opentext - improving the security of fax-based health information exchange

Improving the security of fax-based health information exchangeGreg Horton, Director Product Marketing, OpenText

OpenText ©2013 All Rights Reserved. 2

Fax use in HealthCare

Fax is the primary form of communication for 63 percent of physicians

- 2012 National Physicians Survey, Oct 2012


Agenda

3How the alternatives support HIPAA compliance

About OpenText4

Alternatives to paper-based faxing2

How HIPAA impacts faxing1


Fax Risk – Unattended Fax Machines

HIPAA regulations recognize this risk and require that unattended fax machines be placed in a secure (locked) location with access limited to authorized personnel


Fax Risk – Sending Faxes to the Wrong Number

A hospital in California faxed patient records to wrong locations: including other doctors and an auto shop

Doctors' office in Tennessee accidentally faxed patient information to an Indiana businessman for over three years without even realizing it

A health insurer used an online fax service that erroneously misdirected faxed claims data to a company in Canada from doctors and clinics across the U.S. who used their service


Fax Risk – Malicious Intent

An employee at the University Medical Center in Las Vegas, Nevada was sentenced to 33 months of prison and 3 years probation for selling and faxing accident victims’ names, birth dates, Social Security numbers and details about their injuries to lawyers


Fax Risk – Undeleted Data

A financial company sold their fax machine to a reseller and did not remove the data from the hard drive. The subsequent buyer discovered the data and notified them


Agenda


About OpenText4




Fax machines vs. fax software and services

Fax Machines Must add costly fax kits to MFP

devices or purchase fax machines

Need to run phone lines to all fax devices

Limited/no ability to integrate fax into VoIP network

High IT management costs and overhead

No consolidated audit trail or history

No centralized control of fax activity

Fax Software and Services Hard Dollar ROI: Eliminates MFP

fax kits, legacy fax machines, dedicated phone lines

Consolidate phone lines at the Fax Server Use Fax over IP (FoIP) to eliminate

need for local PBX connection

Compliance & Security: Centralized fax tracking & reporting

Reduces IT management costs and overhead

Integrate into software applications


Where do fax servers fit in healthcare?

The Role of Fax Servers in Improving Productivity Today in the Uncertain Shadow of the Electronic Hospital,

IDC Health Insights, November 2010

Fax servers offer significant potential to deliver value today and support the transition to the fully electronic hospital:

Improved compliance

Reduced paper generation

More efficient sharing of information between departments

Automated request and bill management

http://www.idc-hi.com/index.jsp


RightFax

On-premises software with either your telephone equipment or cloud-based transmission

Send and receive faxes as electronic messages directly from email clients or desktop application

Your IT staff controls security and distribution of faxes Multiple routing options exist

Optional encryption module stores all faxes on server in encrypted format

Extensive integration options with HIS and EMR systems

Highly scalable with extensive Disaster Recovery/High Availability options


RightFax integration with health information systems


EasyLink

Cloud-based enterprise fax service

Requires no fax machines, no servers, no telephone equipment, light IT management

Send and receive faxes as electronic messages directly from email clients

Instant scalability with no busy signals

Features supporting HIPAA compliance HIPAA Viewer Option: restricts OpenText from viewing any PHI Encryption at rest and In-transit: symmetric 128-bit AES encryption with encryption

keys rotated every 30 days Immediate Document Deletion: documents are removed as soon as a fax job is

completed Encrypted Archiving: documents are archived with encryption enabled No Archive Option: customer has the ability to choose not to archive fax documents


Agenda


About OpenText4




Benefits of OpenText Fax Solutions: Facilitates HIPAA compliance

Ensure confidential health information reaches its intended recipient with delivery to private mailboxes

Reduced faxes sent to incorrect addressee (shared address books)

Centralized audit trail – ensures auditable accountability

Secure digital archive of all faxes

Centralized communications hub for protected health information


Success Story Highlight

Founded in 1906

More than 500 physicians

More than 1900 nurses (RN & LPN)

More than 4500 employees

606 licensed beds

More than 25,000 admissions annually

Nationally ranked hospital*



They successfully integrated RightFax with its EPIC EHR system to meet HIPAA compliance regulations protecting PHI.

Previously printers and fax machines could not be left unattended, now inbound documents containing PHI are electronically transmitted to their EHR system and only authorized staff has access to those documents

“RightFax really eases this process (availability of medical transcriptions) and helps us ensure the latest transcribed report is on their (physicians) desk in a timely fashion.”

Keith AnetsbergerSystem Administrator


Benefits of OpenText Fax Solutions:Improved productivity

Scheduled jobs Schedule outbound faxes for

after hours delivery

No waiting for faxes No delivery delays No stack to sort through

Fewer busy signals Faster responses Happier physicians Resulting in more referrals

Productivity increases Fax from EMR Fax from computer desktop Fax from MFP


Benefits of OpenText Fax Solutions: Enhanced patient service levels

Improved health information tracking and storage

Fast retrieval of related health information

Accelerated scheduling, follow up, and claims processing

Reduce care delays because referral information/patient records were not sent



Founded in 1860

More than 200 physicians

More than 750 nurses (RN & LPN)

477 licensed beds

More than 25,000 Admissions Annually


Success Story Highlight: Denver Health’s Central Fill Pharmacy

Manually managing 700 refill requests per day

30% were duplicates

With RightFax, duplicates were easily recognizable by sending fax number or medical record number

Electronic Document management system determines if prescriptions are incomplete or have mistakes and kicks them back to physicians for correction.

Errors quickly found and patients get the meds faster


Agenda


About OpenText4



22


Computer-Based Fax Markets, 2012-2017 (Davidson Consulting)*

Fax Service Markets: 2012-2017 (Davidson Consulting)**

Why OpenText?

Slide 23

Fax Solutions for Healthcare

• Over 25 years of experience in Enterprise Fax Solutions

• #1 Enterprise Fax Server vendor*

• #1 Enterprise Cloud Fax service**

• Over 10,000 systems in use with Hospitals & Clinics worldwide

• Global leader in Enterprise Information Management (EIM)


Learn more about OpenText Fax Solutions

Visit us at faxsolutions.opentext.com Call us at 800.304.2727 or 1.425.455.6000 Email us at [email protected] Follow us at @OpenTextIX Join us: http://www.opentext.com/community/ix

mailto:[email protected]

http://www.opentext.com/community/ix

opentext - improving the security of fax-based health information exchange

Technology

security of fax

fax devices

fax use

healthcare fax

fax job

fax documentsopentext

legacy fax machines

centralized fax tracking