Tag Archives: requirements

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, OSHA

Dental Office: Where’s Your OSHA Tooth Fairy?

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It’s no joke, having to face OSHA Compliance (especially if you are the one in charge of it!) is a pain!  No worries, sit back click your heels together and we are about to make the pain subside.  Keep in mind these (3) factors and you will be flying high with OSHA compliance:

 

1.   Comprehensive Is Key!:  In 2013 OSHA compliance mandated that dental offices begin to implement the Global Harmonization System (GHS).  By December 1, 2013 it was required that all employees be trained to this GHS-Standard. Proof of this training is also required.  Your OSHA Manual will also need to be updated to this new GHS standard.  Finally, your required OSHA Employee Paperwork needs to be updated too.  Don’t feel overwhelmed or discouraged.  Simply choose a comprehensive GHS training solution.  This one seems to be written by the tooth fairy herself.  It’s logical and stress-free!

 

2.   Seek Expert Advice:  Plain and simple: Work with OSHA Experts! The new protocols are complex and “You don’t know what you don’t know…(but you need to!)  Don’t put your office at risk for a stressful OSHA inspection.  It’s not worth the agony. Be sure to choose an OSHA compliance company that will protect and guide you.  (This company makes it easy!)

 

3.   Are You Up-to-Date?  There is no excuse for non-compliance, And “not knowing” is not a good answer! GHS Standards will undoubtedly change and update.  Stay in-touch with a compliance company that will provide comprehensive yet easy-to-understand compliance updates.  Choose an OSHA Compliance Training Company that will share updates with you throughout the year and provide an interactive relationship.  You will gain comfort, confidence, and peace-of-mind.

 

Remember these (3) factors are the key to your OSHA compliance success.  The OSHA Tooth Fairy is out there.  Call her at 941-587-2864.

 

Written by Jill Obrochta RDH BS & Heather Whitt EFDA 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, News and Blog, OSHA

Top 10 items to have ready for any OSHA inspection

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 Make sure you are prepared for Mr. OSHA inspector. These are the top 10 things that most OSHA inspectors will look for:

       1.   Your annual OSHA employee proof-of-training certificate

       2.   Other OSHA required paperwork and records

       3.    Proof of GHS Training Certificate

       4.   Biohazard receipts (for the past 3 years)

       5.   3rd party Spore Strip Test Reports

       6.    Updated OSHA Manual written to GHS (Global Harmonization System) Standard

       7.   Small red bag in every operatory

       8.   Small red sharps container in every operatory

       9.   All team have access to and should be wearing long sleeved labcoats

     10.    No food or drink outside of designated break room

Of course there are many other areas of OSHA compliance. Best practices would be to hire a competent OSHA compliance training company that will make your office compliant in these 3 areas:

1.   Annual OSHA employee training

2.   All required paperwork and manuals

3.   Customized Facility Report

You will also want to have ongoing communication with their OSHA experts. Our favorite program is the Initial Annual OSHA Employee Training Package or the All in One OSHA Training Package.

Don’t be caught unprepared, make sure your training company has your back.

 

Written by Jill Obrochta and Heather Whitt of Dental Enhancements

Featured, News and Blog, OSHA

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

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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, News and Blog, OSHA

Dental Office OSHA: 3 Key Factors to Success

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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, News and Blog, OSHA, Uncategorized

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

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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.