08.02
2019

The Do’s and Don’ts of HIPAA Compliance

If your company has a long history of working within the medical world, then there’s a good chance that you have a deep-seated understanding of the Health Insurance Portability and Accountability Act (HIPAA). The rules, which were passed by Congress back in 1996, were put into place in order to protect patients’ coverage and personal information, as well as reduce the instances of healthcare fraud.

But if your company is still in the early stages of branching off into healthcare-related services, or you just want a refresher course, you may not be as familiar. For those in need of some brushing up, we thought we’d share a list of some of the biggest do’s and don’ts to make sure you’re staying compliant when handling such sensitive information.

DO
First and foremost, it’s of the utmost importance that you know exactly what is considered protected health information (PHI). Examples include names, addresses and contact information, social security numbers, medical record information, personally identifying dates (birth, death, appointments, etc.), and photographs. If you’re unsure whether something qualifies, your best bet is to err on the side of caution and treat it as though it does.

DON’T
If you need to have a discussion about a patient of yours with someone else, make sure that person is authorized and that you aren’t doing it in a public setting. Instead, find a private setting to do so and avoid the potential that anyone else overhears what’s being discussed.

DO
Keep your login information to yourself. Under no circumstances should you ever share this information with anyone else, even if it’s a colleague that you trust. Along the same vein, never write down this information even as a personal reminder for yourself. In both situations, it constitutes a breach of security and counts as an infraction.

DON’T
Never leave patient information in plain sight. This means that, whether you’re at the back office or in the field, don’t leave your devices unlocked and able to be seen by anyone else. It doesn’t matter if you’re stepping away for 20 minutes or 20 seconds.

DO
When patient PHI and ePHI retention periods expire and you are no longer required to hold onto this information, if you choose to dispose of the records, you must be sure they are fully destroyed. Hard copies must be shredded, pulped, or incinerated, while electronics must be securely wiped or the device on which the ePHI is stored can be destroyed, if need be.

DON’T
If your patients want access to their own records, it’s your responsibility to provide them within 30 days of their request. If patients choose to share this information with other entities, that is at their discretion, but denying them the right is a violation and can result in hefty fines.

DO
Implement software that truly supports HIPAA compliance. The Vault tier of our Encore software allows you to collect sensitive customer information and transmit it to your back office with complete end-to-end data encryption. We even brought in third-party experts for an additional layer of vetting to help make sure we covered all our bases and confidently stand by our ability to keep your client information safeguarded.

You can never be too safe when you’re working in the healthcare industry. By taking a few cautionary steps, as well as implementing trustworthy software to help you with your daily needs, you’ll be well on your way to running a HIPAA-ready business.

Have any questions on how Actsoft can help you?

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07.30
2019

What is Electronic Visit Verification (EVV)?

Technology is rapidly changing the ways that businesses in the healthcare industry reach and serve their patients. A relevant example of this is through Electronic Visit Verification (EVV), a type of system that helps companies document proof of their service delivered to patients. EVV is especially crucial for home healthcare providers with mobile medical staff as they make visits to clients in the field.

Aside from providing key returns like reduced paper costs, more secure data storage and transmission, and efficient workforce coordination, an EVV solution can help your healthcare organization remain in compliance with federal mandates, as healthcare companies will eventually be required to implement one, according to the 21st Century Cures Act. The implementation deadline is January 1, 2020, for Personal Care Services; Home Healthcare Services must have an EVV solution by January 1, 2023, in order to avoid fines and stay in regulation.

There are six key data elements that an EVV system must track: patient names, dates, locations, types of service performed, the home health provider’s name, and the start and finish times of care delivered. Recently, we released Encore Vault, a version of our flagship solution whose EVV options let you capture this information. Encore Vault contains even more features for enhanced security and is in compliance with the Health Insurance Portability and Accountability Act (HIPAA). This new tier’s timekeeping- and scheduling-based options for EVV give healthcare companies like yours the flexibility they need to select a plan that works for them.

Benefits of Encore Vault include:

  • The ability to eliminate overbilling by pinpointing and logging visits
  • The ability to reduce insurance fraud and falsely filed invoices with GPS-tagged records
  • Enhanced worker safety
  • Timestamped trips by caregivers for accurate visit times
  • A highly secure messaging platform to communicate on

Unlike most lower price point EVV applications, Encore Vault also offers GPS Tracking as a complement to all of its proof of service delivery functionalities. See the near real-time positions of your mobile nurses and delivery people to verify that they’re at the correct locations, help them choose the most fuel- and time-efficient routes to patient homes, and increase workforce accountability using this intuitive feature. With our diverse EVV solutions, your organization can stay compliant and optimize its daily visit schedules through improved locational insight. Find out more today about what Encore Vault can do to help your healthcare company better serve its patients.

Have any questions on how Actsoft can help you?

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03.27
2019

Actsoft and HIPAA Compliance

Actsoft is pleased to announce its compliance with the Health Insurance Portability and Accountability Act (HIPAA). We’ve realized the need that organizations in the healthcare industry have to keep sensitive health information secure; in turn, our company has taken steps to ensure that we are able to provide a solution that’s tailored to their necessities.

By enhancing our security levels even more and having our dedicated team of employees undergo extensive training on HIPAA requirements, organizations can rest assured that we’re able to effectively help them keep the Personal Health Information (PHI) of their patients safe. While our solutions have always been able to help businesses of nearly any industry increase their efficiency and productivity, we will soon be able to assist healthcare companies in particular better than ever with Electronic Visit Verification (EVV) and encrypted PHI storage.

The milestone of becoming HIPAA-compliant is a huge step into the future for our organization and is just one of the many goals we’ve accomplished during the process of fulfilling our team’s vision for 2019. Stay tuned for specific launch dates regarding our line of HIPAA-compliant solutions for businesses in the healthcare industry.

Have any questions on how Actsoft can help you?

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10.23
2018

Industry Spotlight: Actsoft Solutions in Healthcare

Much like the public sector, healthcare is often times a mission-critical industry. Mere minutes and seconds can have life-saving implications, especially when it comes to emergency response. Because of this, organizations that provide medical services need solutions that can keep them better in tune with their mobile employees. Crucial situations that call for clear, open lines of communication are more easily managed through Actsoft’s workforce management applications, and we take pride in being able to assist organizations that help those in need find greater efficiency.

Fleet Tracking

Ambulance fleets that are monitored using our solutions’ GPS tracking capabilities are better equipped to operate safer and more efficiently. Our fleet tracking applications go even further than traditional solutions by displaying data charts about the activities of each of your respective fleet vehicles, allowing you to make better, more informed decisions about your mobile workforce. Let Actsoft solutions help your team regularly reduce its ambulances’ fuel consumption and wear-and-tear today.

Dispatching

Easily make on the fly adjustments to your workforce using Actsoft’s Dispatching tool. Both palliative care services and EMS can use the power of mobile technology to strategically direct the different parts of their workforce in near real-time, as employee positions in the field help administrators dictate who should get routed to a new location. With Dispatching, your workers can receive nearly instant notifications of procedural adjustments to their handsets, making your team better-rounded and more versatile than ever before.

Wireless Forms

A system for digital documentation takes the guesswork out of filling out and submitting paperwork, and is an especially useful asset in a time-sensitive industry like healthcare. Wireless Forms lets healthcare companies fill out forms electronically, and aspects of the feature such as decision logic help to reduce entry errors by showing employees only relevant portions of a document to complete, based on their previous answers.

Have any questions on how Actsoft can help you?

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04.16
2018

Actsoft in the Healthcare Industry

New technology is continually transforming the ways in which companies are conducting daily operations in the healthcare industry. Emergency situations are becoming much more manageable due to breakthroughs in mobile resource management (MRM) software, and Actsoft stands as a leader in pioneering some of these practical innovations for companies to use.

Our solutions allow businesses in patient transport, pharmacy, and hospice care know where their employees and assets are in near real-time by equipping them with tools that let them receive data back from the field nearly instantly. Gaining vision on field operations allows administrators to have an extra measure of insight into their mobile workforces, and helps them ensure that employees are getting to job sites on time and in the most efficient ways possible.

Multiple companies in healthcare already benefit on a daily basis from using Actsoft to streamline their information flows and enhance the productivity of their workforces. Two primary features of our solutions that these businesses rely on daily to provide quality care are Wireless Forms and GPS Tracking.

With Wireless Forms, companies can eliminate their organization’s use of paper documents altogether. Using this feature, a healthcare business’s mobile workers can fill out and pass off digital forms from mobile devices while they’re at remote locations. Lessening data errors, clearing illegible handwriting, and reducing high annual paper costs are all easily possible with a fluid system of digital documentation in place.

GPS Tracking is another powerful tool from Actsoft that businesses can use in everyday operations. In healthcare, safety is paramount, and by allowing management teams to see the near real-time locations of ambulance drivers, GPS Tracking helps them ensure that patients, EMTs, and drivers are all secure during critical situations. Further benefits of better routing and increased fuel efficiency are also available with the help of this feature, and any potential for vehicle theft can be mitigated if the locations of valuable assets are being constantly monitored.

Managing crises using 21st century tools is something that many of today’s healthcare companies strive to do, as they seek out more efficient ways to provide excellent care to their patients and clients. Actsoft takes pride in being able to help businesses in the healthcare vertical and many other industries take their daily operations to a next-level gear of efficiency.

Have any questions on how Actsoft can help you?

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