HCAS129 - Portfolio Project
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School
Bryant & Stratton College *
*We aren’t endorsed by this school
Course
129
Subject
Health Science
Date
Feb 20, 2024
Type
docx
Pages
3
Uploaded by kylenej
Kylene Adkins
HCAS 129
June 16, 2023
Week 7 Portfolio Project
The patient registration forms contained all the essential information that was needed to correctly fill out the highlighted fields. The key was that I had to thoroughly go through the forms and the copy of the insurance cards to get all the information needed.
Patient 1: Bella Allen
The full name was not filled out on the registration form. I used the name that was on the insurance card.
The insurance name was incorrect on the registration form. I used the copy of the insurance card
to document the correct name.
The state and home phone were missing from the patient information section on the registration form. I used the information listed from the parent section.
The copay of $60 was incorrect on the registration form. I used the amount from the insurance card.
Patient 2: John Smith
The date of birth was missing the 4-digit birth year. I used logic to add complete the year.
The insurance information on the registration form was missing the group name. I used the information from the insurance card to complete the file.
Patient 3: Beth Johnson
The birth month on the registration form was in letter format. The registration program needed the numeric equivalent. I translated Aug to 08.
The insurance company name was missing on the registration form. I used the name from the copy of the insurance card.
The group name was also missing. I did the same as above.
The patient listed the incorrect copay amount. I entered the amount from the insurance card.
Accurate information through data entry of the information from the patient registration forms is important in managing the EHR because this is how the patient’s medical record is
started. Not only for the patient’s safety, but for the fiscal safety of the facility. Patients often make errors on their registration forms. This is why it is always important to collect things like ID and insurance cards to help us verify key pieces of information. The greater the number of the 18 patient identifiers we have, the more likely we are to ensure we correctly ID the patient, which allows us to protect their information and ensure they receive correct care properly. If the record is incomplete, then their PHI might be seen as someone else’s. Without precise information, the file cannot be considered complete. If this information is not documented correctly, it could be denied by insurance.
HIPAA is for the safety of the patient information. This information is private, and should be kept confidential. The guidelines set forth by HIPAA promotes this safety and storage
of accurate information and has compliance requirements to help maintain those guidelines. I wouldn’t want any strange knowing my information, would you?
When entering patient information into the EHR, accuracy is critical. Patient 1 had the insurance policy number incorrect. This would result in the claim being denied. Patient 2 was entered under the wrong name. This could lead to misidentification. Patient 3 had many data errors. Again, misidentification leading to wrong information and multiple records would be a result. Accuracy ensures that the patient and their records are verified, and fewer claims are denied.
Unfortunately, while I was absent, patient information was not protected like it should have been. Violations included:
Failed to log off EHR system at end of the day.
o
Recommendation: Auto log off timer – System automatically logs off user after a designated time of inactivity.
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The fact that the HER did not have an automatic log-off is a major issue of itself.
Patient’s registration forms left face up.
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Recommendation: Digital copies/scans of registration forms – Once a registration form is received, it should be digitized then files so non-authorized viewing chance is lowered.
Any patient information associated within acquiring, retaining, and distributing illegally constitutes a breach. This calls for legal action to be placed against those who had any part in the breach. The violators could face costly consequences. Penalties may include civil and criminal cases. The government can resolve a lawsuit and lower the civil penalty amount if payment would not be proper due to the nature of the violation. A criminal fine up to $50,000 and up to one year in jail could be the penalty for someone who intentionally violates the Privacy Rule by acquiring or distributing PHI. These penalties rise up to $250,000 and up to 10 years prison if the violation involves selling, exchanging, or using PHI for personal gain or malicious harm. False pretenses as the motive gets up to $100,000 fine and up to 5 years in prison. Criminal prosecutions are in the Department of Justice’s jurisdiction under the Privacy Rule. Criminal punishments are only used when someone violates HIPAA as part of another crime. This did not occur in this situation. This was a clear organizational failure to properly train a staff
member and implement proper policies. This could easily be a tier 3 or maybe a 4 fine against the organization.
In my career, protecting and securing of PHI is critical. Medical data is very important to keep confidential. I will need to be up-to-date on any cybersecurity risks and be smart about keeping patient and client confidentiality. Security protocols, using encryption, and working with cybersecurity specialists are a way to adhere to HIPAA safety rules. If I were to not adhere to the HIPAA rules, regulations, and guidelines, I would be putting my career and patient’s personal medical data at risk.
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