INFORM. DOCUMENT. COMPLY.
The HIPAAeasy System consists of a kit of Personalized Notices, Forms, Posters and Chart Labels, designed to work together to simplify your HIPAA responsibilities. Far better compliance, far fewer mistakes.

If you are a member of the staff of a health care practice, you have some serious new responsibilities under the Privacy Practices Documentation and Communication requirement of HIPAA. You need to:

1. Inform patients of their rights

2. Document your compliance with HIPAA’s regulations, and either your compliance with your patients’ special privacy requests or your reasons for not complying. There are further documentation requirements, all covered in our system.

3. Comply with both HIPAA’s regulations and the special privacy requests that are within your patients’ rights.

HIPAAeasy is a subsidiary of DocuForms, a supplier of medical documentation tools for over 11 years. With our experience innovating decidedly useful forms for the medical practice, we’ve developed the HIPAAeasy System to allow you to carry out your new responsibilities in a uniform and orderly fashion. Many medical practices add new staff every year, and all new personnel must also comply with the new regulations (to the peril of the practice), so uniformity and order are an important component in your HIPAA compliance program.

INFORM
The Personalized Notices and Posters inform your patients of their rights, as required by HIPAA.

• They are designed for readability, lowering the likelihood of time-consuming misunderstandings
• They include a review of your patients’ rights under the state privacy regulations in your state. Under HIPAA, some state privacy rights preempt the federal rights. Those are the rights outlined in the state portion of our Notices. (This ‘state preemption’ section is required, but only HIPAAeasy supplies Notices with your state-specific information, no matter which state you are in.)
• They demonstrate your intent to comply with these new regulations. (The government looks favorably upon ‘effort to comply.’)

DOCUMENT
The Acknowledgement of Receipt and Administrative Support Forms document your efforts to comply with HIPAA Communication and Privacy Regulations.

• They document the patient’s receipt of the Notice, and provide you with a short form documenting reasons why the required patient signature was not obtained, if necessary.
• They clearly document any requests a patient makes for special handling (as is their right).
• They save time. If a patient has a special privacy need you could just hand them a blank piece of paper and devote staff time to walking them through the request process – if your staff has the time for such things, and if they are experts in HIPAA. With HIPAAeasy’s forms most patients who wish to exercise special privacy rights can just fill out the appropriate form. The Doctor and the Privacy Officer won’t have to waste any time deciphering hand written requests. The possibility of misunderstandings is reduced at every stage.
• Another way they save time: HIPAAeasy’s support forms contain a thorough reference to the HIPAA regulations relevant to the form. This gives the staff clear guidelines for making determinations on patients’ special handling requests. This will save many time-consuming trips to the office policy manual, and/or prevent mishandling these requests. Importantly, by having the relevant regulations right on the form, the patient will also be informed of the nature and limits of the rights they are exercising. (Certain forms are convenient two-part carbonless NCR forms so that, where mandated by HIPAA, the patient can have a copy.)
• Importantly, they help you keep an account of disclosures of PHI by the business associates of the practice, so that you may produce these accountings on demand when you are required to do so. (Our Business Associate Agreement obligates your business associates to provide notice each time they make covered disclosures. Other agreements only obligate them to provide an accounting when you demand it. Imagine trying to obtain such an accounting five years after they made disclosures.)
• Our support forms are clear and precise and promote order and uniformity in your compliance program. Again, the level of your efforts to comply will count in your favor with the government should disputes arise.

COMPLY
The Workforce Training Poster provides constant guidance to the staff.

• Displayed in the front office, it provides a quick reference to the busy workforce.
• The Workforce Training Poster is personalized with the name and phone extension of the Practice’s Privacy Officer.
• Newly hired staff will be aware from their first day on the job just how serious their HIPAA responsibilities are. They’ll quickly learn when a patient needs to receive a Privacy Notice, how to proceed when a patient is to receive special privacy handling, and when to call the Privacy Officer for guidance.
• Experienced staff get quick reference to procedure in uncommon situations.
The Green and Red Chart Labels provide a shorthand for your busy staff.
• A Green or Red Chart label on the patient’s folder alerts the staff that the patient has received a Notice. If there is no Green or Red chart label on the folder, the staff will know to give the patient your Notice of Privacy Practice and obtain an Acknowledgement of Receipt (AR) from them.
• A Green Chart Label on the patient’s folder instantly lets the staff know that the patient has no special communication or privacy requirements. No more time-consuming research is needed.
• A Red Chart Label on the patient’s folder instantly alerts the staff when special handling of PHI has been requested. (The staff would then look in the chart for the AR, to know exactly what special privacy and/or communication restriction has been agreed to by the Practice, and for instructions on carrying out the special handling.)

The chart labels and support forms create a simple, easy-to-follow system to ensure compliance:

1. The labels alert the staff to look in the chart for further instructions on the administrative support forms.
2. The Acknowledgement Receipts are designed for quick visual identification, and they contain all the information your staff needs to comply with special requests.

While the staff will still need some training to comply with special patient privacy requests and the other aspects of HIPAA, the HIPAAeasy System ensures that the staff is always alerted when special handling is required, and guides them in the actions they are required to take. LEARN MORE about the Notices, Forms, Posters and Labels that make up the HIPAAeasy Kit. We can help you decide WHICH KIT and quantity is right for your practice.