Aug 16, 2017 | Uncategorized
Reduce ROI Cost and Risk Through Sound Workflow Design and Consistent Execution
Exploring Driver #2 & #3 of the “5 Things You Must Know Now About Release of Health Information”
By: Linda Kloss, MA, RHIA, FAHIMA
Increasing productivity is a central goal in today’s health care world. Increasing productivity involves improving output “task” time, speeding up. This is an important element, but for nearly all types of healthcare operations, productivity represents much more than speeding up. It’s not just how many records are coded per hour, it’s records coded per hour, while achieving accuracy benchmarks based on the type of record. Similarly, it’s not just volume of transcription output, but line or document output adjusted for error volume and value.
Healthcare organizations are embracing lean techniques to optimize clinical and administrative processes and six sigma techniques to reduce process variation and process defects. How should we describe and measure productivity for release and disclosure of health information? What are the essential workflow elements that should be considered in lean process design? What defects must be eliminated and measured?
Work process design involves six steps: Mapping the process, analyzing it, redesigning, acquiring resources, implementing and communicating change, and measuring elements of the process for continuous improvement. In mapping, analyzing and redesigning a process, look for and eliminate as much of the delay as possible—for the benefit of patients, other customers and those who manage the release processes. Delays can be breaks in the process for rework such as logging a request, retrieving records called for in the request, producing output, and billing the requestor. Delays may also be gaps between steps in the process, the handoffs that so often have negative impact on productivity. Rework and delays may also require seeking clarification to resolve uncertainty about the specifics of the request or the federal and state laws and regulations or organizational policies that guide how to fulfill them.
Verisma is transforming disclosure management by helping hospitals and clinics reduce process variation through an end-to-end technology-guided process-oriented approach. Verisma deploys user-friendly, yet sophisticated workflow tools to guide each step of the process while reducing delays with built-in compliance guidance. It automates the work of ongoing monitoring and process evaluating and it preserves a full record of work performed for compliance and transparency. When aggregated over time, the improved productivity based on reduced task time translates directly into tangible cost savings and intangible compliance risk avoidance.
The crux of productivity for disclosure management functions is aligning capabilities (technology and workflow tools) to well designed and executed processes performed by qualified staff and/or outsource partner, that are grounded in delivering value to customers and complying with regulations and policies. Measurements must take into account all elements for ongoing performance improvement.
Reducing ROI cost and risk through sound workflow design and execution should challenge HIM managers to consider the following:
- What are the steps in the end-to-end process? Where are the delays and breaks occurring and what are their root causes?
- Do we understand the customer value proposition for patient access? Are our processes optimized to deliver on them?
- Do our performance measures take in the capabilities, execution and outputs? How are they being used for ongoing improvement?
In our upcoming post, we will explore Driver #3 Enterprise Standardization Reduces Cost and Mitigates Risk of the “5 Things You Must Know Now About Release of Health Information.” As always, we encourage you to share your thoughts with us at solutions@verisma.com.
Jul 25, 2017 | Uncategorized
Exploring Driver #1 of the “5 Things You Must Know Now About Release of Health Information”
By: Linda Kloss, MA, RHIA, FAHIMA
Healthcare systems are reporting a 40+% increase in the volume of requests for protected health information in the first half of 2017 as compared to the same timeframe in 2016. This is a 40+% increase over already high volumes of requests from a growing list of requesters. Volumes will continue to increase particularly as patients are becoming more involved in their health and understand that they can and should have current versions of their health records.
The process for fulfilling requests has also changed very dramatically over recent years as EHRs have largely replaced paper records. For decades, HIM referred to the function of disclosing confidential patient information as “release of information” or R-O-I (too often requiring differentiation from the more commonly understood ROI, return on investment). A more precise and contemporary term is “disclosure” defined under HIPAA as the release, transfer, provision of access to, or divulging in any other manner of information outside the entity holding the information. While HITECH did not change this definition, it does change the accounting of such disclosures for organizations using an electronic health record, which now includes most healthcare organizations.
Verisma is leading the way in approaching R-O-I as disclosure management because this is what it must be in the world of electronic information; a different ball game than release of paper documents. In the R-O-I world, we thought in terms of pages of information. Pages were the basis for calculating the work effort and per page fees were hotly contested by state legislatures as interested parties sought to keep per page fees down while hospitals sought fair reimbursement. Those days are long gone.
In a typical EHR, the effort associated with producing an export for disclosure includes the effort required to determine the parameters of the information to be disclosed, apply the minimum necessary standard when applicable, ensure that there are no restrictions on the information’s release that requires additional permissions, identify source systems for the requested information, compile the extract, and produce the information in the format that is usable by the patient or other requester.
By any measure, electronic disclosure management represents a step up in complexity and requisite skills when compared to the old record copy days. This is particularly true as patients and others request longitudinal information and the volume and complexity of health information itself in electronic records continues to expand.
Volume and complexity is one of five drivers transforming health information disclosure management. With regard to this driver, healthcare organizations should consider the following:
- Do we know enough about how the types, volume and content of requests are changing?
- How well is the process for creating extractions from the electronic record understood and standardized?
- Do we understand the compliance pitfalls and have audit trails for Business Associates providing support for disclosure management?
In our next post, discussion will center around Drivers #2 ROI Process Variation Across a Health System is Costly and #3 ROI Process Variation is Risky of the “5 Things You Must Know Now About Release of Health Information.” We welcome you to share your comments and questions with us at solutions@verisma.com.
Jun 21, 2017 | Uncategorized
By: Linda Kloss, MA, RHIA, FAHIMA
How are leading healthcare organizations dealing with new regulations and challenges in release of confidential health information? Verisma explored this question at its first annual Disclosure Management Summit (user conference) this past May and confirmed five critical drivers for transformational change.
1. ROI Volume and Complexity is on the Rise
A typical academic medical center may process over 150,000 health record requests from patients and third parties each year. Requests are increasing in volumes year–over–year and the typical health system is more complex with the expansion of service lines and consolidations with ambulatory practices. Electronic health records allow access to digital information, but require careful assessment that information to be released is accurately obtained from multiple systems and often in multiple formats.
2. ROI Process Variation Across a Health System is Costly
The only way to reduce cost is to reduce preventable process variation through an end-to-end ROI workflow design. Healthcare is coming to understand this and is embracing lean and six sigma techniques across clinical and administrative functions. ROI processes that vary from site to site across the health systems adds costs. ROI is ripe for redesign to realize tangible cost reductions.
3. ROI Process Variation is Risky
ROI is an administrative process that must conform to federal and state laws and organizational standards and policy. The only way to reduce compliance risk is to build in compliance checks throughout the end-to-end ROI workflow and to build in full accountability to track and reduce errors and risks. Health systems can no longer tolerate inconsistent and ad hoc ROI processes across the enterprise.
4. Enterprise Standardization Reduces Cost and Mitigates Risk
Best-practices in ROI calls for a uniform set of policies and procedures across the entire health care enterprise. Uniformity in turn, requires technology to guide compliant workflow and allow managers to track and trend processing and release quality and productivity. Health systems will organize ROI services according to their goals and objectives, but technology-enable standardization is essential whether ROI is centralized, decentralized or outsourced.
5. Enterprise ROI Improves Customer Satisfaction
Best ROI practice health systems report important gains in customer satisfaction from standardization. Regardless of whether the patient initiates a request at the physician’s office or hospital, the request process is the same and he/she is able to secure the complete record without going from site to site. Enterprise ROI is an important element of a health system’s overall customer engagement initiative.
It’s time to modernize Release of Health Information with enterprise-wide compliant technology and up-to-date management practices. Learn how health systems using Verisma’s ROI and disclosure management technology and services are moving from siloes to enterprise approaches that are reducing risk and cost, while improving the satisfaction of patients and staff. To learn more about how Verisma can help transform ROI in your organization, contact us at solutions@verisma.com or call us directly at 866.390.7404.
In our subsequent blog posts, we will explore and dive deeper into each of these five critical drivers and we hope that you will engage and share your thoughts with us.
Jun 14, 2017 | Uncategorized
Matas Brings Industry Expertise and Experience to Verisma’s Leadership Team
ALEXANDRIA, VA. – June 14, 2017 – Verisma, the leader in release of information (ROI) automation systems for the healthcare industry, today announced James Matas is joining as Chief Financial Officer (CFO). Matas, a seasoned executive with over thirty years of experience, brings an extensive background in corporate finance and strategic planning in both the health information management and pharmaceutical industries. In his new position, Matas will be responsible for all financial management and operations including accounting, treasury, product pricing, contractual standards, internal controls, and business strategy and planning.
“We are thrilled to welcome Jim to Verisma; we are confident that he will have an immediate and positive impact on our business,” stated Marty McKenna, CEO of Verisma. “Jim will be instrumental in developing strategies to ensure the growth and scalability of our business, as well as serving as the liaison with external auditors, bankers, investors and advisors.”
“I’m excited to join the Verisma executive team at such a pivotal time in the company’s growth trajectory,” said Matas. “There are many opportunities ahead as we continue to streamline processes and improve the patient experience with our innovative ROI and disclosure management technology. I look forward to leading the charge with financial strategies and solutions that will drive the organization’s growth objectives.”
Prior to joining Verisma, Matas was the CFO of Precyse Solutions, Inc., a leading Health Information Management technology-enabled services company, where he led the finance, legal and compliance functions and worked extensively with investors and the Board of Directors. Jim’s leadership as a member of the Executive Team helped Precyse navigate a period of rapid growth with a tripling of revenue and developing a strong recurring revenue model. Before Precyse, Matas was the CFO of Investor Force, Inc., a venture backed firm that developed technology solutions for the financial services industry, and held various senior financial positions at IMS Health, Inc. in both the U.S. and Europe. IMS Health is the global leader in pharmaceutical market information.
Matas holds a Bachelor of Sciences Degree in Accounting from The Pennsylvania State University and a MBA with a concentration in pharmaceutical marketing from St. Joseph’s University. He is also a Certified Public Accountant and a member of the AICPA and PICPA.
About Verisma
Verisma is a health information technology provider focused on delivering unparalleled Release of Information (ROI) solutions to the healthcare industry. The company’s flagship ROI Automation System, Verisma® Release Manager (VRM), is utilized by well-known health care organizations nationwide. VRM automates workflow to improve turnaround times, reduce errors, and drive down costs – effectively automating medical records release while delivering comprehensive release audit capabilities. It is the only release technology with integrated HIPAA guidance and compliance review support. For additional information, please visit our website at www.verisma.com, call 866-390-7404 or email solutions@verisma.com
Jun 7, 2017 | Uncategorized
Date: June 28th, 2017, 2:00 pm – 3:00 pm EST
Presenters:
Mary Kay Plesser, MHSA, RHIA, Froedtert and the Medical College of Wisconsin
Jon Neiditz, JD, Kilpatrick, Townsend & Stockton LLP
Linda Kloss, MA, RHIA, Kloss Strategic Advisors
This webinar will focus on the legal, compliance and business case rationale for taking an enterprise-wide, unified approach to managing the disclosure of patient information. During this presentation, Mary Kay Plesser, Director of Health Information Management Operations at Froedtert & the Medical College of Wisconsin, Jon Neiditz, Partner, Privacy & Data Governance Practice at Kilpatrick Townsend & Stockton LLP and Linda Kloss, President of Kloss Strategic Advisors will engage attendees in considering the benefits, challenges and best practice approaches to moving from siloed to uniform disclosure management across the healthcare enterprise.
Join the webinar to learn:
- How Froedtert and the Medical College of Wisconsin is consolidating their ROI and disclosure practices into one enterprise function
- Four legal bases for uniform enterprise disclosure management
- Most challenging barriers to improving access and disclosure practices
- Making the case and gaining support for unifying ROI across the enterprise
Approved for 1 AHIMA CEU Credit: Management Development
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