- The HITECH Act of 2009 enforces necessary guidelines
- Securing Protected Health Information (PHI) is essential to Electronic Health Record (EHR) adoption
- Healthcare facilities must meet stringent measures for PQRI payouts
The Health Insurance Portability and Accountability Act (HIPAA) has planted roots and grown as of President Obama’s enactment of the Recovery Act of 2009. For healthcare facilities, this Act brings reform, higher payouts for electronic processing in a given timeframe, stringent security policies, and a tighter rein on information security and strength in enforcing the privacy rules governing network security.
The Health Information Technology for Economic and Clinical Health (HITECH) Act that coincides with the Recovery Act of 2009 is a set of rules and guidelines that must be followed to ensure Protected Health Information (PHI) remains private, is collected and documented in the manner necessary for proper reimbursement, and meets the level of security required by HIPAA. It affects how healthcare facilities store, retrieve and transfer data across the network, use PHI in software programs, discuss PHI in electronic mail processes, and transfer data through use of portable storage devices and through regular grunt and paper transactions.
With Electronic Health Record (EHR) systems becoming more widely broken-down in healthcare facilities and in their business partner’s facilities (pharmacies, insurance companies, claims adjusters, etc.), there is a higher level of possibility of breach of PHI. To do a desire for these facilities to enforce security and privacy of a patient’s PHI as well as collect correct amounts and types of data, the HITECH Act is being developed. The HITECH Act offers a tight list of rules of how PHI is to be protected and collected but leaves the precise adoption of practices for protecting and collecting that data to the security officers or information security teams of a facility. Those facilities with exiguous technological resources on-site are also able to contract freelancers and firms that are stepping up their knowledge on the new laws and employ their services in order to be in compliance.
The protection flows into basically every information technology crevice available within the facility. Through use of tiered administration, such as Microsoft’s built-in hierarchy tree of access in Server 2003 or Server 2008’s Active Directory systems, facilities are required to accumulate PHI by only allowing necessary access of this data by trained, equipped personnel that have been deeply educated in the HITECH Act law and basic network security requirements. In a medical facility, this would suggest only those required to access a particular patient’s or set of patient’s electronic records are able to gain access and another person without rights trying to do so will be blocked. This goes on to set that for the safety and security of the facility, those attempting to access records without rights given for access will have their attempts imprinted into an audit trail for review by the security officer on a set timeframe. Any breach of information based on a person or entity being allowed to access the PHI when they are otherwise to be blocked would result in penalties for the facility and the individual or entity as well as any individual(s) or entity(ies) associated with the breach. This could result in multiple penalties from one unauthorized access if the breach for this access is found to be repeated in any manner.
How then, can a facility tighten their ropes and when enforcing such rules make a profit on something as highly priced as an EHR system? Incentives for employing the software and the processes are the key to the success of the HITECH Act program. Upon President Obama’s signing of the Recovery Act of 2009, a provision was put in place for healthcare facility’s EHR adoption that would allow compliant facilities to collect an incentive payment, beginning in 2011. This incentive payment will equal $44,000 per provider from Medicare reporting and $65,000 per provider for Medicaid reporting. Subsequent years of reporting after the year 2011 could prove a reduction in the actual benefit paid. The reporting requirements included adoption and “meaningful use” of a “certified” EHR software system by the required date.
While these incentives are real and the possibility for benefits paid seems tremendous, there are requirements that must be met to be in compliance. As of today, there are no definitive guidelines for the terms “meaningful use” and “certified” as set forth in the Act. This is to be determined by the Office of the National Coordinator for Health Information Technology (ONC) by December 31, 2009 but the requirements do currently include:
- The use of e-Prescribing systems
- Electronic exchange of data
- Submission of PQRI or quality clinical data to HHS
Although this incentive seems like a reason to move quickly and cut corners when purchasing an EHR, racing out to partner with the nearest vendor or working quickly and making mistakes in implementing an EHR could result in poor collection of data or improper training in the use of the program. Instead of working towards a goal of meeting the deadline for incentive pay, a facility should review their wants and needs in a program, evaluate the costs associated, conduct site visits to facilities that have implemented EHR software, and form a knowledgeable team to lead the implementation as quickly as possible without making mistakes. Failure to do so early on could result in later problems that may cost more, especially in cases of breach of PHI.
Once implemented, HITECH as it is associated with HIPAA law require tight security in the transfer and storage of data within the EHR. Security officers and contracted firms employed to perform this role must ensure electronic mail is secure, portable storage devices are encrypted, and only considerable and authorized individuals or entities are allowed to access the PHI. This means that any do of PHI must be protected from intruders including but not diminutive to:
- Names
- Geographic information
- Dates
- Phone and Fax numbers
- Electronic mail addresses
- Social Security Numbers
- Medical record numbers
- Health plan beneficiary numbers
- Account numbers
- Certificate/License numbers
- Vehicle identification/serial numbers
- Device identifiers/serial numbers
- URLs from the web
- IP (Internet Protocol) numbers
- Biometric identifiers
- Paunchy face photographic images
- Any other current identifier that could be connected to PHI
Although relatively new in terms of electronic usage, protection of and collection of PHI has been around for some time. The HITECH Act of 2009 only encourages us in knowing technology is moving forward and just as the physical equipment we use to collect and store PHI is changing, our methods and processes associated with information security and privacy also need to change. Adoption of an EHR puts a healthcare facility in compliance with the law, aids the facility in higher protection of PHI, allows for incentive payments if requirements are met, and allows for greater control of operations than what could be established under the use of a paper record system.
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Filed under Small Business At by on Sep 3rd, 2010. 
- Talent is more well-known and often cheaper than the latest tools.
- Find advantages in reducing destroy, reusing equipment or at least recycling.
- Small businesses can be more attractive with green on their agenda.
In 1990, Earth Day resulted in 200 million observing individuals in 141 countries worldwide. Recycling programs were on the minds of everyone in America and abroad. Almost two decades later, apartment complexes still struggle to educate residents on how to sort their recycling rather than dump their garbage in the newspaper bin. Recycling isn’t as far along as many environmentalists would hope. It is still inconvenient and there are many items produced that still cannot be recycled. But there are thrifty means of recycling that could promote financial sustainability, especially for small businesses.
Reduce Waste
One of the notorious plagues of small business procurement is the short lifespan of equipment. Primarily in industries that thrive on tools, such as audio recording, construction, computers, engineering, create and even finance, these small businesses grab for the latest new technology they can find to be on top of the market, only to need the upgraded version six months to a year later. The waste created from quickly-discarded packaging, old CD-ROMS, cheap mice that failed after months of use or marketing materials sent to registered owners of software to let them know about the next big upgrade are only a slight part of the eco-unfriendly trap small businesses plunge into unprejudiced to keep up with their competitors, and that is just computer software.
While vendor salesmen and online reviews of the modern equipment may make upgrading sound ideal, remember that a true commodity in any service industry is the person that can do the job regardless of the tools at hand.
If a housewife can learn the best ingredients and methods to make a cup of coffee that can overshadow the burned, acidic popularity of Starbucks only using a consumer drip brewer, buying thousands of dollars of espresso equipment seems frivolous.
If a street musician can develop an album, sell it only online, market himself through social media and word of mouth and make enough at his sold out coffee shop gigs to live, how remarkable longer will crowded stadiums with made-to-toss food wrappers and megawatt power consumption be the ideal setting for a rock show?
Try researching your strategic needs compared to your company’s innate abilities before you decide you need that new upgrade or fancy toy. Obvious, even the most eco-friendly activist gets caught up in the modern method to do things. But use the inconvenience of recycling and depreciation to consider holding onto your money, or reinvesting it into the resources that matter more, like your talented humans driving your company’s abilities.
Reuse Your Resources
One of the reasons middle America was strengthened in the 1980s was that middle management surged. By the end of that decade, companies were looking to set aside money, so they started consolidating. The divestiture of the Bell Systems monopoly in 1984 has more or less been reversed into an oligopoly through acquisition, now only leaving Verizon, Qwest, AT&T and some local municipality exchanges for domestic land-line telephone service (not including all the new cable phone services and cell phone companies). Acquisitions are most successfully conducted when the two companies share similar functions but complement each other by filling in holes in their abilities. The same can be true for human and equipment resources.
In this economy and looming unemployment rate, anyone who considers consolidating a petite business’ human resources could be hung in the streets. Instead of removing small-task workers, think how they could help other departments not need so much overtime to net things done. Or maybe there are tasks that are not getting done that a worker with a light schedule could do. There is no shame in reusing your talent you already have over taking on more workers.
The immense thing about small businesses is that employees can feel more connected to their impact on the business itself. Do some internal marketing on how each employee could help your company sustain its success by chipping in when needed. An accountant who comes in to do filing during a whirlwind client surge means less admin time and no need to hire temps.
Equipment that seems to have no more use could be repurposed instead of being trashed. Old printers and computer equipment could be donated to local community programs, such as Portland’s Free Geek computer recycling and education center; computer equipment and parts are refurbished and then given to needy individuals rather than being melted down into something else. Save some construction equipment and build a historical museum to show your business’ progress over the years. And you may not need a paperweight anymore, but an old printer can prop up books, serve as an inbox for incoming mail, or even be converted into a flower pot.
Regain ways to keep that old stuff around so it isn’t sitting in a landfill, and you don’t have to buy other stuff that does the same thing anyway.
Sometimes the only thing that gets in the way of repurposing equipment or employee duties is the work involved in converting such resources into different assets. Who has time to train your salesperson to sort incoming mail or convert your extinct, hazy monitors into fishbowls? The answer without sugar and spice is that you just compose the sacrifice and create your own benefits of the accomplishment of finishing some of these cramped reuse projects. Manufacture a blog that brags about your latest repurposing effort. Create an office award for the greenest employee. Or even create a bonus program for employees who think up a top-notch use for the equipment of the month. If it makes sense for your business, execute the sacrifice.
At Least Recycle
Being green is the new fashion trend of small business. Often, local markets are overrun with consumers looking to break their ties with the pollution of big business by pledging loyalty to local businesses who prove they can be good to the earth. While in many areas the cost of recycling is not much less than simple garbage pickup, that trend may not last. In the mean time, that little change with no real immediate savings could be a PR goldmine, bringing with it better consumer relationships and new sales opportunities.
Don’t just recycle and leave the “We Recycle” sticker on your door. Try tracking the response from your marketing of your recycling efforts and see if there is a real market value to your newfound greenness. Make a marketing campaign specifically on ways you reduce, reuse or recycle. You could reach some frustrated consumers with money to spend.
Cooperation Goes Green
One last suggestion is to consider a co-op with competitors to help improve the market. A great feature of a free market economy is the inherent strength of numbers. More companies showing their support for green initiatives means more options to choose from. This evening of the playing field could mean you use the popularity of greenness to bring the consumers in, and then remove that competitive advantage to focus on the rest of your talents. As well, co-ops can bring savings in the cost of recycling.
Established businesses don’t have to pay to haul off old equipment if the new guy is looking for hand-me-downs. And who knows, they could be a future acquisition or merger who now thinks of you as a friend. Being green can create networking opportunities you don’t usually find.
And find ways to cooperate with your clients and customers as well. How could they reduce, reuse or recycle when dealing with your company? How about incentives for paperless forms and email communication? Could support inquiries be conducted faster and with less electricity by using social media to follow solutions to common problems, such as a Twitter support feed? See if you could add e-signature options to your sales process, such as DocuSign, to speed up revenue generation and reduce your environmental impact from the printing, transporting and storage of a paper contract.
For small business, being green is both an ethical decision and a cost-saving opportunity. You will know what is right for your company, but consider speaking with business consultants who specialize in greening up your business; they may catch opportunities and risks you may not know yourself.
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Filed under Small Business At by on Aug 28th, 2010.