In this world of instant access to social media, the issue of privacy has expanded into new territories. Data is no longer locked down. It is shared through multiple offices, providers, hospitals, and specialists. This new environment carries increase risk and consequence. Here are ten things to consider about organizational compliance:
1.Privacy policies are too easy to break. All it takes is one frustrating patient and a louder than normal conversation of “venting” between employees. Always be aware of your surroundings, patient care areas, waiting rooms, and other high traffic centers. Some of the most dangerous violations can come from the most innocent intentions.
2. Be wary of gifts. The normal week in a medical office contains a flow of vendors with samples and presentations. They will often attempt to sweeten the dealings with food or other offerings. This practice can extend to patients that mean well. Accepting gifts can land an employee and office on rough legal waters. Know where the line lies and keep the overzealous salesmen in check.
3. File reports. A patient falls getting out of bed. An employee stays an extra hour to help finish a large project. A lunch break is cut short for a meeting. All of these must be reflected in filed reports and accurate time counts. The consequences of falsifying records are much larger than the documentation and scrutiny from management. If legal proceedings occur down the line, you’ll want your files in order.
4. Legal Cooperation. The subpoena may come from different sources but, the minute it arrives, be ready to hold relevant records and provide all needed information. Stop the flow of paperwork until you are prepared to respond and keep to your developed process. It will smooth out any headaches.
5. Keep Current Training. It may be year one or year fifty, either way be sure to keep up with your training courses. OSHA requires yearly sessions in regard to employee and patient safety, along with other relevant issues. When an emergency happens, you’ll know the training works as it is handled in a professional manor.
6. Sharing passwords- In a nod to the first entry on this list, security is highly important for any practice. One day someone may call out sick or a new hire will start without login information. With the pressure and speed of daily operations, this may temp fellow employees to share login information or, even worse, keep them displayed on notes around workstations. Keep access keys secure at all times and let the new employee wait to get their own digital identification in the system.
7. Dangerous Friends- One day the phone will ring and it will be a favorite aunt or grandfather wondering about their test results. The matriarch of the family may have been admitted after a stroke and, for an hour, relatives from out of state are burning up the phone lines begging for information. Be sure the limits are known and posted throughout any areas of medical records and patient contact. Friends and family of patients mean well and can get frustrated at a lack of answers but, staying vigilant will only help your practice and show the empathy for the patient that you value and their loved ones should respect.
8. Protect Yourself- Physical security is just as important as data security. Have PPD ready and available when needed. Know what issues patients present when they arrive and whether or not they should be in an isolation room. The moment ignored often becomes lost time and illness (consider the recent Ebola outbreak). If you work evening hours, be aware of your surroundings in parking areas and other dark environments.
9. Protect Your Claims- “But I swear, it was a car accident.” Be sure to document everything that patient says and presents in terms of their condition. How often have they requested pain medications this month? Do visual symptoms match up with clinical findings? Insurance fraud is a common occurrence. Enact all possible measures to prevent this from happening in your practice and, when in doubt, document in detail.
10. Be Prepared- The audits will come. The Joint Commission will make announced and unannounced appearances. State and local inspectors will show up and your practice must be ready. Keep all parts up to code and stay on top of changes within the survey process. Nothing can derail patient service, profit, and satisfaction like a failing inspection. It is common sense and the quickest headline to make the news when an office fails for something that was an easy fix.
This list is only ten of many issues of compliance that are present on a daily basis. Do your best in all areas and you will find an increase of patient and employee satisfaction, a smoother workflow, higher profits and success.