new ata teledermatology practice guidelines
TRANSCRIPT
©AmericanTelemedicineAssociation
ACKNOWLEDGEMENTSTheAmericanTelemedicineAssociation(ATA)wishestoextenditssincereappreciationtotheATATeledermatologyGuidelinesWorkGroupandtheATAPracticeGuidelinesCommitteeforthedevelopmentoftheseguidelines.Theirhardwork,diligenceandperseverancearehighlyappreciated.
TELEDERMATOLOGYPRACTICEGUIDELINESWORKSGROUP
•Leadership•Chair:KarenMcKoy,MD,MPH,DepartmentofDermatology,LaheyHospital&MedicalCenter,AssistantClinicalProfessor,HarvardMedicalSchool
•WorkGroupMembers(AlphabeticalOrder)•NinaMAntoniotti,RN,MBA,PhD,ExecutiveDirectorofTelehealthandClinicalOutreach,SIUSchoolofMedicineAprilArmstrong,MD,AssociateDeanforClinicalResearch,DirectorofClinicalResearch,SouthernCaliforniaClinicalandTranslationalScienceInstitute(SCCTSI)ViceChair|Director,ClinicalTrialsandOutcomesResearch|Director,PsoriasisProgramDepartmentofDermatologyKeckSchoolofMedicineUniversityofSouthernCalifornia
DanielBernstein,MD,DermatologyResident,TheMountSinaiHospital
AnneBurdick,MD,MPH,AssociateDeanforTelemedicineandClinicalOutreach,ProfessorofDermatology,Director,LeprosyProgram,UniversityofMiamiMillerSchoolofMedicineKarenEdison,MD,Professor&Chair,DepartmentofDermatology;MedicalDirector,MissouriTelehealthNetwork;Director,CenterforHealthPolicy,UniversityofMissouriSchoolofMedicineMarkGoldyne,MD,Professor,DepartmentofDermatology,UniversityofCaliforniaSanFranciscoCarrieKovarik,MD,AssociateProfessorofDermatology,UniversityofPennsylvaniaJosephKvedar,MD,VicePresidentConnectedHealth,PartnersHealthCareJimLarkey,MBA,CanfieldScientific
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IvyLee-Keltner,MD,AssistantClinicalProfessor,DepartmentofDermatology,UniversityofCaliforniaSanFranciscoJulesLipoff,MD,AssistantProfessorofDermatology,UniversityofPennsylvania*DennisOh,MD,AssistantProfessorinResidence,DepartmentofDermatology,UniversityofCaliforniaSanFranciscoHonPak,MD,AssistantProfessor,DepartmentofDermatology,TheGeorgeWashingtonUniversityMarkP.Seraly,MD,ClinicalAssistantProfessorofDermatology,UniversityofPittsburghDanielSiegel,MD,StateUniversityofNewYorkHealthSciencesCenteratBrooklynTejasviTrilokraj,MD,AssistantProfessor,DepartmentofDermatology,DirectorofTeledermatology,UniversityofMichigan*JohnWhited,MD,ResearchandDevelopment,DurhamVAMedicalCenter,AssociateProfessor,DepartmentofMedicine,DukeUniversitySchoolofMedicine*ThecontentoftheseguidelinesweredevelopedbytheauthorsandadoptedbytheATA.TheydonotnecessarilyreflectthepositionorviewsoftheUnitedStatesrDepartmentofVeteransAffairs.
•ATAPracticeGuidelinesCommittee•Chair:ElizabethA.Krupinski,PhD,Professor&ViceChairforResearch,DepartmentofRadiology&ImagingSciences,EmoryUniversity
•CommitteeMembers•NinaAntoniotti,RN,MBA,PhD,ExecutiveDirectorofTelehealthandClinicalOutreach,SIUSchoolofMedicineDavidBrennan,MSBE,Director,TelehealthInitiatives,MedStarHealthAnneBurdick,MD,MPH,AssociateDeanforTelemedicineandClinicalOutreach,ProfessorofDermatology,Director,LeprosyProgram,UniversityofMiamiMillerSchoolofMedicineJerryCavallerano,PhD,OD,StaffOptometrist,AssistanttotheDirector,JoslinDiabetesCenter,BeethamEyeInstituteHelenK.Li,MD,AdjunctAssociateProfessor,UniversityofTexasHealthScienceCenterLouTheurer,GrantAdministrator,BurnTelemedicineProgram,UniversityofUtahHealthSciencesCenter
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JillM.Winters,PhD,RN,PresidentandDean,ColumbiaCollegeofNursing
•ContributingEditor•RashidBashshur,PhD,SeniorAdvisorforeHealth,UniversityofMichiganHealthSystem
•ATAStaff•JordanaBernard,MBA,ChiefProgramOfficerJonathanD.Linkous,CEO
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PRACTICEGUIDELINESFORTELEDERMATOLOGY
TABLEOFCONTENTS
PREAMBLE 1
SCOPE 2
INTRODUCTION 2
PRACTICEGUIDELINES 3
ClinicalPracticeGuidelines 3
I. PreliminaryConsideration 4 A. Patient-ProviderRelationship 4B. InformedConsent 4C. PhysicalEnvironment 4
II. TelemedicineManagementofthePatient 5A. PatientEvaluationandExamination 5B. Follow-upandCareCoordination 6C. Documentation 6
III. Quality 6IV. EthicalConsiderations 7V. Direct-to-PatientCare 7
TechnicalGuidelines 7
I. CommunicationModesandApplications 7II. DevicesandEquipment 8III. ImageQuality 8IV. ImageDisplay 11V. Connectivity 11VI. Privacy 12
AdministrativeGuidelines 12
I. Security 12II. Privacy 13III. LicensingandCredentialing 13IV. Liability 13
APPENDIX 14
Definitions
References 15
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PREAMBLETheAmericanTelemedicineAssociation(ATA)bringstogetherdiversegroupsfromtraditionalmedicine,academia,technologyandtelecommunicationscompanies,eHealth,alliedprofessionalandnursingassociations,medicalassociations,government,military,regulatoryandotherstoaddressandadvancecompliancewithlegal,ethical,andprofessionalstandardsinthepracticeoftelemedicine.ATAhasembarkedonanorganizedefforttoestablishguidelinesforthepracticeoftelemedicineinvariousclinicalapplicationstoassureuniformqualityofserviceforpatientsandproviders,toenhancepatientexperience,andtoenableproviderstodeliverappropriatecare.Theguidelinesaredevelopedbypanelsthatincludeexpertsfromthefieldandotherstrategicstakeholders,andaredesignedtoserveasastandardreferenceandeducationaltoolforprofessionalstoprovideappropriatecareforpatients.Theprocessfordevelopingtheseguidelinesisbasedonprofessionalconsensusandarigorousreviewincludingopenpubliccommentaryperiod,withfinalapprovalbytheATABoardofDirectors.Guidelinesarereviewedandupdatedperiodically.Thepurposeoftheseguidelinesistoassistprovidersinpursuingasoundcourseofactioninprovidingeffectiveandsafemedicalcarethatisfoundedoncurrentscientificknowledge,technologicalrequirements,andpatientneeds.Safeandeffectivepracticerequirestechnicaltraining,professionalknowledgeandskill,andexplicitprocesses,asdescribedineachdocument.AllguidelinesissuedbytheATAarepropertiesoftheATA.AnymodificationorreproductionofthepublishedguidelinemustreceivepriorapprovalbytheATA.Compliancewiththeseguidelinesalonewillnotguaranteeaccuratediagnoses,appropriateclinicaltreatmentoroptimaloutcomes.Adivergencefromtheguidelinesmaybeindicatedundercertainconditions,suchasemergencysituationsinplaceswithlimitedresourcesthatcallforpromptactiontoattendtothepatient.Similarly,technologicaladvancesmayalterprevailingpracticesorprovidenewandexpandedopportunities.Thetechnicalandadministrativeguidelinesinthisdocumentdonotpurporttoestablishbindinglegalstandardsfordeliveringtelemedicineservices.TheyarebasedontheaccumulatedknowledgeandexperienceoftheATAworkgroupsandotherprofessionals.
• ThepreviousATATeledermatologyPracticeGuidelineswereissuedin2007.Thisistherevisedversionreflectingnewknowledgeinthefield,newtechnologies,andtheneedtoincorporateteledermatologypracticeinavarietyofsettingsincludinghospitals,urgentcarecenters,FederallyQualifiedHealthCenters,school-basedclinics,publichealthfacilitiesandpatienthomes.
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SCOPETheteledermatologyguidelinesapplytoindividualproviders,groupandspecialtypractices,hospitalsandhealthcaresystemswhenprovidingservicesviainformationandcommunicationtechnology(ICT)asasubstitutefororanadjuncttoin-personcare.Theusersoftheseguidelinesareurgedtoreviewandcomplywithprofessionalguidelineswithintheirdomainofpracticeastheypertaintoprevention,diagnosis,treatment,andfollow-upofskindisorders.TheseguidelinespertainprimarilytohealthcareprovidersandpatientslocatedintheUnitedStates(U.S).WheneitherorbothpartiesarenotwithinthejurisdictionoftheU.Sapplicablelocalguidelinesandprotocolstakeprecedenceaccordingtotherulesofprevailingjurisdictions.[1,2]Theguidelinesaddressthreeaspectsofservicedelivery:clinical,technicalandadministrative.Undereachset,theguidelinesareclassifiedaccordingtofourlevelsofadherence,showninboldthroughoutthedocument:
• “Shall,”indicatesrequiredactionoradherencewheneverfeasibleand/orpractical.• “Shallnot”indicatesaproscriptionoractionthatisstronglyadvisedagainst.• “Should”indicatesarecommendedactionwithoutexcludingothers.• “May”indicatespertinentactionsthatmaybeconsideredtooptimizethetelemedicine
encounter.
INTRODUCTION
Thepracticeofdermatologyisparticularlysuitedtotelemedicinebecauseskindisordersarevisibletothehumaneye,andclinicalinformationcanbeacquired,stored,andtransmittedforaccuratediagnosisandappropriatetreatmentinthemajorityofcases.Casesthatrequirebiopsycanalsobeidentifiedandappropriatereferralinitiatedpromptly.Thepracticeofteledermatologycanalleviatethemaldistributionofspecialtycare,andenablepatientsnotlocatedingeographicproximityofexpertresourcetoreceivecare.Thefollowingguidelinesaredesignedtoestablishcoherent,effective,safeandsustainablestandardsforthepracticeofteledermatology.TheGuidelinescoverthreeareas,reflectingtheprocessesassociatedwithmostteledermatologyconsultations:ClinicalPractice,TechnicalRequirements,andAdministration.TheymaybeusetogetherwiththeCoreOperationalGuidelinesforTelemedicineServicesInvolvingProvider-PatientInteractions,andATAPracticeGuidelines(3,4)forLiveOnDemandPrimaryandUrgentCare(2014).Theseguidelinespertaintothethreemodestypicallyusedforteledermatology:store-and-forward(S&F)ortransmittingdigitalimagesandassociatedpatientdatatothespecialistforconsultationatalatertime;real-timevideoteleconferencing(VTC)inwhichprovidersandpatientsinteractvialivevideoconferencing;andhybrid(utilizingbothS&FandVTC).
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Thereisagrowingbodyofevidenceregardingtheeffectivenessofsynchronousandasynchronousteledermatologyforavarietyofskindisordersthatpresentindiversepracticesettingsincludingemergencydepartments,hospitals,patienthomes,schools,chroniccarefacilities,theworkplace,andthemilitary.Teledermatologyhasbeenfoundtobereliableforaccuratediagnosisandtreatmentplansforskindisorders.(5-41).Withsomeexceptions,thepreponderanceoftheevidenceconfirmsthediagnosticaccuracyofteledermatologycomparedtoin-personencounters(9,13,21,28,29,41-48);asare,management/treatmentrecommendations(6,11-13,15,21-23,25,26,28-31,33,37,43,45,46-53)Clinicaloutcomesandqualityoflifemeasuresaresimilaraswellfortelemedicineandin-personcare.(54-59)(60-64)Moreover,patients,referringclinicians,anddermatologistshaveexpressedhighlevelsofsatisfactionwithteledermatology,(15,23,33,34,38,65-80)asitfacilitatesaccesstodermatologicexpertiseforpatientswhoaregeographicallyorlogisticallychallenged.
PRACTICEGUIDELINES
Inteledermatology,store-and-forward(S&F)communicationtypicallyreferstothesendingorforwardingofdigitalimagesandassociatedpatientdatatothespecialistforstorageandconsultationatalatertime.Forreal-timevideoteleconferencing(VTC),providersandpatientsinteractvialivevideoconferencing.TheserecommendationsapplytoS&F,VTCandhybrid(utilizingbothS&FandVTC)modesforteledermatology.
CLINICALPRACTICEGUIDELINES
Manyskinconditionslendthemselvestoatelemedicineconsultasdefinedinthisdocument.Typically,theseincludeconditionsforwhichthereisreasonablecertaintyofestablishingadiagnosisandgeneratingatreatmentplanonthebasisofvisualinformationandaccesstoamedicalrecord.Theultimatedecisionforateledermatologyconsultismadebythepatient,thereferringproviderandtheteledermatologist.Theseguidelinesdefineappropriateconditionsandparametersforthesafeandeffectivepracticeoftelemedicineoncurrentevidence.Theyarenotintendedtosubstituteforindependentmedicaljudgmentsthatpertaintoindividualcircumstances.
Bothreferringprovidersandconsultants(hereafterreferredtoasproviders)shallexercisetheirprofessionaljudgmentregardingtheappropriatenessoftelemedicineonacasebycasebasis,takingintoaccountthepresentingcondition,theirabilitytomakeadefinitivediagnosis,andtheircomfortandexpertise.ProvidersshallobserverelevantpracticeguidelinesandpositionstatementsdevelopedbytheAmericanAcademyofDermatologyandotherrelatedprofessionalorganizations.
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I.PRELIMINARYCONSIDERATIONS
A.Patient-ProviderRelationshipProvidersshallconformtoallapplicablestateandfederalregulationsthatpertaintothepracticeofmedicine,includingtheestablishmentofaprovider-patientrelationshipandtheappropriateconditionsformakingdiagnosticandtreatmentdecisions-includingprescribing.Ifthepatientdoesnothaveaprimarycareprovider,theconsultingprovidershouldrecommendappropriateoptionstoassurecontinuityofcare.Practiceorganizationsshouldestablishstandardoperatingproceduresandworkflowsfortelemedicineconsultsconsistentwithprevailingrulesandnorms.
B.InformedConsentPriortotheinitiationofatelemedicineencounter,theproviderordesigneeshallsecurepatientconsenttobetreated,asrequiredbylocalorstateregulations.Thiscanbedoneinwritingorverbally,anditshouldincludeanexplanationofthebenefitsandrisksoftelemedicineencounters.Thelanguageshallbesimpleandunderstandablebytheaveragepatient.Thisexplanationshallinclude:
• Thenatureofthetelemedicineencounter,includinganytechnicallimitationsorpotentialfordisruptionandcontingencyplans
• Proceduresforcoordinationofcarewithotherprofessionals,asindicated• Protectionofpatientidentifiableinformation• Credentialsofthedistantsiteteledermatologists• Explicitemergencyplanforpatientsinsettingswithoutaccesstoclinicalstaff• Conditionsunderwhichtelemedicineservicesmaybeterminatedandareferral
madetoin-personcare• Billingarrangements,ifappropriate
C.PhysicalEnvironment
Theprovidershalldeterminethelevelofdistraction(e.g.,noise),infringementonprivacy,andotherenvironmentalconditionsthatmayaffectthequalityoftheencounter.Inlive-interactiveencounters,thefollowingconditionsshallbeobserved:
• Bothpatientandproviderroom/environmentshallensurevisualandauditoryprivacy.
• Allpersonsintheexaminationroomatbothsitesshallbeidentifiedpriortotheconsultation;anditshallbeverifiedthatallarevisibleandcanbeheard.
• Seatingandlightingshouldbedesignedforbothcomfortandprofessionalinteraction.Backgroundlightfromwindowsorothersourcesshouldbeminimized.
• Camerasshouldbeplacedonasecure,stableplatformtoavoidunnecessarymovementduringthevideoconferencingsession,andshouldbeplacedatthesameelevationastheeyeswiththefaceclearlyvisibletotheotherperson.
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II.TelemedicineManagementofthePatientProvidersshalldeterminetheappropriatenessoftelemedicineonacase-by-casebasis,andwhetherthepatientmustbeseeninpersonandforwhatpurpose.Thisinformationshallbedocumentedinthepatient’srecordconsistentwithrelevantstandardsinevaluatingthepatient.
A.PatientEvaluationandExaminationTheprovidershallobtainthedatanecessaryformakingadiagnosis,differentialdiagnosis,work-upifappropriate,andtreatmentplan,including:
• Identifyinginformation(e.g.,age,gender,race)• Chiefcomplaint(s)• Historyofpresentillness(includinglocation,description,size,quality,severity,
duration,timingandcontextmodifyingfactorssuchaspriortreatmentsandresponsestotreatments)
• Associatedsignsandsymptoms• Pastmedicalhistory,ifpertinent• Familyhistory,ifpertinent• Medications• Allergiesincludingnature,severityofreaction,andtreatment• Adequatediagnosticqualityimages,asavailable
Diagnosticdata(e.g.,obtainedviaself-reportoraccesstodatabases)andlaboratorytestresults
SpecialConsiderations:Thereferringandconsultingprovidersshalldecidewhethertoexcludecertaintypesofcasesthatrequirespecialconsideration:
o Fullbodyexamination:Afullbodyskinscanusingvideoconferencing(VTC)orstore-and-forward(S&F)isfeasible,butitmaynotshowallskinlesionsandsurfaceswithsufficientdetail.Enhancedlighting,multipleimagingandseveralanglesmaybehelpful.
o Hair-bearingskin:Thescalpandotherareaswithasignificantamountofhairmayneedtohavehairphysicallydisplacedorremoved,andspeciallightingmayenhanceviewingconditions.
o Pigmentedlesions:Pigmentedlesionsmaypresentadiagnosticchallengeandshouldrequireahigherindexofsuspicionwheninterpreting.Peripheraldevicessuchasdermatoscopesandconfocalmicroscopymaybeincorporatedintoteledermatologyconsultations(1,27,50,74,82,93,131).
o Mucosallesions:Mucosallesionsandorifices,includinggenitalia,oftenrequirespecialattentiontolightingandexposureinordertoallowexamination.
o Skincolor:Lightingandbackgroundconditionsmaychangethecolorofskinlesioncapturedinimages.
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B.Follow-upandCareCoordinationContinuityofcareisacriticalelementinqualityofmedicalcareandpatientwell-being.Hence,teledermatologistsshouldmakeeveryattempttoidentifythepatient’susualproviderandlocalmedicalresourcestocoordinatecareandmakereferralsasindicated.Theteledermatologistshallcommunicateresultsoftheencountertothepatient’sreferringproviderand/ortothepatient,usingsecureelectronicmethodsinadditiontoverbalcommunicationinlive-interactiveencounters.Afollow-upplanaftertheencountershallbedevelopedandcommunicatedwiththepatientand/orthereferringprovider.Thisincludesanyrequiredfollowup,referrals,aswellasclinicalsignsthatsignifyasignificantexacerbation.Laboratoryandotherdiagnosticsorderedshallbefollowedupinatimelymannerwiththepatientandtheirproviders,asindicatedandnecessary.
C.DocumentationEachpatientencountershallbedocumentedandmaintainedinasecure,HIPAA(HealthInsurancePortabilityandAccountabilityAct)compliantformandlocation.Documentationshallincludeataminimumthediagnosisand/ordifferentialdiagnosisandrecommendedmanagement/treatmentplanandshallincludeasummaryofthefindings.Documentationshalladheretoallmedical-legalstandardsofcare,and,ifappropriate,insurancerequirementsforfuturereviewandaudit.Providersshallmaintainuptodatebusinessassociateagreementswithtechnologysuppliersandothervendorswhohaveaccesstopatient’spersonalhealthinformationLanguageusedtodocumenttheencountermayinclude:“Basedontheimagesandhistoryprovided,myimpressionisasfollows.”
Recordingoflive-interactiveencountersisoptional,unlessitisrequiredinparticularsettings.Patientconsentisnecessarywhentherecodingismadeforqualityassurance,trainingorresearchpurposes.Awrittenrecordoftheconsultshallbekeptatleastatonesite(referringproviderorconsultant).Instore-and-forwardencounters,electronic,faxed,mailedore-mailednotesshallbecomepartofthepatient’smedicalrecord,includinganyteledermatologistannotations.
Thereferringproviderandteledermatologistshouldestablishanexplicitprocessforpatientstorequestcopiesoftheirtelemedicineencounters.
III.QualityProvidersshallemployacontinuousqualityimprovementprogram,includingaclinicaloversightprocess.Thequalityimprovementprogramincludes:
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• technicaloradministrativefailures• appropriatenessofvirtualencounter• patientand/orprovidersatisfaction• patientoutcomes• pathologyorimagingresults• recommendationsforfollow-up
IV.EthicalConsiderationsTelemedicinepracticeshallconformtothesameprofessionalethicsthatgovernin-personcare.Telemedicineprovidersshallincorporateethicalstatementsandpoliciesandlegal/regulatoryrequirementsintotheirstandardoperatingprocedures,including:
• Anexplicitcodeofethics.• Compliancewithfederal,state,andjurisdictionallawsandregulations,and
institutionalpolicies.• Non-discriminationclauseregardingdenialofservicetoindividualsonthebasisof
location,socio-economicstatus,diseaseordisability,gender,genderpreferenceorsexualorientation,ethnicity,nationaloriginorreligiousaffiliation.
• Provisionofserviceshouldnotbeconditionaluponreceiptofpaymentbythepatient
V.Direct-to-PatientCareBasedonthelimiteddataavailablefromtheemergingpracticeofdirect-to-patientteledermatologyandsomepotentialconcernsregardingquality,third-partybenefits,follow-up,anddisclosures,anyonepracticingdirect-to-patientteledermatologyshalldevelopandimplementanexplicitqualityassuranceplanandproperdisclosures.ThedisclosurecanbepostedonaWebsite,softwareapplicationorotherinformationsource,andshouldincludebasicinformationonprofessionalqualifications,credentialingandprivileging;thenatureoftheserviceprovided(suchasconsultations,referralsandfollow-up);participationinnetworksorhealthsystems;andpatient-relevantinformationsuchasqualityassurancemechanisminplaceandpatientaccesstotheirrecords.
TECHNICALGUIDELINES
I.CommunicationModesandApplicationsAlleffortsshallbetakentouseappropriateICTmodalitieswithauthentication,verification,confidentiality,andsecurityarrangementsandwithfullcompliancewithHIPAAlaws.Softwareplatformsshouldnotbeusedwhentheyincorporatesocialmedia.
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II.DevicesandEquipment
Devicesshallhaveup-to-dateantivirussoftwareandasystem-widefirewallwithsecuritypatchesandupdatesontheoperatingsystemandthirdpartyapplications.Providers/organizationsshallusedevicemanagementsoftwaretoprovideconsistentoversightofapplications,devicesanddataconfigurationsandsecurity.Organizationsandprovidersshallensurethatequipmentandconnectivityarefunctioningproperlywithregulartestingandmaintenance.
III.ImageQuality
Imagequalityisessentialforprovidingteledermatologyservice.Thisappliestobothsynchronousandasynchronousencounters.Thefollowingtechnicalspecificationsshallbeobserved:
A.RequirementsforReal-timeVideoconferencing(synchronousencounters)
Thetechnologyshallmeetthefollowingspecifications:
• H.264videocompressionstandardorhigher• H.323compliant• H.261videocompressionstandardcompatibility• G.711audiocompressionstandardorhigher• Livevideoresolution4CIF(704x480)orhigher• ContentresolutionXGA(1024x768)orhigher• Capabilityofconnectingat384kbpsrunning4CIF@30fps• Minimumof384kbpsconnectionspeedbetweenreferralandconsultantsites• Differenttechnologiesmayrenderdifferentvideoqualityatthesamebandwidth;
henceeachendpointshallusebandwidthsufficienttoachieveclinicalquality.• Wherepractical,providersmayrecommendpreferredvideoconferencingsoftware
and/orvideoandaudiohardwaretothepatient,aswellasprovidinganyrelevantsoftwareand/orhardwareconfigurationconsiderations.
• Theprovidersandpatientsmayuselinkbandwidthtesttoolstodetermineconnectivitybeforestartingthesessiontoensuresufficientqualityofservice.
• WiredlinksprovidethemostreliableconnectivityontheInternet,andtheyshouldbeusedwhenavailable.
• Thevideoconferencesoftwareshouldadapttochangingbandwidthavailabilitywithoutlosingtheconnection.Iffeasible,redundantsystemsshouldbeinplace.
LightingBackgroundlightingshouldbeminimized,andadditionalindoorlightingusingfluorescentdaylightorfullspectrumbulbsmaybeneededtoaugmenttheilluminationdeviceontheexaminationcameras.
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ViewsTheimagershouldholdthecameraatadistancetoshowthegeneraldistributionoftheskinlesion(s)beforeobtainingclose-upimages(usuallyabout24”formostbodyareas).Whenmovingthecameratoshowthedistributionandotherdetails,theimagershouldrequestfeedbackregardingthespeedofcameramovementfromthedermatologisttoensureadequateimagequality.Obliqueviewsmaybeincludedtoshowskinsurfacechanges.PositioningIfthecameradoesnotcontainanimageviewer,itisimportanttopositionthepatient(asfeasible)inbetweenthecameraandthevideoconferencemonitorinonelineofsight.VerbalizationofBodyRegionsBeingExaminedTheimagershallidentifythepartofthebodybeingimaged,notingimportantcharacteristicssuchassize,color,andappearanceofskin.
FocusCameraanglemustbeperpendiculartotheskinforclose-upimages,notingthedistancetotheskinlesion(s),andthecameramustbeheldasstillaspossible.
Freeze-frameCaptureMostvideocamerasareequippedwithafreeze-framefeature,whichisusefulfordiagnosis,especiallywhenbandwidth(connectivityspeed)islow.Freeze-framesallowthedermatologisttoappreciatefinefeaturesofskinlesionsandminimizeimagedegradationthatoccurswhenscanningwiththecamera.
ColorViewingdevicesmaybecolorcalibrated.AMacBethcolorchartmaybeuseful.
OtherAvoiddistractingjewelryandclothing.Usemeasurementtoolstoshowsizeanddistribution,appropriate.
B.RequirementsforAsynchronousImaging
DigitalCamerasDigitalcamerasshallbeusedforimageacquisition,withaminimalresolutionof1024x768pixels(0.8megapixel),preferably3264x2448pixels(8-megapixel)orgreaterMacromodeMacromodecapabilityisideal(close-upmodeor“flower”image).BackgroundUseasolid,neutralcolorwithanon-reflectivesurfaceLighting
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Diffuse,indirectlightisoptimal,usingfluorescentdaylightorfullspectrumbulbs(avoidincandescent).Ifoutdoorsusewell-litareas,orevenlyshadedareasifsunny.FlashUseflashtohelpeliminateshadows,butitmaycausewhiteoutiftooclose.CompressionUseJPEGmediumorlowsetting(nomorethan20:1).FocusAdjustcameraandpatienttohavecameraangleperpendiculartotheskinlesionsbeingimaged.Useautofocuswithareaofinterestincenterofframe.Ifnotpossible,focusfirstontheareaofinterest,depressshutterbuttonhalf-waytofocus,andthenmovethecameratocentertheimagebeforefullydepressingshutterbutton.ColorViewingdevicesmaybecolorcalibrated.MacBethcolorchartmaybeuseful.WhiteBalanceTheimagingdeviceshallbecalibratedforwhitebalancebytakingapictureofwhiteorgraycard.Theimagecanbeusedtosetthewhitebalancebyaccessingcustomwhitebalance(typicallyavailableundercamerasettings).Thewhitebalancecalibrationshouldberecalibratedifthereisachangeinthephysicallocationoftheimagingdeviceorlightingintheroom.ViewsAchaperoneorlegalguardianshouldbeusedasrequiredorappropriate.
Ifmorethanoneareaisinvolved,allregionsinvolvedshouldbeincluded.Takeimagestoshowlocationandarrangementoflesion(s).Takeseveralviews.• Far-entirebodyorobviousregion• Medium–includeananatomicallandmarksuchasthenavelorhand• Close-Up-ifthecamerahasamacrocapacity(the“flower”image)animagecanbe
takenwithin18inchesfromtheskin;otherwiseusetheopticalzoom,ifavailableforaclose-up.Useperpendicularandobliqueviewsforclose-up.
Complementaryviewsshouldbeincluded.Forexample,ifthehandsareinvolved,takephotosofthefeet,kneesandelbows(additionalexampleslocatedintheATAQuickGuidetoStore-and-ForwardTeledermatologyforReferringProviders)(SeeAppendix)Peripheraldevicessuchasdermatoscopesandconfocalmicroscopymaybeincorporatedintoteledermatologyconsultations.Imagesshouldbeobtainedusingahybridorpolarizeddermatoscope.Dermoscopyimagesmaybetakenwithadermatoscopelessthan2inchesfromtheskin(non-contactmode)andtouchingtheskinaftercleaningtheinstrumentandskinwithalcoholpads(contactmode)toimproveluminance.
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Distractingjewelryandclothingshouldberemovedpriortoimaging.Lesionsshouldbeidentified.Identificationmarkersshouldbeplacedadjacenttothelesionwithoutcoveringanyportionofit.Ontheskin:Lesionscanbeidentifiedusingadhesivelabels,surgicaltape,washablemarkersorotherremovabletools.Beforesendingtheimage,theusershouldaddadigitalcircle,boxorarrowtotheimage.Arulershouldbeincludedineachimage(generalandclose-up)incloseproximitytothelesionsothatsize/extentcanbedeterminedfromtheimage.Imagesshallnotbealteredinanywayaftertaken.Images,transmittedtextandteledermatologistresponseshallbecomepartofasecure,retrievablemedicalrecord.Imagesshouldbereviewedduringtheacquisitionprocesstoensureacceptablequality.Sendonlyhelpfulandclearimagestotheconsultant.
C.MobileDeviceUse
DeviceCameraAllimageacquisitiondetailsdescribedabovefordigitalcamerasapplytomobiledevicecameras.
Applications/Software
Applications(apps)shallallowforimagesandmedicalinformationtobeuploadedinasecure,HIPAAcompliantandencryptedprotocol,suchastheAdvancedEncryptionStandard(AES),accessibleonlybysecureregistrationandpassword;mayincludeaprotocolforreimbursement,anddownloadabletoanelectronicpatientrecord.
IV.ImageDisplay
Monitorsforviewingimagesshallhaveaminimumof1024x768pixelresolution,minimumcontrastratioof500:1,minimumluminanceof250cd/m2andminimumdotpitchof0.19.Adedicatedmonitororsetofmonitorsmaybeused.Colorcalibrationmaybeusedtoensurethereliablecolorrendition.
V.Connectivity
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VI.PrivacyAllpatientidentifiableinformation(protectedhealthinformation)shallbetreatedasconfidentialandprotectedfromunauthorizeduseandshallmeetrecognizedstandards.Individualsinchargeoftechnologyshallfamiliarizethemselveswiththetechnologiesavailableregardingcomputerandmobiledevicesecurity.Whenusingamobiledevice,specialattentionshallbeplacedontheprivacyofinformationbeingcommunicatedorstored.Devicesshallbeconfiguredtoutilizeaninactivitytimeoutfunctionthatrequiresapasswordorre-authenticationtoregainaccess.Thistimeoutshouldnotexceed15-20minutes.Mobiledeviceswithpatientinformationshouldbekeptinthepossessionoftheproviderwhentravelingorinanuncontrolledenvironment.Providersshouldhavethecapabilitytoremotelydisableordeletestoredinformationontheirmobiledeviceiflostorstolen.Patientsshouldbeinformedthatsomesoftwareandmobileappsdesignedforpatientuseseparatelyandpermanentlystoreorcreatecopiesofimagesonequipmentordevice,creatingapossiblesecurity/privacyrisk.Accesstovideoconferencingsessionsshallbelimitedtoauthorizedusers.Wholediskencryption(FIPS140-2,knownastheFederalInformationProcessingStandard,shallbeusedwhenstoringprotectedhealthinformationontheharddriveoftheproviders’computers.Patientsshouldbeinformedregardingthebestwaystoprotecttheirdevicesanddata,especiallywhenusingsoftware,web-basedormobileappsontheirown.Providersandpatientsshalldiscussanyintentiontorecordencountersorimages,thepurposeoruseoftherecording,howtheinformationwillbestored,andhowprivacywillbeprotected.Recordingsshallbeencryptedformaximumsecurity.Accesstotherecordingsshallbelimitedstrictlytoauthorizedusers.
ADMINISTRATIONGUIDELINES
I.SecurityTeledermatologistsshallkeeparecordofallusersofelectronicrecordstoassurethatonlythosewithlegitimateclinicalneedcanhavesuchaccessasstipulatedbylaw.Useofsuchrecordsforadministrative,researchorteachingshallbedefinedandapprovedbyappropriatebodies,suchasInstitutionalReviewBoards.Systemadministratorsshall:Keepdatabasefilesinencryptedformatrestandintransit.
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• HavethevendorpassasecurityauditandsignaBusinessAssociateAgreementifdata
storageiscloud-based,
II.Privacy
III.LicensingandCredentialing
Providersshallfollowfederal,stateandlocalregulatoryandlicensurerequirementsrelatedtotheirscopeofpractice,andshallabidebystateboardandspecialtytrainingrequirements.Aprovidershallensurethathe/sheisdulylicensedandcredentialedinajurisdictioninwhichthepatientisphysicallylocated.Providersshallpracticewithinthescopeoftheirlicensureandshallobserveallapplicablestateandfederallegalandregulatoryrequirementsregulationsrelatedtotheuseoftelemedicine.Thepracticeofmedicineshallbedefinedasoccurringwherethepatientislocatedatthetimeofthephysician-patientencounter.Assuch,theprovidershallbeunderthejurisdictionofthestatemedicalboardwherethepatientislocated.Providerswhowishtobelicensedinmultiplestates,or“interstatemedicallicensure”shallbeawareofregulationsandoptions.Forexample,theFederationofStateMedicalBoards(FSMB)hasdraftedthe“InterstateMedicalLicensureCompact”toprovideanexpeditedlicensureprocessforeligiblephysicians.Thecompactisexpectedtoeasetheprocessofgaininglicensureinmultiplestates.AccordingtotheCompact,eligiblephysiciandesignatesthestateofprincipallicensureandselectstheothermemberstateswhereamedicallicenseisdesired.Thestateofprincipallicensurewouldverifythephysician’seligibilityandprovidecredentialinformationtotheInterstateCommission,whichcollectsanyapplicablefeesandtransmitthephysician’sinformationandlicensurefeestotheadditionalstates.Subsequently,thephysicianwouldbegrantedalicense.TheCompactdoesnotchangethestate’sexistingdefinitionofaphysicianwithinitsMedicalPracticeActnortherequirementsforstatemedicallicensure.TheenactmentoftheCompactinadditionalstatesisadynamicprocess,andthepractitionersshouldrefertowww.licenseportability.orgforthelatestupdates.
IV.LiabilityTeledermatologistsshallbecognizantoftheliabilitythatisincurredinmedicalpractice,whetherin-personorviaelectronicmeans.Providersshouldverifythattheirmedicalliabilityinsurancepolicycoverstelemedicineservices,includingservicesprovidedacrossstatelines,ifapplicable.
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APPENDIX
DEFINITIONSTeledermatologyreferstothedeliveryofdermatologyspecialtyservices(advice,diagnosis,treatmentplanning,andeducation)topatientsandotherhealthcareprovidersremotelyusinginformationandcommunicationtechnology.Synchronousteledermatologyreferstotheremoteprovisionofservicesonlineorwithbothproviderandpatientcommunicatingatthesametime.Asynchronous(orstore-and-forward)teledermatologyreferstotheremoteprovisionofserviceatdifferenttimes.Hybridteledermatologyreferstoutilizingbothstore-and-forwardandvideoconferencingmodesforteledermatology.
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