIPAA compliance 4 About OpenText OpenText ©2013 All Rights Reserved. 3
    4. 4. 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 OpenText ©2013 All Rights Reserved. 4
    5. 5. 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 OpenText ©2013 All Rights Reserved. 5
    6. 6. 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 OpenText ©2013 All Rights Reserved. 6
    7. 7. 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 OpenText ©2013 All Rights Reserved. 7
    8. 8. Agenda 1 How HIPAA impacts faxing 2 Alternatives to paper-based faxing 3 How the alternatives support HIPAA compliance 4 About OpenText OpenText ©2013 All Rights Reserved. 8
    9. 9. 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 OpenText ©2013 All Rights Reserved. 9
    10. 10. 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 OpenText ©2013 All Rights Reserved. 10
    11. 11. 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 OpenText ©2013 All Rights Reserved. 11
    12. 12. RightFax integration with health information systems OpenText ©2013 All Rights Reserved. 12
    13. 13. 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 OpenText ©2013 All Rights Reserved. 13
    14. 14. Agenda 1 How HIPAA impacts faxing 2 Alternatives to paper-based faxing 3 How the alternatives support HIPAA compliance 4 About OpenText OpenText ©2013 All Rights Reserved. 14
    15. 15. 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 OpenText ©2013 All Rights Reserved. 15
    16. 16. 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* OpenText ©2013 All Rights Reserved. 16
    17. 17. Success Story Highlight  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 OpenText ©2013 All Rights Reserved. 17
    18. 18. Benefits of OpenText Fax Solutions: 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 OpenText ©2013 All Rights Reserved. 18
    19. 19. Benefits of OpenText Fax Solutions: 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 OpenText ©2013 All Rights Reserved. 19
    20. 20. Success Story Highlight  Founded in 1860  More than 200 physicians  More than 750 nurses (RN & LPN)  477 licensed beds  More than 25,000 Admissions Annually OpenText ©2013 All Rights Reserved. 20
    21. 21. 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 OpenText ©2013 All Rights Reserved. 21
    22. 22. Agenda 1 How HIPAA impacts faxing 2 Alternatives to paper-based faxing 3 How the alternatives support HIPAA compliance 4 About OpenText 22 OpenText ©2013 All Rights Reserved. 22
    23. 23. 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 OpenText ©2013 All Rights Reserved.
    24. 24. Learn more about OpenText Fax Solutions  Visit us at  Call us at 800.304.2727 or 1.425.455.6000  Email us at  Follow us at @OpenTextIX  Join us: OpenText ©2013 All Rights Reserved. 24