Solutions for protecting patient privacy – paper records

Look at your current patient charts to see how they could be improved to protect your patients’ identity and personal health information.

If your strategy for compliance involves using traditional paper based charts for patient information, you may need to remove any patient identifiable information from the outside of the chart. This includes not only patient name and address information, but also any information that could be used to determine the identity of the patient, including social security number, birthdates, or phone numbers. Information that reveals a health condition or payment status should also be removed from the outside of the chart.

For more information, call us at 1-800-460-3453 or fill out our Info Request form.

Filing system conversions

We offer complete conversion services to replace your existing charts with new ones that offer more privacy protection. Choose preprinted labels or prelabeled charts. Labels can be printed from your computer data or they can be assigned sequential numbers. Product is delivered to you in sequence to save time, making the transition less labor intensive and disruptive at your practice.

For more information, call us at 1-800-460-3453 or fill out our Info Request form.

Charts/Folders

Improve your chart privacy and increase the efficiency of your filing system. Choose from a wide range of filing products to suit your chart specifications. Numbering, punching, prelabeling and custom printing are common requests from health care providers to enhance the effectiveness of their charts.

For more information, call us at 1-800-460-3453 or fill out our Info Request form.

Relabeling existing charts

We offer a variety of software products that enable you to relabel your existing charts with color coded label strips printed in-house using your PC and ink-jet printer.

For more information, call us at 1-800-460-3453 or fill out our Info Request form.

Lockable shelving

The HIPAA privacy rules require health care entities to take steps to protect PHI from breaches of privacy. Lockable shelving and rolling files prevent unauthorized access to patient charts both in the filing area and at user’s workstations.Software monitors and controls access to PHI.

The privacy rule also applies to PHI that is transferred electronically between computers within an organization or between providers and their business partners. We offer an extensive line of document management software products that integrate your electronic and paper documents.

For more information, call us at 1-800-460-3453 or fill out our Info Request form.

Role based password security

Software ensures privacy through password security. Password protection gives workers access to the information they need to do their jobs, but protects patient privacy by only allowing access to the information needed to perform their tasks.

For more information, call us at 1-800-460-3453 or fill out our Info Request form.

Tracking patient chart usage

Bar code tracking keeps a complete history of where a chart has been and who has had access to the information.

Data encryption

Remote access to data is encrypted when using Smeadlink iAccess.

Document imaging

Converting paper documents into digital images that can be managed and transmitted electronically improves productivity. Documents are instantly available to all authorized users at the same time. Access is controlled through password protection and a usage history is created whenever a document is viewed.

For more information, call us at 1-800-460-3453 or fill out our Info Request form.

What should you do next?

Ask us to help.

We can help you get started as you prepare to address the new HIPAA regulations. Contact us for additional information and recommendations on how to best position your practice for compliance with the Privacy and Security rules as they pertain to your paper and electronic patient records.

For more information, call us at 1-800-460-3453 or fill out our Info Request form.