get rid of fax machines - increasing the speed of health information exchange
DESCRIPTION
Faxing remains one of the most common methods for securely exchanging health information, but using a fax machine requires time, paper, and patience. And in spite of the drive to digital information in healthcare, offices still use fax machines. This SlideShare will talk about an alternative to fax machines that keeps some of its best characteristics without generating paper and aggravation – while saving time and effort.TRANSCRIPT
Get Rid of Fax Machines: Increasing the speed of health information exchange
Greg Horton, Director of Product Marketing, OpenText
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We’ll be at the HIMSS Conference!
Booth 3409
Orlando, Feb 24–26, 2014
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Fax Use In Healthcare
61 percent of doctors said that the fax machine is their predominant means to share information with other doctors
- Markle Survey on Health in a Networked Life 2010, Jan 2011
Fax is the primary form of communication for 63 percent of physicians
- 2012 National Physicians Survey, Oct 2012
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IS FAX STILL RELEVANT IN HEALTHCARE?
The fax can communicate complex information in human readable format. Text and diagrams, and handwritten notes are all handled well.
It is a ubiquitous capability that can be added to any office. The technology is used for many purposes so the allocated cost for clinical information sharing is close to nothing.
It involves only two parties the sender and the receiver.
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IS FAX STILL RELEVANT IN HEALTHCARE?
There are no complications associated with verifying the trust relationship between the sender and receiver. That happens off-line.
The transmission itself is reasonably secure. HIPAA quite reasonably does not impose encryption requirements on information sent over a switchable network.
There is no time-consuming and difficult to understand overhead to maintain security keys.
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IS FAX STILL RELEVANT IN HEALTHCARE?
Every fax machine in the world is directly addressable with a simple number containing fewer than 12 digits.
It works well in mixed modes, where some providers have integrated IT systems and others have no integration or no clinical IT system.
Fax can easily be integrated into IT systems both for outgoing and incoming messages.
Wes Rishel, vice president and distinguished analyst in Gartner's health care provider research practice, provides a simple answer: ‘Fax is the standard to beat.’
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What types of PHI is exchanged by healthcare providers via Fax?
Laboratory Results
Radiology Reports Transcriptions
Claim Status
Physician orders
Prescription filling and rewriting
Referral certification and authorization
Fact Sheets: Admittance documentation
Patient accounting records
Treatment information
Payment and remittance advice
Communications with other hospitals, care providers, vendors and patients
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Fax Machine Risk
University Medical Center of Southern Nevada – A former UMC volunteer faxed patient face sheets to an attorney who used the sheets to contact prospective clients The protected health information involved in the breach included names,
addresses, and dates of birth, social security numbers, and diagnoses. 5,301 individuals were at risk One person has been indicted on one count of conspiracy to illegally
disclose personal health information in violation of HIPAA
Children’s Hospital of Orange County inadvertently faxed patient records to an auto shop
Doctors’ offices in Tennessee accidently sent patient information, including social security numbers and medical histories, to an Indiana businessman’s fax machine for more than four years without realizing it
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Challenges with Fax Machines
Delay in delivery & receipt
Can be delivered to the wrong desk or lost
No convenient acknowledgement of delivery
High document distribution costs
Compliance issues
Lack of integration with other applications
9Copyright © Open Text Corporation 2009 - 2010. All rights reserved.
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Where do Fax Servers fit in?
Frost and Sullivan “Enterprise Fax Market Report”, November 2010
“Fax advantages over other technologies…Faxes can include signatures, annotation, images and unique messaging, support multiple languages, and confirm receipt”
“Demands for compliance: Fax servers offer regulation compliance better than any other communications medium. …”
“The value proposition of enterprise fax services, particularly fax servers and FoIP, is clearly identifiable, demonstrated, and proven.”
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Fax machines vs. fax servers
Fax Machines Must add costly fax kits to MFP
devices or purchase fax machines Need to run phone lines to all fax
devices Limited/no ability to integrate fax into
VoIP network High IT management costs and
overhead No consolidated audit trail or history No centralized control of fax activity Need to control access to fax
machines to comply with HIPAA
Fax Software Hard Dollar ROI: Eliminates MFP
fax kits, legacy fax machines, dedicated phone lines
Consolidate phone lines at the Fax Server Use Fax over IP (FoIP) to eliminate
need for local PBX connection
Compliance & Security: Centralized fax tracking & reporting
Reduces IT management costs and overhead
Integrate into backend applications Faxes securely routed to correct
recipient
A better way to fax….
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RightFax Overview
Software based solution
Can be deployed in several ways On-premise server connected to your telephone system or internet
provider Analog, Digital or IP-Based telephony environments
Combination of on-premises server with telephony provided “as a service”
Extensive back-end integration options
Completely flexible to support exact customer needs
Disaster Recovery/High Availability options
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RightFax can fax enable virtually any healthcare platform or system to send,
receive, and archive patient information securely
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RightFax Integration with Health Information Systems
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Benefits of RightFax in Healthcare: Improved Productivity
Reduced Inbound Busy Signals More referrals Happier physicians Faster responses
Scheduled jobs Schedule jobs at night
No waiting for faxes No stack to sort through No delivery delays
Productivity increases Fax from EMR Fax from computer desktop Fax from MFP
Reduced use of Paper Toner Fax machines Phone lines
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Benefits of RightFax in Healthcare: Improved HIPAA Compliance
Reduced faxes sent to incorrect addressee
Auditable accountability
Digital archive of all faxes
Ensure confidential health information reaches its intended recipient with delivery to private mailboxes
Centralized communications hub for protected health information
Options for encrypted and certified delivery
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Success Story
Founded in 1906
More than 500 physicians
More than 1900 nurses (RN & LPN)
More than 4500 employees
606 licensed beds
More than 25,000 admissions annually
Nationally ranked hospital*
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Success Story
Successfully integrated RightFax with its EPIC EHR system to meet HIPAA compliance regulations protecting PHI.
Previously printers and fax machines could not be left unattended, now inbound documents containing PHI are electronically transmitted to their EHR system and only authorized staff has access to those documents
“RightFax really eases this process (availability of medical transcriptions) and helps us ensure the latest transcribed report is on their (physicians) desk in a timely fashion.”
Keith AnetsbergerSystem Administrator
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Benefits of RightFax in Healthcare: Enhanced Patient Service Levels
Improved health information tracking and storage
Fast retrieval of related health information
Accelerated scheduling, follow up, and claims processing
Reduce care delays because referral information/patient records were not sent
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Success Story
Founded in 1860
More than 200 physicians
More than 750 nurses (RN & LPN)
477 licensed beds
More than 25,000 Admissions Annually
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Success StoryDenver Health’s Central Fill Pharmacy
Manually managing 700 refill requests per day
30% were duplicates
With RightFax, duplicates were easily recognizable by sending fax number or medical record number
Electronic Document management system determines if prescriptions are incomplete or have mistakes and kicks them back to physicians for correction.
Errors quickly found and patients get the meds faster
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Why OpenText?
Over 25 years of experience in Enterprise Fax Solutions
#1 Enterprise Fax Server vendor*Leading Cloud Fax vendor**Fastest growing provider of FoIP
Solutions*
Part of a global $1.3+ Billion market leading EIM company
Over 10,000 systems in use with Hospitals & Clinics worldwide
Fax Integration and Automation for Healthcare
*Computer-based Fax Markets: 2012-2017 (Davidson Consulting) ** Who's Who In North American Cloud Fax Services for Enterprises: 2012 (Gartner)
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Learn more about OpenText Fax Solutions
Visit us at faxsolutions.opentext.com Call us at 800.304.2727 or 1.425.455.6000 Email us at [email protected] Follow us at @OpenTextIX Join us: http://www.opentext.com/community/ix