More than 50 percent of physicians’ offices and 80 percent of hospitals that provide Medicare or Medicaid will have implemented electronic record management by the end of the year, reported USA Today. But one of the chief concerns for those in the healthcare industry, as well as for patients, is protecting information. Healthcare facilities need to be careful that as they begin to use electronic document management systems, they remain in compliance with the Health Insurance Portability and Accountability Act and other laws.
For small hospitals with limited budgets, this can be especially challenging. Over time, facilities collect more and more paperwork or electronic files during the intake process, when patients are released, when care is given and during the billing process, for example. It can be challenging to retain control over all of these documents. But a lack of compliance with HIPAA can lead to thousands of dollars in fines as well as damage to the facility’s reputation.
One way for hospitals to remain in compliance with HIPAA requirements is to use a ProStor InfiniVault storage system. This virtual storage tool provides the most cost-effective compliant storage available, as it costs 40 times less than a fixed disk option. During the archiving process, documents are assigned to a workflow so that retention rules can be applied. Over time, retention and deletion of documents occurs automatically, saving users from manually managing records. There is also a complete audit trail tracking how records are stored and disposed of, which is important for hospitals and others that are vulnerable to regulatory review.
The ProStor InfiniVault system also delivers the following features:
- Provides complete regulatory compliance by keeping data secure and protected
- Simplifies the long-term management of various kinds of documents
- Allows healthcare facilities to perform electronic discovery so they can quickly search and retrieve records
- Ensures that all data is backed up and protected from disasters or computer problems by storing multiple copies of content
For more information about improving document management compliance in a healthcare setting, visit the Binary Office website.