HIPAA HINTS
Required Consent Forms
One of the requirements of the HIPAA compliance is the
distribution and signing of several consent forms between you and your
patient. How can you simplify your record keeping of these multiple
forms?
Expand the use of procedure codes and flags to keep
track of HIPAA forms distributed to and signed by patients. Below is an
example:
- Set up a Patient
Flag to track distribution of forms
 | SELECT System stuff>Patient and Account flags |
| SELECT an unassigned flag under
Patients and name it “HIPAA” |
| Leave the flag position in the
“Off” position
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Figure 1:
Set Up Patient Flag for HIPAA
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- Create a Procedure
Code for the forms you are required to distribute to patients
| SELECT Procedure codes>Review
all procedures |
| LINE INSERT to add a new code |
| SELECT Posting code and type
“HIPAA” |
| SELECT Code
Type until it says “Note” |
| In the Description field, type “All
HIPAA Forms” |
| SELECT Category until it says
“Chart Note” |
| SELECT Default chart note, type
text to be reflected on the patient ledger (Figure
2) |
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Figure 2:
Procedure Code Set Up for HIPAA –
Default Chart Notes
|
| SELECT Patient Flags |
| SELECT HIPAA and the flag will say
“Turn On” |
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Figure 3:
Procedure Code Set Up for HIPAA –
Patient Flags
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- When the procedure
“HIPAA” is posted to the patient ledger, the chart note is recorded, and
the HIPAA flag is flipped on. This information can be incorporated in
various ways such as appearing on:
| Huddle reports |
| Route/Care Slips |
| Screen displaying
notes |
| Lists of patients
scheduled to come in |
- You can also create
individual codes for each form distributed
| Posting code = CF; Code description =
Consent Form for Medical Care |
| Posting code = HD; Code description =
Health Care Info Disclosure |
| Posting code = AR; Code description =
Acknowledgment of Receipt |
| Post the procedure as the forms are
distributed |
| Flip on the HIPAA flag with the last
form distributed or flip it manually |
Employee Identifiers
Some insurance carriers and plans have
begun to use unique employee identifiers, rather than social security
numbers. Datacon software now has a field available for this.
- SELECT
Patient information>Insurance>Coverage information>Review Insurance
history>Prime coverage OR Second coverage
- SELECT
Employee ID and enter the unique identifier
|
? The Employee ID
overrides the social security number if entered and is not
submitted for insurance billing purpose |
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