All posts by admin

GHS- Why?… And What’s It All About

April 30, 2014 admin Leave a comment

There is an old adage: “You don’t know, what you don’t know”…And you may not know: Federal OSHA law mandates that you have an additional training module added to your list of OSHA requirements that deal with “international chemical safety in the workplace”.

The fancy name for this is Global Harmonization System (GHS) and it was required for all employees (full-time, part-time and even receptionists) as of December 1, 2013. GHS is the result of the Earth Summit, a meeting of international minds to help standardize chemical safety guidelines for all workplaces around the world. The GHS Standard is new to the USA but has been in full operation in Europe, Canada and several United Nations for the past 8 years. It deals with making the Material Safety Data Sheets (MSDS) of the USA to a standardized format, called Safety Data Sheets (SDS). These are to be hosted in a cloud library for easy access by all employees. The requirement is 24-hour access in case of a reaction to chemicals previously used in the workplace. Additionally, the Hazard Rating Labels of the USA turn into “pictograms”. Small universal symbols that convey chemical dangers when handling substances at work.

The most important thing for dental offices to be aware of is to get the required training under your belt ASAP if you have not yet completed this within your office. (It was due in place by December 1, 2013!). Choose a comprehensive program that gives you: Employee Training, Proof-of-GHS-Training Certificate, New OSHA Manual (written to this GHS Standard) and all updated Employee Paperwork. The GHS Complete Package is a favorite amongst dental professionals and it comes with a 30-minute navigational session of the materials with an OSHA/GHS Expert. This will help you “know what you need to know”. Get smart. Get GHS comprehensive training and “git er done!”

Written by Jill Obrochta & Heather Whitt of Dental Enhancements.

Featured, HIPAA, News and Blog

The Top (10) items to have ready for a HIPAA Auditor

April 25, 2014 admin Leave a comment

With the sweeping changes that came forth as a result of HIPAA Omnibus Rule (due in place in all healthcare facilities by September 23, 2013), there are some definite items you will want to have ready for any impromptu HIPAA audit. As of January 2014, a federal HIPAA taskforce has been out and about enforcing the new HIPAA Omnibus Rule. Non-compliance can get you into hefty fines (ranging from $10K-1.5M) and a HIPAA audit that can range from 3 – 18 months’ time, continually managed by the HIPAA auditor. Don’t get caught unprepared!

Here are our top 10 recommendations to be looking good during any audit.

1. Have your team trained to HIPAA Omnibus Rule Standard with proof-of-training

2. Have a new HIPAA manual written to the new Omnibus Rule Standard

3. Have required Business Associates Agreement signed by your vendors and on file

4. Update and utilize a new Patient Acknowledgement Form written to the New Omnibus Rule Standard

5. Display the new Notice of Privacy Practices in your office and on your website

6. Complete your Data Backup and Contingency Plan in written format

7. Make sure you are encrypting outgoing email

8. Make sure your data backup is offsite and encrypted (cloud off site streaming is preferred)

9. Implement all protocols regarding Protected Health Information (PHI) within your office

10.Get help from an expert HIPAA coaching service if you are overwhelmed

Don’t wait for that dreaded phone call or visit from a Federal HIPAA Auditor, make sure you choose a HIPAA coaching service that will give you comprehensive training protocols. We love the comprehensive 2014 HIPAA Omnibus Rule Complete Compliance Package. Get hip to HIPAA, it’s the law!

Written by Jill Obrochta and Heather Whitt

Featured, News and Blog, OSHA

Dental Office: Is Free OSHA Really Worth It?

April 22, 2014 admin Leave a comment

We’ve all been there: The Supply Rep brings in a decadent sandwich tray, you are eyeing the chocolate chip cookies, wondering if it’s worth the indulgence. Then you decide, you really must munch on something sweet just to tolerate the next 45 minutes of OSHA yammering! Is the free lunchtime OSHA really worth it?

Well, let’s face it: Free is free. And while you may get a review of safety laws and the convoluted requirements of OSHA, nothing free really amounts to much. Especially, when the OSHA Inspector shows up at your dental office ready to shoot holes through your Free OSHA Compliance Program. (Uggh… Agida! <hick-up>)

Let’s avoid the belly-aching and review the proper, comprehensive way to set up your OSHA Compliance Program. A really good OSHA Compliance Program will have (3) components. Don’t leave any of these out:

1. Have an Annual OSHA Employee Training Session

A proper OSHA Training Session requires you review and fully understand up to (23) areas of compliance. Make sure you have a certificate that references all 23 areas and that all employees sign off on this.

2. Obtain & Fill-Out All Required OSHA Employee Paperwork

There are (5) required forms for each employee to fill out. Make sure your receptionists and part-timers are included in this paper fiasco too. Everyone must comply.

3. Make Sure Your Facility is up to Complete OSHA Compliance

Choose a compliance company that has expertise in all OSHA regulations for the dental office. One that can offer a customized facility report for your office then help you get the recommendations into place.

So in the end, there really are no “free lunches”. Get yourself aligned with an OSHA Training Company that provides the “whole enchilada”. It’s easier on the palate and won’t come back up on you later. <burrrp>

Written by Jill Obrochta & Heather Whitt of Dental Enhancements

Featured, News and Blog, OSHA

Dental Office OSHA- Do We Really Have to Train Annually?

April 2, 2014 admin Leave a comment

OSHA Training never brings a smile to your face. Thinking about this arduous task makes most of us cringe. Seeing an OSHA Training Session, scheduled during your workday’s lunch hour is about as exciting as looking forward to doing your taxes. Nonetheless, a necessary evil.

Not only is OSHA Employee Training required for your dental office to do annually, but every dental office employee is required to complete it. This includes Receptionists, part-time employees, and even the Doctor! If you pull a paycheck from the practice, you have to be there. If you work at all within the office dwelling, you have to be there.

But let’s face it, not every employee may be able to attend the training in one set, given time. What are you to do? Thanks to modern technology and more creative means of accomplishing training, select OSHA Training Companies can offer you the convenience of replicating or repeating your training session for absentee employees. Even better, you should be able to obtain the training in a format that allows new-hires to train for free.

To accomplish this end, make sure to choose an Annual OSHA Employee Training Company that will provide the following: Proof-of-Training Certificate, Handout for your Employees to Follow, Test of the Materials Presented, Live Instruction— either in person or better yet, via webinar and access to an OSHA Expert for future reference regarding questions, clarifications and access to important updates.

A 5-Star, Industry Rated program comes from Dental Enhancements. The Initial Annual OSHA Employee Training Package comes also with a 72-Point OSHA Safety Facility Report. It is completed via the phone post-training session with one of your employees. Recommendations for rectifying any Non-OSHA Compliant areas within your office are reflected in your customized report, making this program a superior OSHA training solution that most dental offices value. It provides peace-of-mind for when an OSHA Inspector may “come-a-knockin” at your door. Unlimited OSHA support—in the form of telephone or email access is also provided for one full year with this program.

Feeling inspired? Much better huh? So when you see that OSHA Training Session scheduled during your precious lunch hour now, you can smile not cringe. It’s all about choosing the right OSHA Training coaches. So, choose…Don’t snooze. Don’t lose!

Written by Jill Obrochta & Heather Whitt of Dental Enhancements.

Featured, HIPAA, News and Blog

HIPAA Audits: Fact or Fiction?

April 19, 2014 admin Leave a comment

Is Mr. HIPAA Auditor really out there enforcing compliance? The fact is, he may be closer than you think. With the sweeping changes regarding HIPAA Omnibus Rule, tolerance for non-compliance is next to zero. If you have not completed your training to Omnibus Rule Standard, you may be in the dark, but ignorance in this case is NOT bliss! There are numerous forms, extensive protocols that were due in place in your dental office by September 23, 2013. There is no grace period, and there is no “I’ll get to later” attitude tolerated. This is a pressing issue and should be a priority- NOW! The key to a smooth transition into HIPAA Omnibus Rule compliance is a comprehensive, economical, and easily implemented HIPAA Omnibus Rule Training Program. Seeking this training from a reputable, knowledgeable company is a must.

Still not convinced this should be priority one in your dental office? Not sure if compliance to HIPAA Omnibus Rule is actually enforced? Allow us to present to you some recent actions as a result of non-compliance according to HHS.gov:

1. “The Hospice of Northern Idaho (HONI) has agreed to pay the U.S. Department of Health and Human Services (HHS) $50,000 to settle potential violations of the Health Insurance Portability and Accountability Act of 1996 (HIPAA) Security Rule. This is the first settlement involving a breach of unsecured electronic protected health information (ePHI) affecting fewer than 500 individuals.”

2. “Alaska Department of Health and Human Services (DHHS) has agreed to pay the U.S. Department of Health and Human Services’ (HHS) $1.7 million to settle potential violations of the Health Insurance Portability and Accountability Act of 1996 (HIPAA) Security Rule. Alaska also agreed to take corrective action to improve policies and procedures to safeguard the privacy and security of its patients’ protected health information. OCR’s investigation followed a breach report submitted by Alaska DHHS as required by the Health Information Technology for Economic and Clinical Health (HITECH) Act. The report indicated that a portable electronic storage device (USB hard drive) possibly containing ePHI was stolen from the vehicle of a DHHS employee. Over the course of the investigation, OCR found that DHHS did not have adequate policies and procedures in place to safeguard ePHI. Further, DHHS had not completed a risk analysis, implemented sufficient risk management measures, completed security training for its workforce members, implemented device and media controls, or addressed device and media encryption as required by the HIPAA Security Rule.”

3. “Idaho State University (ISU) has agreed to pay $400,000 to the U.S. Department of Health Human Services (HHS) for violations of the Health Insurance Portability and Accountability Act of 1996 (HIPAA) Security Rule. This settlement involves the breach of unsecured electronic protected health information (ePHI) of 17,500 individuals who were patients at an ISU clinic.”

If you think your practice is under the radar, think again! HIPAA audits can be kicked-off by disgruntled employees, HIPAA-savvy patients, or perhaps another healthcare provider who may make a complaint. The government is obligated to investigate every complaint, even if suspected untrue.

HIPAA Omnibus Rule is not going to go away, a HIPAA compliance company that will guide you through the twists and turns of compliance will be your greatest asset to protect your practice. Look for a compliance training company that will be your advocate in this cumbersome process. A company that will make compliance easy and stands by you when you need them to. Don’t leave yourself open and ripe for the picking!

Written by Jill Obrochta and Heather Whitt of Dental Enhancements

Featured, News and Blog, OSHA

Dental Office OSHA: 3 Key Factors to Success

April 18, 2014 admin Leave a comment

Creating an OSHA Compliance Program for your dental office can be a daunting task. If the thought of implementing or updating your OSHA program makes you cringe, want to pull your hair out or quit your job….Hang-in there, there’s help!

The key is to choose an OSHA Compliance Training Company that is comprehensive, hands-on with the required protocols and easy-to-work-with. You want an OSHA Company that is “on your side” not policing for osha.gov. Below are (3) Key Factors to keep in mind when creating or updating your dental office OSHA program:

1. Be Sure your Program is Comprehensive: In the recent year, there were sweeping changes with regards to OSHA compliance. In 2013, OSHA mandated that dental offices begin to implement the Global Harmonization System (GHS). This means that by December 1, 2013 you should have at least had your team trained to the GHS-Standard and be able to show proof of this training. OSHA manuals will need to be updated to the GHS standard as well as your employee paperwork. Proof-of-GHS-Training is a requirement, so you will want to have a GHS-Certificate or its equivalent. Make sure to choose a comprehensive GHS training solution. It will make your life with this new protocol logical and less stressed!

2. Work with OSHA Experts: New protocols?!! Uggh!… that’s enough to realize: “You don’t know what you don’t know…(but you need to!) And Mr. OSHA Inspector….doesn’t care!” Don’t risk being caught-up in an OSHA inspection and being called-out on not having these important and cumbersome new protocols in place. It’s not worth the time and aggravation a prolonged OSHA Inspection is sure to bring. Choose an OSHA compliance company that will have your back and make it easy. (We love one in particular!)

3. Update, Update, Update! It never ends! No, I’m serious. Just because you get the GHS Standards under-your-belt and in place within your dental office, don’t think the buck stops there! Compliance will always come with updates. It’s the name-of-the game. Again, make sure you choose an OSHA Compliance Training Company that will be your “OSHA dental tooth fairy”. One that will share updates with you throughout the year and also maintain an interactive relationship with you so you can be comfortable and confident in getting your OSHA groove-on. (What do you think they will leave under the pillow?)

Remember these (3) factors are the key to your OSHA compliance success. Don’t be fooled, it’s not that easy. Go search-out your OSHA Tooth Fairy now!

Written by Jill Obrochta & Heather Whitt of Dental Enhancements.

Featured, HIPAA, News and Blog

Dental Office HIPAA: 3 Key Factors to Success

April 17, 2014 admin Leave a comment

Creating a HIPAA Compliance Program for your dental office can be an arduous task. Just thinking about implementing the new HIPAA Omnibus Rules can be intimidating to say the least. And yes, HIPAA all changed as of September 23, 2013. So if you did not yet update your HIPAA Program to the new Omnibus Rule Standards, take-heed to our key recommendations for implementing a successful present-day HIPAA program. Reading the information below can make the difference between complete, comprehensive HIPAA Omnibus Rule Compliance and a “heaping HIPAA mess”….

1. Comprehensive is Key: Last September (2013), Federal HIPAA laws all changed. Make sure to choose a comprehensive HIPAA training solution. Implementing this without professional guidance may leave too many loose ends. These new laws are very precocious! Be sure your program includes: Employee Training, An new HIPAA Manual (written to Omnibus Rule Standards), Required Paper work for your Employees & Business Vendors, a Breach Reporting Protocol and new updated paperwork for patients too. Note that the new HIPAA law standards may be referred to as either “the Omnibus Rules” or “the Final Rule”. Choose a program that reflects such.

2. Work with HIPAA Experts: Make your life easier by choosing experts in this new area of HIPAA law. One that has had legal guidance when writing their program. Be sure that your HIPAA coaches will also offer updates to their program and that they can speak to all of the new Omnibus Rules with finesse.

3. Create a Relationship with your HIPAA Coach Be sure you can relate and interact with your new HIPAA coaches with ease. This subject matter is convoluted and complicated enough! You want to be sure you have an ally in the HIPAA Coach that you choose, not a heavy militant approach. Be sure that your HIPAA Guide can make themselves available via phone or email to answer questions and make clarifications as you implement these new cumbersome protocols.

HIPAA…It’s the new OSHA! But the new HIPAA laws are even more intense and expensive. Don’t be caught off-guard or out-of-sync. Get hip with a comprehensive HIPAA solution.

Written by Jill Obrochta & Heather Whitt of Dental Enhancements.

Featured, News and Blog, OSHA, Uncategorized

State vs. Federal OSHA Compliance: What You Need to Know

April 16, 2014 admin Leave a comment

It’s important to understand that OSHA Compliance is federally mandated. But State Protocols may apply and these trump the Federal laws. Pay attention, if you live in these States, you will have to seek out and apply the specific protocols within your State:

Alaska, Arizona, California, Connecticut, Hawaii, Iowa, Michigan, Minnesota, North Carolina, New Jersey, Nevada, New York, Oregon, South Carolina, Tennessee, Virginia, Washington, Wyoming.

You may also want to take into consideration that where OSHA leaves off local Health Department Protocols & State Dental Practice Acts Rules may hold you more accountable as well.

How do you keep track of all the many requirements that you may be subject to? It’s hard to “know what you don’t know”. Finding out the comprehensive facts can be next to impossible for the average dental practice.

Don’t sweat it. Make sure when you are choosing an OSHA Compliance Solutions Company that you ask the right questions. A good company will “hold-your-hand” over into “State Protocol and Dental Practice Act land”. A unique feature that is value-added whenever you purchase any OSHA Training Package from Dental Enhancements is that you receive access to their private State Protocol Webpage for both OSHA & HIPAA specifications. This takes the guesswork out of what you need and how to get it. Ahhh— a huge blessing.

So now you know: All OSHA is not created equal! Align with an OSHA Training Solutions Company that will extend a hand and take you the full distance with your OSHA & HIPAA compliance obligations.

Written by Jill Obrochta & Heather Whitt of Dental Enhancements.

Featured, HIPAA, News and Blog

Top 10 HIPAA Compliance Requirements

April 14, 2014 admin Leave a comment

If you need to put some “hip” into your dental offices HIPAA Compliance, listen up! HIPAA law all changed as of September 23, 2013. The government took 500 pages of HIPAA that existed in January of 2012— added 80 more pages and combined the two sets to create the new HIPAA Omnibus Rules. These new HIPAA mandates were due to be functioning within all USA healthcare facilities by September 23, 2013. Here is what is important:

1. A HIPAA Manual—written to the new Omnibus Rule standard.

2. Proof-of-Employee Training— a training session with particular components needs to be presented to each employee and all employees need to sign-off that they were trained.

3. Employee Confidentiality Agreements—these need to be kept on file for each employee too.

4. Business Vendor Confidentiality Agreements—Business Vendors who “see or use your Patient PHI” need to sign these agreements to protect your patient’s PHI.

5. New Patient Paperwork

6. New Business Protocols with regards to handling Patient Protected Health Information (PHI).

7. New protocols for handling PHI within your computer systems and email—A good HIPAA training company will interface with your IT tech or Dental software company on this one.

8. New Requirements to Upgrade Microsoft XP to more current HIPAA supported versions.

9. New Breach Reporting Protocols—you need to know how to handle accidental or misguided mis-use of patient PHI and how to report it promptly.

10. New Daily Data Back-Up Requirements—again you will need some interface with your IT Tech or dental software company for this one. HIPAA Training coaches or your dental supplier can also help explain these requirements.

Is your head spinning right about now? It should be! The Omnibus Rules are pretty intense. So are the fines for non-compliance (ranging from $10,000 – $1.5M)

What is an Omnibus anyway? By definition “omnibus” means “previous published parts combined to create a new volume”. Funny enough comic book series are written and republished in this fashion. But, truly, this is no joke! The new HIPAA Omnibus Rules (also referred to as “the Final Rule”) are pretty serious. If you need help wrapping your head around all of this, be sure to choose a compliance company that offers a Complete HIPAA Training Solution.

One that offers: training , paperwork, electronic versions of required forms, new HIPAA manual written to the new Final Rule Standard and guided help if you need it.

A great comprehensive training package that will give you everything you need and help you breathe a sigh of relief (as you can speak directly with a HIPAA exert as you implement this stuff) is crucial!

Get “hip” to the new HIPAA Omnibus Rules. The risk for non-compliance is just too costly.

Written by Jill Obrochta & Heather Whitt of Dental Enhancements.

All posts by admin

GHS- Why?… And What’s It All About

The Top (10) items to have ready for a HIPAA Auditor

Top 10 items to have ready for any OSHA inspection

Dental Office: Is Free OSHA Really Worth It?

Dental Office OSHA- Do We Really Have to Train Annually?

HIPAA Audits: Fact or Fiction?

Dental Office OSHA: 3 Key Factors to Success

Dental Office HIPAA: 3 Key Factors to Success

State vs. Federal OSHA Compliance: What You Need to Know

Top 10 HIPAA Compliance Requirements

Follow Us

Contact Us

Contact Us