Tag Archives: HIPAA training

Featured, HIPAA, News and Blog, OSHA

Dental office OSHA and HIPAA – WHAT’S REQUIRED?

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If you don’t know the answer to this question, you are in for a surprise! You are not the only one in the dark regarding compliance deadlines when it comes to OSHA and HIPAA. Let us enlighten you.

Let’s begin at the beginning! Annual OSHA Employee Training is required for Federal OSHA compliance, this you may already know.

In addition to that, there was an International Chemical Safety Module added last year called The Global Harmonization System Law (GHS). It is in fact, is a completely separate training requirement from Annual OSHA Employee Training. Not to worry, don’t be overwhelmed, help is available. There are easy, affordable options to help you achieve the GHS training requirement. Selecting the right training program is key! You want a comprehensive, yet simple program (with hand-holding if necessary). Be sure you choose a company that will walk you through the process and provides outstanding service as well.

If that isn’t enough to make your head spin, there’s more! HIPAA has completely changed as of last year. The new protocols are called HIPAA Omnibus Rule. All training and implementation of new protocols were due in place by September 23, 2013. Dental offices now need to be compliant to the Omnibus Rules. This involves employee training and new patient forms, as well as a new HIPAA manual written to the new Omnibus Rule Standard. Again, choosing a user-friendly compliance training program is key! Choosing a compliance company that will walk you through this process, provide ready-to-use forms and easy-to-understand training is paramount. HIPAA compliance is very complex and overwhelming on its own. Don’t try to navigate this slippery slope on your own, help is only a phone call away! For a free HIPAA consultation for your dental office, call 941-587-2864.

Written by Jill Obrochta and Heather Whitt of Dental Enhancements

 

Featured, HIPAA, News and Blog

Dental office: HIPAA- what paperwork is required?

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So you are in charge of HIPAA Compliance for your dental office, now what? If you are wondering where to even start, you are not alone. Knowing what paperwork is required is imperative (and it is extensive!) As of September 23, 2013, federal HIPAA Law was updated to the new Omnibus Rule Standard. 580 pages of revised HIPAA law. You may feel overwhelmed, but there are options to make implementing  HIPAA Omnibus Rule protocols within your dental practice smooth and successful. All of your current HIPAA forms will need to change, and you are responsible for adding a few more! Choosing a HIPAA expert that provides ready-to-use forms is priceless! If you are in charge of making your own HIPAA forms, that is a daunting task. If you do not want that headache and responsibility, you absolutely should choose a HIPAA compliance training company that will create and provide all the forms for you compliant to Omnibus Rule. Training you and all of your employees to HIPAA Omnibus Rule Standards is also imperative. You’ll also need a new  HIPAA manual written to Omnibus Rule. So back to forms, what is required?

1.    New Employee and Business Associate Confidentiality Agreements

2.    New Patient Acknowledgement Forms, Omnibus Rule Compliant

3.    New Notice of Privacy Practices disclosed

4.    Third Party Release Form for Medical Records

5.    Many others

6.    A new HIPAA manual written to Omnibus Rule Requirements

 

Don’t fret. Instead, choose a HIPAA compliance company that specializes in helping dental offices get completely HIPAA Omnibus Rule compliant. Hip hop over to check out this HIPAA Omnibus Rule Complete Package, it’s our favorite!

 

Written by: Jill Obrochta and Heather Whitt of Dental Enhancements

Featured, HIPAA, News and Blog

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

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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, HIPAA, News and Blog

Top (6) HIPAA Finable Offenses

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Is your dental office ready for a HIPAA Audit?  Do you know what HIPAA Auditors will be looking for within your dental office?

HIPAA laws all changed as of September 23, 2013.  The new HIPAA Omnibus Rules can be overwhelming, confusing and difficult to implement. 

It’s important to get your entire team trained up on these new HIPAA Omnibus Rules and also be aware of what HIPAA Auditors will be checking for at your dental office.  Finding a HIPAA Compliance Training Company that will provide comprehensive insight on these new HIPAA laws is critical.  Listed below are HIPAA Auditors top (6) favorite finable HIPAA offenses:

1.        Implementing all new HIPAA Omnibus Rules within your office— This means having all new forms and written policies to the new HIPAA Omnibus Rule standard in place and functioning within your dental office.  This will include:  new Patient Forms, New Proof-of-Employee Training and even new Vendor Confidentiality Agreements to protect your patient’s private information.

2.       New HIPAA Manual written to the new Omnibus Rule Standards— With HIPAA laws changing to this new Omnibus Rule Standard all of your HIPAA  required forms and policies within your HIPAA Manual will need to be revised and updated.  Best to update and obtain a new one.  Also, keep in mind that several forms will need to be updated for patients, employees and vendors with regards to HIPAA.

3.       New HIPAA Omnibus Rule Forms— As aforementioned, you will need new forms for all patients to sign, a new notice of these HIPAA Omnibus Rules, and Business Vendors as well as Employees will need proof-of-acknowledgement that they understand how to handle and protect Patient Protected Heath Information (PHI).

4.       Daily Data Back-Up & Contingency Requirements—  This is a grey area that leaves a lot to interpretation.  But it is also one of the first areas that a HIPAA Auditor will look into.  Make sure you understand how to best have your data backed-up to the standard:  “Off-Site & Encrypted”.  Best Practices will have you backing up to a cloud that is either “live-cloud streaming” or “snapshot” of your important business and patient data.  Talk to a HIPAA internet expert to make sure you get this one right!

5.       Encryption on Out-Going Emails from your office— If your office uses outgoing email accounts like:  Gmail, Hotmail, Yahoo or Aol, and you send patient info within these emails, you will need to add an encryption software to your outgoing emails.  Your current dental software provider,  dental supplier or IT tech can help you secure this HIPAA required service.  Good news is that is does not cost much.  Usually just $2-$3 per month.

6.       Updates to your Microsoft XP Software— As of April 8, 2014 dental offices using Microsoft XP will no longer be HIPAA compliant.  Microsoft will stop providing free updates forcing dental offices to comply with the new Federal Standards.   If you are using computers within your dental office, you must have HIPAA compliant software operational within your office.  Upgrading to Windows 7 or 8 will do the trick.  These are written to the new HIPAA compliance standard.  

How do you feel now?  Are you HIPAA Auditor ready?  If not, stop stalling!  Find a HIPAA Expert that can help you scrutinize your HIPAA protocols and provide all of the forms, training and guidance you will need.  Get “hip” to the new HIPAA Omnibus Rules.

Written by Jill Obrochta and Heather Whitt of Dental Enhancements.