Forms Management:Compliance, Security & Workflow Efficiencies

About POA and Konica Minolta

•POA was Founded in 1976

•Headquartered in Beaverton, OR

•Largest Privately held Office Solution Provider in the Nation

•Offices throughout the west and partnerships with service providers across the country

•Konica Minolta is solely focused on imaging technology

•Konica Minolta develops the hardware to create a digital environment and the software to create the workflow

Agenda

•Prevalence of forms and paper in healthcare

•Challenges presented by manual paper form workflows

•Privacy and security risks: Exposure to OCR Penalties and Fines (HITECH impact on HIPAA Privacy and Security Rule)

•Solutions from POA and Konica Minolta eForms Privacy and Security solutions

•Questions

Must be Consistent, Secure, Compliant and Cost-Effective

Forms Requirements: Universal, with no end in sight

Paper Forms Management Challenges:

Form retrieval, completion and storage in a manual environments increases costs and slows processing, while impacting administrative, clinical, nursing and departmental areas

Hybrid systems (EHR and Paper) create challenging and difficult to monitor processes

Compliancy with HIPAA Regs, CMS requirements, Joint Commission certification, State Medicaid changes, Payer reimbursements, etc, etc, etcPrivacy and Security breach exposure

19,016,984 Patients affected since HITECH was implemented

97% increase in breaches in 2011 over 2012

Laptops and Portables are the leading cause of breaches

24% of breaches are paper-based

Source: Redspin.com, Breach Report 2011

Laptop & other potable device

151 39.2%

Paper 92 23.9%Computer 56 14.5%

Server 38 9.9%

Other 18 4.7%

Email 7 2%

EHR 6 1.6%

X-Ray 5 1.3%

Back-up Tapes 4 1%

Study on Patient Privacy and Data Security, Ponemon Institute, December 2011

Top Sources of PHI Risk Exposure

EnvisionIT Healthcare from Konica Minolta is set of integrated solutions and services uniquely positioned to assist your organization in keeping your patients’ health information protected and secure, wherever it resides, regardless of format.

How Can POA & Konica Minolta Help?

Traditional Approach – Hard Copy Control

• Maintain forms in hard copy format

• Control output with consistency and accuracy

• Total forms availability

• On-Demand Print service

• Customized form needs

Case Study – Hospital in Central Oregon

Problem’s•Many sets of outdated forms

•Compliance Issues with Changing forms

•Availability of the Correct form

•Turn around from outsource provider

Case Study – Hospitals in Oregon

Solutions•Work closely with Forms Team•Onsite staffing and equipment to provide turnaround•Online forms center for department ordering•Customized forms with various location logo•Compliance with all Regulations•Quality Control

Case Study – Large Nationwide Oncology Clinic

Problem’s•Forms Spoilage

•Version Control

•Audit Concerns

•Overall Compliance

Case Study – Large Nationwide Oncology Clinics

Solutions•Tracking each version and confirming with forms team•Site access to compliance to control form availability•Online form availability •Onsite staffing and equipment to provide turnaround•Compliance Control•Forms on-demand

Paper Forms

Standard Register

Paper Workflow

Ink Signatures

Paper Record Storage

Existing Forms System

No communication between these system

Transform Manual Paper Processes….

From this……..

Automate Forms & Increase Efficiencies

Connect to your HIS or EHR system using HL7 minimizing patient demographic data entry

Maintain form content consistency

Easily modify or create new forms based on changing regulations, policies or expanded services

Route forms based on custom workflows Store documents in a secure and easily

accessible document repository

Workflow Efficiency

To this……..

Primary Operational Benefits Paper forms → electronic forms Ink signatures → electronic signatures Physical workflow → electronic workflow Written patient data → electronically added Manually added data → automatic data merge Paper archive → electronic document management

Primary ROI Paper form replacement 4 - 6 months payback Replaces need for Standard Register & paper forms

Overall Benefit of eForm Solutions

Mitigate Your Risk of PHI Tampering

DocAudit creates an audit trail of all bizhub MFP activities, including printing, copying, faxing, scanning and e-mailing and stores in a database accessible by authorized users

Automatically creates a PDF of the image, a text record of the activity and a log of machine and user information

Assistance with new HIPAA “Breach Notification Rule”

Secure your investment in networked MFPs by leveraging state-of-the-art security settings

Safeguard against data tampering, misuse of PHI, data protection and ensure compliance with HIPAA privacy and security regulations

Security & Complia

nce

Implementing Access Controls

Proximity Card Authentication Unit allows users to use their HID card to authenticate them before copying, faxing, scanning or releasing sensitive print information.

Biometric Authentication Unit scans user’s finger vein to allow highly secure, simple, and quick user access.

Security & Compliance

Thank You