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Here are some thoughts on common HIPAA questions we've received...
Can the patient name and service codes still appear on the computerized OnSchedule screen?
Patient name, service codes and/or any other information necessary for the user to effectively provide care, obtain payment or conduct the business of the practice are allowed on paper or computer screens, but reasonable precautions must be exercised in regards to inappropriate disclosure of this information. In other words, use a password-protected screen saver; turn the monitor away from passers by, etc. to minimize (understanding it is impossible to completely eliminate) viewing by casual passers-by.
Note – With OnSchedule, the patient name, confirmation indicator, and prefix will always appear in the schedule. The user has the option to include/exclude patient id, home phone, work phone, and note.
Can medical alerts still popup to warn the user about a patient condition?
This is totally OK as long as reasonable precautions are taken as stated in the previous question.
Note – The user has the ability to suppress alerts in various areas through Preferences/Alerts.
Can recall cards still be sent via mail?
Recall cards can be sent through the mail, but should include the minimum amount of information necessary to accomplish the purpose: for example, recall cards with the patient's name, the appointment date and time and the fact that they have an appointment are OK; putting the specific treatment on the exterior of a recall card is not. If the practice insists on disclosing a specific treatment on the recall card, we suggest using a fold-over card or an envelope.
Regarding recall cards, is it ok to say something to the effect of "It is time to schedule your next hygiene appointment" or "It is time to schedule your next cleaning". Is this considered "treatment"?
Technically, yes, these are considered treatment messages. "It is time for your next appointment" is sufficiently general so as to not be treatment-related. That said, these are both pretty innocuous and create only a minimal risk for your customers.
Can chart labels include more information (e.g. Address) than simply the patient name?
If name and address are required to uniquely identify the patient's chart, then you should use both. The law is silent on the specifics, and leaves it up to the practice's professional judgment.
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