 Chris
|
| Joined: 07 Feb 2006 |
| Total Posts: 17 |
| |
|
Confidentiality
Posted: 23 May 2006 09:02 AM |
| We are seeing a major problem with confidentiality. We are training all our counselors, who often double as receptionists, how to make appointments on the computer. But this means that EVERY volunteer counselor and/or receptionist has access to all the client files whether they are here at the office or from anywhere in the world! We need receptionists to be able to make appointments, etc. How do we solve this problem. I can see where this could be a major fine from HIPPA. |
|
|
 |
|
|
Re: Confidentiality
Posted: 23 May 2006 10:34 AM |
Hi Chris,
You may initially have to limit the number of counselors that access CenterPiece. Currently security is implemented at the main module level (Client, Donor, Staff and Administration). In a future version, we could possibly add additional security roles to limit certain users to the appointment book only for scheduling. We may also break out the appointment book into a separate module of it's own. However, nothing has been determined at this point.
For now, here are a few recommendations. They are based on best practices followed by a number of our customers:
1) limit the number of people who can login and access the client information. (Note: only user IDs of the ClientManagment role can access the client module.) Most centers usually designate no more that 2 people to do data entry. This ensures the forms are getting entered correctly.
2) Once the forms are entered on a file, print the File Summary report and store the hardcopy with the client's file in the filing cabinet. This way, counselor's that do not have access to CenterPiece can still pull a hardcopy of the client's file.
In terms of HIPAA, it's my understanding that unless your center if billing for medical related services, the HIPAA regulations do not apply. Please see the additional post from our forums regarding this matter:
view post 265
Below is the link:
http://www.ekyros.com/Pub/Forums/ShowPost.aspx?tabid=14&PostID=265
|
 |
|
|
|
marcie
|
| Joined: 31 Jan 2007 |
| Total Posts: 2 |
| |
|
Re: Confidentiality
Posted: 31 Jan 2007 11:40 AM |
Good afternoon!
Our center has just started using ekyros full time and we are struggling with the whole confidentiality issue. It has been 8 months since this posting and I am wondering if any of the security options limiting some users to the appointment book only have been implemented or are on the horizon.
Also, you mention limiting the number of people who do data entry to no more than 2 people as a measure to ensure correct and confidential information in the forms. Is this for the initial creation of a client's file after the intake paperwork is completed and ready to be inputted? Or do you also mean after each visit when the file is updated with forms like case visit, concepts shared, individual education, notes, etc.? If the answer to the last question is "yes", do you have a recommendation as to how that information gets passed from the counselor to the data entry person?
At this point we have 2 people creating client files. We are in the process of training the counselors to check clients in for appointments, schedule follow up appointments, and fill in the appropriate forms after a counseling session to update the client's file. Should we not be doing this?
Thanks in advance for your help! This forum has been very educational for me.
Marcie |
|
|
|
|
|
Re: Confidentiality
Posted: 31 Jan 2007 10:08 PM |
Hi Marcie,
Welcome to the eKYROS.com family! You're asking very good questions and I commend you for working to figure out "best practices" for data entry. Here's an idea for the "flow" of data entry that has worked well for many centers:
1. Have a "data entry inbox" where ALL files are put that need to be put into CenterPiece--this would be ALL files, regardless of whether they are a brand new client or a client that is returning for follow-up visits. You would need to train your volunteers to drop their files into this inbox when they finish filling out the appropriate paperwork. Your 2 key data entry people would process all of these files.
2. One of the most important keys to having accurate data entry is to have clear and easy to read paper forms. The data entry person should be able to easily glance at a paper form and know what should be entered into CenterPiece--whether it be a brand new client or a client returning for a Group Class, etc. If your forms are clearly communicated, any trained person should be able to input the relevant information into CenterPiece (and not just the person that met with the client). We do provide paper "office forms" for you in CenterPiece that match all data entry, so that the transfer of data from paper to computer is as easy as possible.
3. After data entry is completed, the files can go into a "To Be Filed" inbox, and they are then ready to be put into your filing cabinet.
Hope these tips make sense, but if you have any further questions just let us know. We're happy to help you figure out the best system that will work for your center. :o)
In regards to your question on appointment book/security limits, I am going to check on the current status of that and get back to you as quickly as I can.
Blessings to you, Marcie!
Sarah Miller |
|
|
|
|
marcie
|
| Joined: 31 Jan 2007 |
| Total Posts: 2 |
| |
|
Re: Confidentiality
Posted: 01 Feb 2007 04:31 PM |
Thanks, Sarah!
Your reply cleared up most of my questions. However, I am still unsure about the notes feature. Should the individual counselor be inputting their own notes into ekyros or should the data entry person do that? Should the counselor type their notes into Word and place them with the other paperwork and file in the "data entry inbox"? Is there a legal issue with me inputting notes under someone else's name or is that regarded more as transcribing notes into the file?
It is so reassuring to have you at the other end of the forum. :)
Marcie
|
|
|
|
|
|
Re: Confidentiality
Posted: 02 Feb 2007 01:55 PM |
Hi again Marcie,
I'm so glad I could help! There are several options for how to handle notes:
1. Probably the most common option would be to have your volunteers hand write their notes on the paper form that they are already filling out after each client visit (you can add a "Notes" section to the bottom of the form). It is not required that these notes be input into CenterPiece, but if you opt to do this, the data entry person would type in the volunteer's hand-written notes.
2. Another option, that would save a lot of time during data entry, is to train your volunteers how to search for and open a client's file and then how to enter notes. Since adding notes is very simple, most volunteers shouldn't have a lot of trouble with this. They could type their notes directly into CenterPiece, and then using the "File Summary Report" (found at the top of the client file) print out a copy of the notes to put into the client's paper file. This print out could also include contact info or activity history as well. I have talked to a few center's that will also have the volunteer sign and date the printed out notes for added documentation.
As you are deciding how you want to handle this, your decision should probably be based on how computer savvy your volunteers are and how big your client load is (you don't want to get too terribly behind on data entry because of the time it takes to enter notes.)
Just some thoughts to think over. Let us know if we can help with anything else!
Happy Friday! :o)
Sarah Miller |
|
|
|
|