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HIPAA-Compliance

e4e recognizes the importance of protecting the privacy and integrity of every patient’s health information. Following are the initiative taken company wide to protect PHI.

Privacy

Every employee signs a confidentiality agreement with severe penalties for HIPAA violations
Access to applications/databases defined on ‘need-to-know’ and ‘minimum necessary’ basis

HIPAA compliant procedures defined in risk areas like:

Fax and email communication to external agencies
Information disclosure to payers, patients, family members and others
Storage, retrieval and/or disposal of reports and physical records
Common resources such as scanners and copier machines

Security

Physical and electronic access restrictions to work area and network
Firewall protection for internal network from the world wide web
Enterprise-wide multiple virus protection systems
128-bit SSL and data encryption on all web based applications
Each user has unique login, power-on and screensaver passwords
Controlled media usage/movement through inventory logs and physical checks
User accounts to access shared resources like fax machines and photocopiers
Random screening of emails for attachments with PHI
All documentation is kept on our proprietary electronic Document Management System, which is protected by stringent rules of user access, logins and passwords

Transaction standards

Our systems and processes completely support the usage of the new transaction and code sets under the HIPAA standards provided your third-party or proprietary software supports the same. If you are utilizing the services of a clearinghouse in transmitting claims, we can continue, without altering the arrangement. We currently work with several clearinghouses across the USA, for the transmission of claims and patient bills.

Our proprietary practice management software Velocity, is completely HIPAA
compliant. The following transaction sets, are available as part of the standard application:

Claim Transmission- ANSI X12N 837 4010A1
Payment and EOB - ANSI X12N 835 4010A1
Claim Status check and update - ANSI X12N 276/ 277
Eligibility checks - ANSI X12N 270/ 271

While the various players continue to move towards full compliance with the new HIPAA standards, we also support various other transmission formats such as the NSF and the print image of the CMS-1500.

Our proprietary practice management software Velocity, has several such built-in safeguards:

Audit trails and modification logs to ensure the trace-ability of changes made to PHI
Non-TPO PHI disclosures are logged into the software system. Information on disclosures can be retrieved at any time
All access to the software is based on logins and passwords, linked to a system of user-groups and rights, ensuring conformance to our ‘minimumnecessary’ policy
Data is backed up daily and an offsite backup maintained as part of our Disaster Recovery Policy
Additionally, wherever feasible, we have a database replication setup to the client's server
The software works in conjunction with our proprietary electronic Document Management System. This ensures very limited printing and electronically protected, yet easy, retrieval of billing records

Staff Education / Training

Frequent awareness programs cover all employees, old and new, periodically
Ongoing, online tests measure awareness and link HIPAA conformance to staff rewards
HIPAA resource directory is available on the Intranet to update employees on regulations, news and events

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