opentext - improving the security of fax-based health information exchange
DESCRIPTION
HIPAA has changed the way fax-based communication must work. Protection of inbound faxes, manual delivery of paper faxes and lack of a consolidated audit trail making paper-based faxing risky and costly. There is a way to maintain solve these problems and still use faxing when needed. Find out how in this slideshare deck on improving the security of fax-based health communication. In this slideshare, you’ll learn: 1.How HIPAA impacts faxing 2.Alternatives to paper-based faxing 3.How these alternatives support HIPAA complianceTRANSCRIPT
Improving the security of fax-based health information exchangeGreg Horton, Director Product Marketing, OpenText
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Fax use in HealthCare
Fax is the primary form of communication for 63 percent of physicians
- 2012 National Physicians Survey, Oct 2012
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Agenda
3How the alternatives support HIPAA compliance
About OpenText4
Alternatives to paper-based faxing2
How HIPAA impacts faxing1
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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
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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
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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
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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
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Agenda
3How the alternatives support HIPAA compliance
About OpenText4
Alternatives to paper-based faxing2
How HIPAA impacts faxing1
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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
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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
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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
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RightFax integration with health information systems
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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
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Agenda
3How the alternatives support HIPAA compliance
About OpenText4
Alternatives to paper-based faxing2
How HIPAA impacts faxing1
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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
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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*
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Success Story Highlight
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
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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
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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
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Success Story Highlight
Founded in 1860
More than 200 physicians
More than 750 nurses (RN & LPN)
477 licensed beds
More than 25,000 Admissions Annually
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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
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Agenda
3How the alternatives support HIPAA compliance
About OpenText4
Alternatives to paper-based faxing2
How HIPAA impacts faxing1
22
OpenText ©2013 All Rights Reserved. 23
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)
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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