Developing Best Practices in Release of Information for Your

Health Information Management Department

Presented by:

Fig GungorChief Executive Officer

What is release of information (ROI)?

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the process to release protected health information (PHI)

o requestors submit authorization for specific records

o process exists in all medical record departments, including hospitals and medical facilities

o health information management departments are required to comply with all laws and procedures regarding the release

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Best Practices

Best Practices#1: Creating Efficiency

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establish validation process to screen authorizations

leverage available technology to enhance accountability

define department standards

develop systems and protocols

Best Practices#2: Attracting & Retaining High-Quality Staff

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recruitment & retentiono what types of individuals are you attracting?

o what experience is necessary for your department?o are you utilizing your available resources to find top candidates?

training necessitieso a clearly defined training programo developed expectationso staff solely focused on ROI-specific tasks

Best Practices#3: HIPAA Compliance

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health insurance portability & accountability Act (HIPAA) has evolved to define standards when sharing PHI

o privacy ruleo accounting of disclosureso meaningful use rule

training in specific HIPAA rules associated with ROI is essential

o understanding of HIPAA rules & regulations

o components of a medical recordo request letter and authorizationo documents that can and cannot be releasedo IT compliance

Best Practices#4: Tracking & Reporting Capabilities

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tools that allow every request to be tracked

o local and/or web-based applicationso provides accountability for the life-cycle of all entered requestso important for meeting required deadlines

o vital for RAC requests

reporting provides control and access to:

o completed requestso requests in progresso outstanding requests

Summary

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imperative to develop a set of best business practices for your department’s ROI process

o creating efficiencyo attracting & retaining high-quality staffo HIPAA complianceo tracking & reporting

from experience, the most relevant include:

premiere solution can be achieved in-house, with a vendor or by utilizing both

Summary

Fig GungorChief Executive Officer

www.onesourcedoc.com