This document discusses the importance of HIPAA compliance for organizations serving people with disabilities and the challenges of maintaining compliance with outdated software systems. It notes that HIPAA violations and complaints have increased in recent years. A cloud-based integrated software system can help organizations address HIPAA requirements by securely centralizing information access and updating automatically. The document recommends Intuition by Vertex as a comprehensive software solution designed for rehabilitation organizations that handles administrative tasks and ensures HIPAA compliance.

1. Why Software Integration May Be Non-Negotiable 1vertexsystems.com
Executive Summary
This resource will explore developing issues in technology compliance concerning
HIPAA and the HITECH act. The contents cover two complimentary foci.
1. The importance of data security for covered entities
2. The need for technology that can handle the complexity inherent
in an organization working with people with disabilities
Special consideration is also given to pragmatic solutions. Readers will find
quotes from industry experts, insights into best practices, and illuminating
case studies referenced in addition to statistical analysis.
Why Software Integration May Soon Be Non-Negotiable

2. Why Software Integration May Be Non-Negotiable 2vertexsystems.com
Find Out Why HIPAA Standards
May Soon Require a Better Solution:
What’s the Problem?
Compliance with the Health Insurance Portability and Accountability Act is
certainly a high priority for organizations serving those with disabilities. Look
no further than the closest news outlet to hear about a violation with fines
costing organizations hundreds of thousands of dollars or more.
With such severe consequences, the assumption is that HIPAA violations
would go down as service organizations take notice. Unfortunately, this is
not the case. According to HHS the number of HIPAA complaints increased
significantly between 2003 and 2014.1
The subject of software systems, as they relate to compliance issues,
becomes even more germane as you explore the nature of the complaints.
Each year HHS.gov publishes the top five investigated case issues filed each
year against covered entities. In the latest reported year (2014) “technical
safeguards” made the list for the first time.2
Even more noteworthy are the provisions outlined in the HITECH Act that
strengthen civil and criminal enforcement of the HIPAA security rule.
These provisions outline penalties that could cost an organization up to
1.5 million dollars.
There are several issues that lead to possible breaches in security. Below is a
list of common HIPAA security mistakes that could put your company at risk:
Information is stored on multiple computers—Intuition by Vertex ensures
that information is centrally located on one secure cloud server.
Multiple employees and clients use the same computer with the same
login—Intuition by Vertex offers a secure, dynamic user interface for each
individual in your organization.
Table of Contents
Find Out Why HIPAA Standards
May Soon Require a Better Solution..2
Compliance and Clients.....................3
What’s the Solution?...........................3
What Is “Powerful” Technology?.........4
Why Cloud-Based Technology?.........4
What Software Should I Choose?......5
Conclusion..........................................5
Who Is Vertex?...................................5
NumberofComplaints
2014
17,779
18,000
0
4,500
9,000
13,500
12,974
2013
10,457
2012
9,018
2011
8,763
2010
7,586
2009
8,729
2008
8,221
2007
7,632
2006
6,866
2005
6,534
2004
3,742
Partial
2003
Complaints Received by Calendar Year

3. Why Software Integration May Be Non-Negotiable 3vertexsystems.com
Firewalls and information security measures become obsolete—Vertex’s
secure server is monitored 24 hours a day to keep your clients’ data protected.
Current systems are not regularly checked against HIPAA compliance
standards—Vertex Systems has HIPAA compliance experts on staff to ensure
your clients and organization are safe.
As one would imagine, these findings have caused many organizations to
reexamine their efforts to secure digitally stored information. Through strategic
planning, covered entities can protect their clients’ safety and reduce the risk
of noncompliance. Vertex’s expert staff works hard to deliver solutions that
protect sensitive data and increase the speed at which that data can be
entered, processed, and delivered.
Compliance and Clients
Organizations focused on rehabilitation services face challenges that go
beyond HIPAA regulations. It isn’t enough simply to stay compliant and
secure. Many may struggle with payroll management, Medicaid billing, staff
scheduling, case management, documentation, and a host of other issues.
In an industry with decreasing service reimbursements it is necessary for
technology to achieve the mission of delivering superior care while cutting
administrative costs.
It is because of these issues that many covered entities do not implement
new technology—even if an old system is faulty or outdated. The risk of losing
efficiency or effectiveness outweighs the perceived risk of security infringement.
Here at Vertex, we understand this perceived risk and have created a system
to seamlessly migrate your old data into a state-of-the-art software solution.
What’s the Solution?
In 2015 the U.S. Department of Health and Human Services published a
study titled State Strategies for Improving Provider Collaboration and Care
Coordination for Medicaid Beneficiaries with Behavioral Health Conditions.
The study conveys concern:
In all states, providers and policymakers alike suggested that the success of
coordination efforts hinges on the ability of providers to adapt to and thrive
within new financing arrangements and models. Several state efforts build
upon existing structures and policies in order to prevent disruptions in care
and capitalize on existing provider relationships. The study itself was neither
for, nor against, the use of software integrations for direct service providers.
It does, however, serve to show that the need for better software solutions is
both real and far reaching.
The Journal of Vocational Rehabilitation goes a step further and bridges the
gap between problem and solution. Here, Nicole Ditchman ties the delivery
of valuable service directly to an organization’s ability to transform their
processes through the use of powerful technology. This powerful technology
helps organizations stay secure and enhance their delivery of superior service.
“Vocational rehabilitation
agency administrators need
to transform the business
models of their agencies
by adopting organizational
innovations and harnessing
advances in information and
communication technologies
to deliver outcomes to
individuals, communities,
and society at large that
are of significant value.”
Nicole Ditchman
Source:
An analysis of evidence-based best practices in
the public vocational rehabilitation program

4. Why Software Integration May Be Non-Negotiable 4vertexsystems.com
What Is “Powerful” Technology?
What one person may consider a simple digital interaction (say, checking
Facebook) could be a logistical impasse for another. So what kind of
technology is best?
When faced with a change to a current system, these questions may help
guide the process.
• Can my team quickly learn the system?
• Is data easily accessible?
• Is the information securely stored?
• Will employees and clients benefit from the upgrade?
• Does it scale?
• Is it a streamlined solution?
• Will it save time and money?
Many of these questions can be answered affirmatively by integrating a
cloud-based system. A cloud server integration allows information to be
secure, yet accessible from any location.
The Rehabilitation Research and Training Center published illuminating
research that considered multiple case studies on effective vocational
rehabilitation service delivery practices.
In the multiple case studies the RRTC asked this question: “What are the
specific best practices that appear to be evidence-based and transportable
to other state VR agencies?”
The answers referenced Microsoft cloud technology and other cloud-based
solutions over 40 times!
Why Cloud-Based Technology?
Several agencies in the study went on to speak about the importance of
communication from remote locations in real time. When employees would
experience positive results they would share their strategy with other team
members. Sharing this information led to rapid implementation of best
practices across the company.
In addition to the increased speed of communication, there are several
noteworthy benefits.
For organizations that need to implement the best of today’s technology,
without the upfront cost associated with on-site hosting (which includes
personnel competencies), cloud computing is an easy and effective way to
upgrade current systems.
In a research paper published
through Tilburg University titled
“The Benefits and Drawbacks
of Cloud-based and Traditional
ERP Systems,” researchers
found that cloud-based
benefits include:
1. Lower up-front costs
2. Lower operating costs
3. Rapid implementation
4. Scalability
5. Access to advanced
technology
6. Improved accessibility,
mobility, and usability
7. Improved system availability
and disaster recovery
8. Rapid updates
and upgrades

5. Why Software Integration May Be Non-Negotiable 5vertexsystems.com
What Software Should I Choose?
The core of information and security found in the cloud is a great place to
start, but the road leading toward HIPAA-compliant software doesn’t end
here. Powerful technology must also serve a powerful mission.
Rehabilitation service organizations need the ability to schedule staff,
record time and attendance, payroll, documentation, Medicaid/waiver
billing, outcomes, financial reporting, and other tasks. Often, these tasks are
completed using disjointed, outdated systems that lead to inefficiency and
increased administrative costs.
What if there was a unified solution that could handle the multifaceted
administrative needs of a rehabilitation service agency and guarantee
HIPAA compliance?
Intuition by Vertex is a comprehensive software solution that is designed
specifically for organizations serving people with disabilities. Intuition takes
the best of Microsoft’s cloud technology and leverages more than 30 years
of software design to deliver a comprehensive solution that incorporates
virtually every administrative task into an easy-to-use software platform.
Intuition can save time that was previously spent on manual entry in multiple
systems and streamline data into one system. Your time savings will reduce
staff overhead costs so the money can be redirected into what matters
most—your clients.
Conclusion
While HIPAA does not promote a single technology solution over another, the
issues faced by covered entities only continue to grow—making it even more
difficult to continue using current systems.
Experts are quickly trying to promote better and more secure software
solutions for the future of human service agencies.
By upgrading to better storage and software solutions, organizations
will gain two benefits:
1. Compliance
2. Superior service
Many successful agencies are already using cloud-based technology
to increase their mobility and speed of information delivery. This leads
to better communication of best practices.
Software solutions, like those offered by Vertex Systems, are a great
investment for agencies serving people with disabilities. Vertex achieves
this by unifying the elements of time, staff, service, documentation,
authorization, and client management in one integrated system.
To learn more about Intuition by Vertex, contact us to schedule
a free consultation.
Who Is Vertex?
Vertex Systems was founded
in 1981 in Columbus, Ohio,
to provide software solutions to
organizations that serve people
with disabilities and barriers
to employment.
We provide intuitive, integrated
information solutions that lower
operating cost, maximize service
revenue reimbursements, and
guarantee accreditation and
governmental compliance.
We have been providing
market-leading solutions
to rehabilitation service
organizations for more than
three decades, working
with hundreds of vocational
rehabilitation, day services,
and supported living
providers nationwide.