This is a group assignment and all blogs remaining blogs are group blogs.
Thanks,
Dr. Frost
Blog assignment - Go to the NCMIC website. Log on with the username “college” and the password “NCMIC”. Click on the “case studies/articles” selection on the left side of the screen. Next, look under the “spring 2011”articles. Select and read: Handling Records When Practices Merge. For the blog, discuss how to minimize risk during a transition. Your discussion should contain at least 2 key points.
The 4th person in each group will post on the blog. This assignment is worth 2 points and is due August 27, 2012.
Group 6
ReplyDeleteTo minimize risk when practices are merging the office should be sure to contact patients and notify them of the merge. This includes getting permission to transfer their file which the permission should be in writing including a patient signature. It is also important the patient is aware how they can get access to their patient records with this change. Be honest with the patients and keeping them involved with help reduce risks during this merge. It's a good idea to consult with attorney during this change for any advice they might have to keep things legal. Picking a office records manager is a great way to reduce your risks as well. It is important to have someone in charge of this process keeping things organized and everyone clear on their duties.
Group 14
ReplyDeleteTo minimize risk when practices merge, the office should designate someone to oversee all records, making sure policies are enacted and records are being handled properly in terms of retention, destruction and coordination. All patients should be notified in writing and signed permission for their healthcare records to be transferred to the new practice. The new office should also be aware of time requirements in terms of how long records should be kept and maintained. Consultants and legal assistance should be considered for proper management of previous business records including, but not limited to, tax returns, personnel records and accounts payable. Patient files should be sorted and organized with proper storage and retention requirements met for minors and adult records.
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ReplyDeleteGroup 20
ReplyDeleteWhen practices merge, the most important thing to keep in mind for minimizing risk is organization. This means having designated people on both sides to help coordinate the way the process will run. The businesses will need to be pieced together and new and existing policies instated. Patient records need to be integrated and updated whether that means cleaning out and destroying old records or just plain transferring and storing them properly. Patients need to be informed on all aspects of the process and it would be best to get their signatures for the transfer of their healthcare records and personal information. Keep all information in writing so everyone is on the same page. Legal assistance might also be considered to help with the merger.
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ReplyDeleteGroup 16
ReplyDeleteWhen practices merge, it is important to properly maintain business and patient records in order to reduce risk through the change. The process can be challenging and require further assistance to facilitate organization. Appointing a trustworthy office or records manager to coordinate policy changes, staff duties, and patient records can allow doctors to focus on patient care. The manager will also be responsible for notifying patients of the merger, obtaining patient permission to transfer records via their signature, and telling patients how to acquire copies of their records. It may also be beneficial to seek a business consultant or attorney to advise on pre- and post-merger business and patient records in accordance with state and federal requirements. These measures will prepare the doctors and office staff to identify potential risks before they become problems, ensuring a smooth transition.
Group 11 (#4)
ReplyDeleteSeveral main points are contained within this article:
1. Designate someone to be a 'records manager' to oversee all transfer, documentation and notification of patients of merger.
2. Hire a consultant to make sure that all 3rd party policies are being followed and that each individual business is appropriately dealing with past records.
3. Make sure all IRS/tax records are being maintained correctly. Make sure all OSHA records are maintained appropriately (5 years)
4. Maintain patient records for 5-10 years for adults (different for minors/deceased)
It would be a good idea to hire a consultant and designate specific people to be accountable in all areas listed above.
Group 2
ReplyDeleteIn order to minimize risk when merging two practices, it is wise to select a trustworthy records manager to coordinate file release, retention, and destruction. It is important for both offices to contact patients to keep them “in the know” about what is happening. Patient permission must be obtained—in writing—to transfer health records to the new practice; patients must be notified how to obtain copies of their records if they wish to transfer elsewhere. It is beneficial to contract with a business consultant and attorney for transition assistance and record security while adhering to state and federal laws.
Group 12
ReplyDeleteWhen two practices merge together, there are some important considerations that must be made. Although the merging clinicians likely have a form of trust and goals set to make the practice successful, it is important to keep in mind this is a business, and to take affirmative action from a legal standpoint. In doing so, setting up a contract with consultants could be beneficial, having an attorney to advise on the protection and security of the records. In this situation, both practices must retain their business and clinical records from before merging. Another important consideration to make is that the merging doctors need to understand various records must be kept for different amounts of time. Although specific guidelines can be found online, each state’s requirements vary and it is important that mandated requirements be followed through with proper record keeping.
Group 1
ReplyDeleteThe merging of two practices is a lengthy and challenging process. Aside from the interests of the two practices involved, the interests of other parties'such as the patient base, the IRS, third-party payers, OSHA etc. must also be taken into consideration. As the article states, the use of consultants may be advised. Hiring a business consultant can help the merger process run more smoothly and the hiring of an attorney that specializes in business mergers can help ensure that all records, business and patients, is being dealt with in a manner that follows state and federal laws.
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DeleteDerrijk Hollon
ReplyDeleteGroup #9
There are many important issues that must be addressed in regards to the merging of multiple practices. First, the legal process is long and lengthy, you must be able to take the time to make sure all of the paperwork is correctly filed, including all accounts payable and receivable, ledgers, and employee records should be kept for 6-7 years. Tax returns, records of property purchases and sales, and merger and acquisition records should be kept indefinitely. Hiring a lawyer or consultant to oversee the paperwork is a great way to minimize risk to both the office and the doctors. Secondly, a trustworthy employee should be designated to handle the retention of all health and personal records. The retention requirement for the records of adult patients is usually 5-10 years after the last practice visit. The records of a minor are to be kept until the minor has "come-of-age" and then the additional time that an adult record is kept should be added on. Workplace illnesses and injuries that have been reported to OSHA are to be kept on file for a minimum of 5 years. Offsite storage of records may be necessary to fulfill all requirements.
ADAM GINGRAS
ReplyDeleteGroup 7
When offices merge it is important to follow a few simple guidelines.
1)Designate a records manager to monitor transfer of records
2)Notify patients of office change, get permission and advise the patients on how they can access their files
3)Follow specific state, federal and 3rd party requirements for record retention
4)Follow all time guidelines set by OSHA, IRS, state and federal government for file retention
5)Hiring a consultant and an attorney are always a good way to make the process move along smoothly
Group 10
ReplyDeleteWhen practices are being merged, several legal issues need to be addressed and followed through upon. First of all, the patients need to be notified of the merge, permission to transfer the patients health records need to be obtained, an need to give the patients the option to get their health records if they do not want to stay with the new office. Another major legal aspect is both of the merging companies need to keep legal documents for certain periods of time. Examples of this would be: OSHA logs need to be kept for 5 years, patient records of adults need to be kept for 5-10 years depending on state law, minor's patient records need to be kept for 1-2 years after they turn 18, and tax returns, property purchase/ sales, mergers and acquisition paperwork all need to be kept indefinitely. So the moral of they story is, even though the company(ies) no longer have their original identity, they need to keep their legal records.
Group #19
ReplyDeleteChris Washburn
When merging two practices it is necessary to minimize as much of the risk as possible when trying to combine records from both practices. Some simple steps can be taken to aid in this process. A records manager can be chosen to oversee the whole process. They can come up with proper procedures to be followed by staff, as well as, be responsible for any questions or concerns along the way from staff or patients. A patient signature should also be obtained to move their file to the new facility. The more professional help you can obtain to help with the process the better. A lawyer would be a good way to make sure your following the law and not doing anything that would jeopardize the new business. Also using a business consultant who has done this type of merger before would be a great asset and help with aspects of the merger that you may not have thought about.
Group 3
ReplyDeleteTo minimize risk when practices merge together, the office should elect a designated coordinator to oversee all records. This ensures that all policies are enacted and records are being handled properly in terms of retention, destruction and coordination. All patients should be notified in writing and signed permission for their healthcare records to be transferred to the new practice. The new office and office staff should also be aware of time requirements in terms of how long records should be kept and maintained. Consultants and legal assistance should be considered for proper management of previous business records including, but not limited to, tax returns, personnel records and accounts payable. Patient files should be sorted and organized with proper storage and retention requirements met for minors and adult records. These records should be kept in a safe and secure location. In any instance, make sure to follow HIPAA, OSHA, IRS, and state and federal guidelines to ensure the proper requirements are being met.
The first step is to decide if the films have surpassed the necessary timeframe in order to be destroyed. This time frame is seven years past the last visit date, or in the case of minors, often times it is until they are 25. Once the time frame has been surpassed. The office needs to follow certain protocols to ensure safe destruction of films. The first is to ensure that the patient is okay with the destruction by issuing and receiving back a notification of destruction from the patient. The office then has the option of selecting a facility that performs film destruction. This facility should be aware of HIPAA policies, and also fully destroy films, not merely recycle them. A business associate agreement should then be signed. Often times, personal methods of detroying films are not adequate. There should be no chance of film reproduction. Another option, is to sell the films to a third-party for silver removal. Which leads to the point that if films are destroyed inadequately, it could be violating EPA laws regarding landfills. All chiropractic offices choosing to destroy films should perform due diligence in researching the necessary steps to follow in order to ensure proper disposal.
ReplyDeleteGroup 4
ReplyDeleteTo minimize risk when two practices merge, it is very important for the D.C.s involved to properly maintain all the business and patient records. One way to accomplish this task is to designate an office manager to oversee the business and clinical records as well as training staff and letting the patients know of the merger. The new office should be aware of time requirements to know when or if any legal documents can be destroyed. This includes tax returns, merger and acquisition records, employment applications and occupational related injuries, and minor/adult patient records. All in all, it is very important to build a team of proffesionals that will help the transition process go smooth and follow the appropriate guidlines of running a business.
Brittney Asby
ReplyDeleteGroup 17
When offices merge it is important to follow a few guidelines to minimize risks involved. It is very important to have a designated office staff to oversee the retention of all records business and clinical. This person would be in charge of following the guidelines for all records as well as notifying the patients what is going on in the office with the changes being made. It is important to fill the patient in on what this means for them, their care and their file. There are many guidelines that need to be followed for file retention, it is important to follow the state, federal and 3rd party requirements. There are times lines that also need to be followed during an office merge some times lines to think about are IRS, state, federal and OSHA. Finally to help the office merge go as smoothly as possible and to make sure that all the items on the 'check list' are taken care of, its always a good idea to hire an attorney or consultant to make sure things are done appropriately.
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ReplyDeleteGroup 21
ReplyDeleteTo ensure a clean merging process between two practices, communication is very important. This applies to the merging process in multiple ways. The DCs who are merging together must communicate well so that merging operations are clear and well defined. A good way to ensure this is done without any miscommunication can be to put terms and agreements in writing. Another way this can be done is to appoint someone to a position where they oversee and coordinate many of the changes that occur during the merger. There are many legal issues involved in such a process, and as such, many decisions to be communicated about and decided upon. Some legal issues don’t require any decisions to be made, but are simply rules that must be followed. An example of this would be maintaining old records of both prior practices’ patient records, sales, tax returns, and any governmental records such as IRS, OSHA, or any other federal files. State laws vary on how long such records must be kept. Another example of how communication is important is when talking to patients. Patients must be notified ahead of time of a merger, if they are not interested in moving to the new practice then information must be given on how to obtain their records, and if they are interested in moving with the merger then permission must be granted to transfer their file to the new location.
Group 18
ReplyDeleteWhen practices merge, it is important to ensure maintenance of all business records. If possible, it may be beneficial to appoint a records manager to oversee retention of records. It may also be helpful to appoint a business consultant and/or attorney to help with business transitions and security of records. The IRS say to keep records for 6-7 years, but i say get a NeatDest Scanner and digital filing system and keep everything...forever
group 5
ReplyDeleteI went through this process as a patient a couple years ago. My doctor had me sign some release forms for my medical records, which indicates to me that the office was following the proper procedures of a business merger. Back then I was a little confused about the situation not knowing what was going on. I recieved a letter in the mail describing to me what was going on with their office and requesting that I come in as soon as possible to fill out the proper paperwork. However I don't recall them ever stating that I can request my records if I choose to switch to a different doctor. I guess they didn't want to lose me as a patient. I will make sure to follow proper procedures if this ever happens to my own business
Group 15
ReplyDeleteIn order from merging practices to minimize risks when they merge, a few key actions should be taken. Patients must be notified of the merger, and you must ask the patient for permission to transfer their records. Also you must give them instructions on how they may obtain their health records if they choose not to stay with the new practice. Another precaution that must be taken is that accounts receivable and payable records for both practices must be kept for 6-7 years for the IRS.
Group 13
ReplyDeleteThe biggest mistakes that are made usually occur because one or both parties have no knowledge or prior experience with merging businesses. The article recommends hiring a consultant with experience to help navigate through all of the legality issues of merging priviledged health information. Also, keeping patients informed of the merger, how it will affect their care, and how they can access their records are important ways to minimize risk. Finally, it would be helpful to digitize all records and keep copies of them for a minimum of 6 years but if they are digitized, the new clinic will be able to keep them for several years longer than the minimum.