How Do I Fulfill Continuity of Care Requests?

How Do I Fulfill Continuity of Care Requests?

By Elizabeth McElhiney, MHA, CHPS, CPHIMS, CRIS
Director of Compliance and Government Affairs
Verisma
December 9, 2024

When a patient moves between healthcare providers, their medical information and records often need to follow. Records necessary for care of the patient fall under the treatment provision on the Health Insurance Portability and Accountability Act (HIPAA) Privacy Rule and (generally) don’t require an authorization from the patient or their personal representative. But when sharing records with another facility for treatment purposes, what and how much should you disclose?

What’s Transfer of Care?

While a Continuity of Care request is often a patient travelling between providers, the patient remains actively involved with both organizations. Consider a patient moving between a primary care physician and a cardiologist. It’s important for both providers to know what the other facility’s treatment of the patient entailed. So, they may submit a Continuity of Care request to obtain the records from the other provider.

A Transfer of Care request is different. In a Transfer of Care, the patient is transferring who’ll provide his or her care from one provider to another, and there’s no intent for the patient to return to the originating organization. Transfer of Care requests happen most often when the patient has moved and established care with a new provider.

Minimum Necessary Standard

The minimum necessary standard of the HIPAA Privacy Rule requires a provider to disclose the minimum amount of information be disclosed to accomplish the intended purpose. However, the minimum necessary standard isn’t required to apply to provider-to-provider requests for treatment purposes. Providers are permitted to request and disclose the amount of PHI necessary to treat a patient. The releasing provider is permitted to rely on the requesting provider’s judgment about what’s the minimum amount of information needed. Even though minimum necessary may not be required for Continuity of Care or Transfer of Care requests, the framework can serve as a best practice to get the most meaningful information to another provider.

When a provider receives hundreds of pages of medical records, it’s burdensome for them to sort through the information and determine what’s needed. The electronic health record (EHR) can be filled with “note bloat” and templated, duplicative information. For Continuity of Care purposes, most providers only need the most recent records of a patient. Sending all records for Continuity of Care requests can be a waste of time and resources. Applying the minimum necessary standard to Continuity of Care and Transfer of Care requests allows providers to receive the most pertinent information often on the first request. Of course, if the requesting provider needs more records, a second release of information (ROI) can occur with the transfer of the additional records.

Creating a Continuity of Care Policy

It’s important healthcare organizations create policies and procedures remaining consistent when applying standards like the minimum necessary. This can be done through a general ROI policy or within linked procedures and workflows. In either case, when your organization implements the minimum necessary standard for Continuity of Care or Transfer of Care requests, you should outline what factors are considered to limit the number of pages or information initially disclosed.

These factors could include, but aren’t limited to:

  • An understanding with the receiving practice on what they want to receive
  • Patient age
  • Patient condition
  • Size of the medical record
  • Organization’s EHR solution
  • The specialty of the provider

If your organization decides to limit the information initially sent to the requesting provider, it’s critical you make the receiving facility aware not all the information has been sent. This can be incorporated through a cover letter indicating the most recent records have been sent and include instructions on how the provider may request additional records if needed.

Release Record Requests to a Partner

If you find Continuity of Care, Transfer of Care, and all other record requests take too much of your staff’s valuable time, consider releasing this administrative burden to a partner. Verisma processes hundreds of millions of record requests annually and is an industry-leader with the highest accuracy rate. If you need to focus more on patient care, request a demo today to see how we can help.

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Verisma Acquires Olah, Streamlining Patient Data Management  for Hospitals and Healthcare Facilities Nationwide

Verisma Acquires Olah, Streamlining Patient Data Management for Hospitals and Healthcare Facilities Nationwide

Advances Strategy to be the Leading End-to-End, Secure, Intelligent Data Management Company

Alpharetta, Ga., Nov. 20, 2024Verisma, a leading provider of intelligent health data management solutions, announces today the company is acquiring Olah Healthcare Technology. Olah’s Enterprise Archiving Solution (EAS) seamlessly integrates with electronic health records (EHR), offering secure and efficient ways to retire, archive and access legacy data. Together, the companies will empower healthcare providers with a scalable, interoperable and trusted platform safeguarding patient information, enhancing regulatory compliance, and optimizing data accessibility and security.

“Olah is thrilled to join Verisma,” says Chad Hill, CEO at Olah joining as SVP of Data Archiving at Verisma. “We’re eager to further invest in our EAS capabilities to continue to simplify the archiving process while leveraging Verisma’s expertise to improve data management. We look forward to driving efficiency gains, saving providers money, and reducing IT frustration – allowing the focus to remain on patient care.”

Verisma, honored for the fifth consecutive year as the top release of information (ROI) and audit management provider in Black Book’s 2024 client survey, has been a trusted partner in patient privacy and data management for over 22 years – now supporting 20,000 healthcare facilities nationwide. With this extensive experience, Verisma has unique perspective on data usage and is well-equipped to integrate archiving into a comprehensive data management solution built on the promise to protect truth and accuracy.

At the time of publication, the Data Archiving 2024 report by KLAS Research rated Olah the highest company among KLAS segments in their market – highlighting the organization’s strengths in flexibility, interoperability, and strong customer support. Black Book’s 2023 and 2024 user surveys also recognized Olah as a top-performing vendor driving the industry forward in Enterprise Data Archiving and Migration.

“Acquiring Olah furthers Verisma’s vision to be the market leader in data management across the healthcare continuum,” says Marty McKenna, President and CEO at Verisma. “Millions of patient records are accessed and delivered between systems and non-healthcare third parties every day – creating the need for health systems to partner with a technology vendor to manage this process in a private, secure and compliant manner. Providers require a trusted solution, and we’re a one-stop shop delivering the complete picture – helping manage accurate patient data across multiple sources flowing into, and out of, systems reliably.”

ABOUT OLAH

Olah makes it easy for healthcare systems and hospitals to let go of old applications without letting go of the critical information inside them. Olah’s modern enterprise archiving solution (EAS™) can move just one or all critical legacy systems at once using lift-and-shift technology that preserves data integrity and vital access. Olah’s solution works for any system, from EMRs to business systems, patient records to finance. For more information, please visit www.olahht.com.

ABOUT VERISMA

Verisma’s leading technology and solutions empower healthcare providers to streamline the exchange of protected health information that facilitates value-based care programs, bridges gaps in care coordination, and supports legal proceedings. Our HITRUST®-certified technology enhances interoperability to deliver cutting-edge release of information (ROI) and care coordination solutions (CCS) that adhere to the highest standards in data security and patient protection. For more information, visit www.verisma.com.

CONTACT

Amanda Ingalls
aingalls@verisma.com

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Verisma Recognized as #1 Release of Information Solution in Annual Black Book Survey, Driving Patient Satisfaction and Operational Excellence

Verisma Recognized as #1 Release of Information Solution in Annual Black Book Survey, Driving Patient Satisfaction and Operational Excellence

Oct. 16, 2024 – Verisma, a leading provider of intelligent health data management solutions, has been named the top overall vendor for release of information (ROI) and audit management for the fifth consecutive year in the annual Black Book Research Release of Information Client Survey, a comprehensive polling of providers, payers and patients.

This recognition reflects Verisma’s continued leadership and commitment to empowering healthcare organizations with secure, compliant and efficient ROI solutions prioritizing operational efficiency and patient satisfaction. The 2024 survey includes feedback from 902 physician practices, 772 hospital and health system users, and 130 health plan executives – underscoring Verisma’s broad industry impact. ROI solutions play a critical role in ensuring compliance with HIPAA regulations while protecting sensitive patient data.

“Verisma’s platform facilitates the safe exchange of patient information and helps improve care coordination, allowing healthcare teams to deliver higher-quality care,” said Doug Brown, Founder of Black Book Research. “By streamlining data sharing, Verisma’s ROI solutions enhance clinical decision-making and ensure accuracy, which is essential for providers and patients.”

An ad hoc Q3 survey focused on the patient perspective of ROI satisfaction comprised of 1,220 healthcare consumers – including 445 health plan members and 775 provider patients – further emphasized the importance of consumer satisfaction in shaping the development of ROI solutions. Patients now expect greater transparency, speed and security when accessing their health information. “Verisma’s solutions have been designed with these expectations in mind, offering user-friendly interfaces, timely information processing, and the highest levels of data security to meet patients’ needs,” added Brown.

Key features of ROI solutions users rated highest across the field of 20 solutions providers include:

  • User-Friendly Interfaces: Verisma’s intuitive design rated #1 for patients to retrieve their records, improving satisfaction by simplifying access to vital information.
  • Timeliness of Information: Accelerated release of patient information, reducing delays and improving the overall patient experience by ensuring timely delivery of requested records, another key performance indicator Verisma rated top among competitors and demanded 99 percent of surveyed providers, payers and patients collectively.
  • Transparency and Trust: Clear communication, informing patients what data is being shared and why, fostering trust and improving satisfaction – including vendor accountability and ethics.
  • Data Security and Privacy: With patient concerns about health data security on the rise, ROI solutions’ robust encryption and compliance with HIPAA regulations provide peace of mind, enhancing patient confidence and engagement.
  • Seamless EHR Integration: ROI solutions must seamlessly integrate with major EHR systems, ensuring accuracy and completeness of shared information, directly impacting patient satisfaction.

Verisma achieved the highest client experience ratings in 12 out of 18 ROI-centric performance indicators, particularly standing out for its seamless integration with EHR systems, cybersecurity, usability, and its robust management of the protection of patient data.

According to 97 percent of surveyed clients, Verisma’s ROI solutions significantly enhanced patient experience by expediting the release of information. Faster and more accurate access to health records was directly linked to higher patient satisfaction, demonstrating the critical role ROI technology plays in improving patient engagement.

“While ROI solutions bring numerous advantages, their success relies on aligning with organizational policies, regulatory requirements, and thorough user training to ensure maximum efficiency and compliance,” Brown added. “Verisma’s continued leadership in the industry reflects its unwavering commitment to advancing patient-centric solutions balancing operational needs with the highest standards of care and security.”

ABOUT VERISMA

Verisma’s leading technology and solutions empower healthcare providers to streamline the exchange of protected health information that facilitates value-based care programs, bridges gaps in care coordination, and supports legal proceedings. Our HITRUST®-certified technology enhances interoperability to deliver cutting-edge release of information (ROI) and care coordination solutions (CCS) that adhere to the highest standards in data security and patient protection. For more information, visit www.verisma.com.

ABOUT BLACK BOOK

Black Book Research does not engage in any contractual, bartering, or direct service agreements with firms mentioned in its rankings. It reports satisfaction and client experience results publicly before notifying vendors and does not charge participation, review, or consultation fees. Neither Black Book™, its founder, nor its staff hold financial interests in any vendors surveyed. Since 2000, Black Book™ has polled satisfaction in over 30 industries globally and, since 2009, has focused on healthcare software and services, validated the opinions of nearly three million technology users and the performance history of four thousand vendors across various healthcare sectors.

Source: Black Book Research

ABOUT BLACK BOOK MARKET RESEARCH

Black Book Market Research LLC, provides healthcare IT users, media, investors, analysts, quality minded vendors, prospective software system buyers, and pharmaceutical manufacturers with client experience competitive analysis and purchasing trends.

http://www.blackbookmarketresearch.com | Media Room

COMPANY ADDRESS

Black Book Market Research
3030 North Rocky Point Drive (Suite 150)
Tampa, FL 33607
United States

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What’s the Minimum Necessary Standard and What Does It Mean for Your Practice?

What’s the Minimum Necessary Standard and What Does It Mean for Your Practice?

By Elizabeth McElhiney, MHA, CHPS, CPHIMS, CRIS
Director of Compliance and Government Affairs
Verisma
September 30, 2024

Annoyed and confrontational requestors may challenge the content provided in response to a request for medical records because they don’t think they received the precise information requested. These complaints can happen when requestors are unfamiliar with the minimum necessary standard.

If your organization adheres to its policies, it’s likely you’re compliant with HIPAA provisions despite pushback from requestors. Your organization isn’t required to spend hours sifting through the medical records and parsing out information to spare a requestor spending time to locate the information they deem relevant.

What’s HIPAA minimum necessary standard?

Covered entities and business associates are required by the Standards for Privacy of Individually Identifiable Health Information (Privacy Rule)[1] to take reasonable efforts to limit the release of protected health information (PHI) to the minimum necessary to accomplish the intended purpose of the request,[2] often referred to as the minimum necessary standard. It’s designed to be flexible and places the authority with the covered entity to determine implementation.[3]

How does the minimum necessary requirement rule work?

A healthcare organization must develop and implement policies and procedures appropriate for its organization and reflect the business practices and workforce. The organization’s policies and procedures must identify who needs access to PHI to fulfill job responsibilities, categories of PHI needed, and conditions where access is appropriate. For instance, a hospital can permit doctors, nurses or others involved in treatment to have access to the full medical record. When the entire medical record is necessary, the organization’s policies and procedures must state so and include a justification.

When does the minimum necessary standard not apply?

  • Healthcare providers making a request for treatment purposes
  • Patients when they request for their records
  • Requests with valid authorization
  • Requests required for compliance with HIPAA Administrative Simplifications Rules
  • U.S. Department of Health and Human Services (HHS) requests for disclosure of information required under the Privacy Rule for enforcement purposes
  • When the request is required by law

Who decides what’s minimum necessary?

A covered entity may rely on its business associate re: the minimum amount of information needed for a reasonable request to disclose PHI. Covered entities can defer to Verisma and let us handle the burden. As a trusted business associate, we provide requestors with the right information. Covered entities entrust us with PHI, and we have an obligation to disclose information correctly. We’ve developed policies and procedures for implementing the minimum necessary standard so our fulfillment of applicable requests is compliant with the Privacy Rule.

Verisma and your minimum necessary policy

We do what’s in the best interest of our clients. During the implementation process, we’ll work together to make sure we have a clear understanding of what minimum necessary means for your organization.

Learn more by contacting our team of healthcare data experts.

[1] 45 CFR Part 160 and Part 164, Subparts A and E
[2] 45 CFR 164.502(b)
[3] https://www.hhs.gov/hipaa/for-professionals/privacy/guidance/minimum-necessary-requirement/index.html

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Verisma Appoints Six Leaders to Support Healthcare Information Growth

Verisma Appoints Six Leaders to Support Healthcare Information Growth

CFO, SVP of Corporate Development, SVP of Sales, VP of Research & Development,
VP of Health Plan Performance, and General Counsel Join Company to Drive Organizational Excellence

Alpharetta, Ga., Sep. 4, 2024Verisma, a leading provider of health information (HI) solutions, announces today the addition of six highly accomplished executives to its leadership team. The company welcomes Mitch Abeln as Chief Financial Officer, Matt Plevelich as SVP of Corporate Development, Jenna Grange as SVP of Sales, Mike McAfee as VP of Research & Development, Jeannie Hennum as VP of Health Plan Performance, and Becca Mix as General Counsel. The strategic appointments are indicative of Verisma’s commitment to sustained growth and organizational excellence.

Verisma has consistently positioned itself at the forefront of the healthcare industry, providing innovative technology and solutions streamlining the exchange of protected medical information facilitating value-based care, bridging gaps in care coordination, and supporting legal proceedings. As the company prepares for the next phase of expansion with innovative release of information (ROI), care coordination solutions (CCS), and audit management at health facilities nationwide, these new leaders bring extensive expertise and a shared vision to drive strategies aligning with company goals.

Mitch Abeln is Verisma’s CFO, bringing 15+ years of experience across multiple industries focusing on healthcare, logistics and energy. Previously, Mr. Abeln was CFO at Transworld Systems Inc. (TSI) after he led financial planning and analysis (FP&A) at Verisma, merging ScanSTAT and Verisma into a single entity.

Matt Plevelich further expands customer offerings as SVP of Corporate Development. Mr. Plevelich spent his career at NewSpring Capital, starting as an intern and rising to Principal in Healthcare Strategy. He also serves on the Board of Gaudenzia, the largest nonprofit provider of substance use disorder (SUD) treatment in the Mid-Atlantic.

Jenna Grange sets sales strategy, drives revenue growth, and ensures customer satisfaction as SVP of Sales. Most recently she was SVP of Sales at Revecore. Prior to that Ms. Grange was VP of Sales at Experian Health. She has also held positions at several other healthcare IT (HIT) organizations and has a proven track record of building sales teams and growing topline revenue.

Mike McAfee leads Verisma’s R&D team as VP of Research and Development, after working for the company as a consultant. Mr. McAfee has 25+ years of healthcare IT experience, dedicating his career to advancing targeted outcomes clinically and financially – applying interoperability practices to departmental systems and population health & consumer platforms as VP of Product at Teladoc, AVP of Population Health & Interoperability at Allscripts, and Director of Technical Solutions at dbMotion.

Jeannie Hennum runs Verisma’s Health Plan Performance as VP, supporting value-based care initiatives. She has 25+ years of experience focused on payers and providers in medical record retrieval, ROI, risk adjustment, quality measures, and claims adjudication. Prior to joining Verisma, Ms. Hennum was a VP at Optum, the CEO of ChartFast, and an SVP at CIOX (now Datavant).

Becca Mix heads Verisma’s legal team as General Counsel – delivering policies meeting healthcare regulatory compliance, streamlining operations, and driving cost savings as well as her contract management and negotiation skills. Ms. Mix previously led various legal activities at Blue Cross Blue Shield of Louisiana, DentaQuest, and Dana-Farber Cancer Institute.

The executives will work closely with Verisma President and CEO Marty McKenna and the rest of the leadership team to drive the company’s strategic growth objectives. Their combined expertise will bolster financial performance, optimize operations, and cultivate a thriving workforce – positioning Verisma for continued success in the evolving healthcare landscape.

“I’m thrilled our leadership team and all Verisma employees are focused on our ambitious growth trajectory as we serve healthcare providers and advance patient care,” says Marty McKenna, President and CEO at Verisma. “Leveraging our core resources, we’ll propel the company forward and enhance our position as a health information industry leader for better medical outcomes.”

ABOUT VERISMA

Verisma’s leading technology and solutions empower healthcare providers to streamline the exchange of protected health information that facilitates value-based care programs, bridges gaps in care coordination, and supports legal proceedings. Our HITRUST®-certified technology enhances interoperability to deliver cutting-edge release of information (ROI) and care coordination solutions (CCS) that adhere to the highest standards in data security and patient protection. For more information, visit www.verisma.com.

Press contact information:
Amanda Ingalls
Verisma
949-241-1515
aingalls@verisma.com

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