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jmerhar
Premolar I

Is there a way to show that Hipaa has been updated each year?

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We update Hipaa and insurance signatures each year (on the same form) .  There is a Hipaa button for the first time that we acknowledge Hipaa, but is there some way to easily see that Hipaa is updated each year without looking into documents?

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Moderator
Moderator

Re: Is there a way to show that Hipaa has been updated each year?

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here is an idea , have you thought about using user codes to indicate the year 
for example when a patient sign HIPAA for the 2018 year you can add user code 8 to that patient , then when they sign 2019 replace 8 with 9  and so on 
user codes are accessible from the appointment card so it is easy to check what number they have while checking them 


you can also use contacts ( there are built in contacts for HIPAA acknowledgment ) but it is also couple clicks away from the scheduler 

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jmerhar
Premolar I

Re: Is there a way to show that Hipaa has been updated each year?

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thank you, I had not thought of user code.  We do use them for many other things. We do update the contact for hipaa, but yes that takes a few clicks.

cacrispe
Canine II

Re: Is there a way to show that Hipaa has been updated each year?

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What do you mean by user code?  I am not familiar with what that is.  HIPAA is very cumbersome to update due to the length of time it takes to get into history for each patient.  I would love a work around.   Thanks!

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Moderator
Moderator

Re: Is there a way to show that Hipaa has been updated each year?

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cacrispe‌ 
if you open patient information screen , on the right side of this window in office information are there should be a box called user codes 
i attached a screenshot not sure if it will show 

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jojob
Canine III

Re: Is there a way to show that Hipaa has been updated each year?

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Request:  I recommend that a patient's HIPAA date should appear:  1) on the patient's DATES tab page.  If never signed, then field should be 00/00/0000, informing us we didn't enter/get.  2) on the In-Office page as a column. I use In-Office daily.  After I "Check In" a patient, I'll get a warning:  "No HIPAA on file", then, I scramble getting forms.  Prefer to see status of HIPAA already on the In-Office page, so I can gather forms in advance ready for those patient.  HIPAA column would be 00/00/0000 if not signed/not entered by us or the date of last consent uploaded from the HIPAA Acknowledgement screen.

jmerhar
Premolar I

Re: Is there a way to show that Hipaa has been updated each year?

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Yes, yes, yes.  Exactly what I want especially since we can get fined for not having hipaa up to date.  Kind of important.

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callton
Premolar I

Re: Is there a way to show that Hipaa has been updated each year?

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Based on the following info from the ADA website, we only do HIPAA acknowledgement once in our office.

Do returning patients have to sign a HIPAA form every single time they visit, or is it once a year, ...

The HIPAA Privacy Rule requires that you ask a new patient to sign an Acknowledgement of your Notice of Privacy Practices not later than the patient’s first face-to-face visit. After that, the regulation generally requires that you retain any signed Acknowledgement for at least six years after the patient is no longer active in your practice. Some facilities ask all patients to sign an Acknowledgement at every visit to reduce the risk of missing new patients and lost paperwork, but this is not a HIPAA requirement.

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jmerhar
Premolar I

Re: Is there a way to show that Hipaa has been updated each year?

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We include with an updated Hipaa form each year, the "signature on file" for insurance claims.  What do you guys do about  insurance signatures?

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callton
Premolar I

Re: Is there a way to show that Hipaa has been updated each year?

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Insurance signatures do not expire either.  They sign on their original chart once.

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