Hi Class,
Here is your assignment for this week:
Go to
the NCMIC website. Log on with the username “college” and the password “NCMIC”. Click on the “case studies/articles”
selection on the left side of the screen.
Next, look under the “spring 2011”articles. Select and read: Handling Records
When Practices Merge. For the blog, discuss how to
minimize risk during a transition. Your discussion should contain at least 2
key points.
The 4th person
in each group will post on the blog. This
assignment is worth 2 points and is due Monday, December 17, 2012.
Thanks,
Dr. Frost
Establish a records manager who is responsible for transferring the records to the new practice location. It is also important to acquire the signature of patients giving their consent to transfer records to the new legal entity of the merged practice. It is also imperative to keep records for at least the legally required time frame.
ReplyDeleteMichael Robinson and Joshua Leeder
Jesse Fox is a part of this group as well.
DeleteThe patient need to know that all of their personal records will be transferred to the new practice after the merge has taken place. Therefore, their signature and release must be authorized for the transfer. An office manager in the practice should be designated to this task and it should run as smooth as possible. All patient records must be kept safe, private and for a period of time that is legally required.
ReplyDeleteThe group is John Rockas, Vinicius Francio and Hirofumi Horikawa
DeleteMerging practices can be quite a big step for all who are involved. When transitioning or merging practices all active patients must be informed of the transition, asked permission to transfer their records to the new clinic, or given the opportunity to get copies of their records if they don't want to continue treatment. Since this can be a busy time a records manager could be designated who handles the patient records, employee training, and patient notification. Inventory on both patient and business records should be kept from each practice both before and after the merger or transition. Both sets of records need to be kept for certain periods of time depending on state law so keep yourself informed.
ReplyDeleteJordan L, Kasey R, Shannon S, Christa S
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ReplyDeleteWith practice merging on the rise, it's important to keep good maintenance all business and patient records. Having a staff member focus solely on this task is quite important, as it could get difficult keeping files and folders in their appropriate places. All patients should be notified of the merge and have the opportunity to opt for another DC if they so choose. If the patient plans on staying with the doctor, they need to sign a consent allowing their records to be transferred to the new practice. Consulting with attorneys and practice accountants would also be a wise decision. These professionals can give the best and most accurate advice on how long and where to keep certain patient and business records. Outside professional advice and help, along with a trained designated staff member to keep tract of business and patient files are important keys in merging a practice effectively and legally.
ReplyDeleteJill D., Cristin F., Brandi H., Wendy C.
Merging practices together is an involved process that has two distinct parts. Proper steps need to be taken for both business records and healthcare records. It is advisable for an attorney to be involved in the process as well as appointing a designated records manager within the practice.
ReplyDeleteIn order of decreasing length of time required to keep records: Depending on state law.
- Tax returns, property acquisitions, and merger documentation all need to be kept indefinitely.
- Health records for discharged adults (5-10 years), minors (minimum 1-2 years after majority)
- Accounts receivable and payable (6-7 years)
-OSHA documentation of illnesses or injuries (5 years)
-Other business records including employee applications (2-3 years)
In addition to ensuring all records are safely transitioned to the merged practice, patients need to be informed of the process and sign a simple form acknowledging and accepting the transfer of their files.
John Crouse (Nicole J. Emily S. Kelly L. Jordan H)
Before merging patient records, it is important that the patient is aware that the merger is taking place. Signed permission should obtained from them in order to transfer the records to the new practice location if the patient wishes to remain with the D.C. after the merger. It would be beneficial to have a business consultant or attorney to oversee the merger to advise that the records meet federal and state requirements for retention. When in doubt, check with your individual state before discarding anything in the patient file. You may be putting yourself at an unnecessary risk for malpractice by discarding a record or information in a patient's file that you could potentially be asked to produce at a later time.
ReplyDeleteSimone F, Diana M, Cierra S, Erin C, Lakyn C
It is important that DC has full responsibilities of all processes and should know what is going on and what he/she needs to do when practice merges. First, having an assigned staff member to oversee management and retention of all records will help to reduce the work that DC needs to do. The staff member should know all the requirements for record transfer process. The staff member also has to notify all patients that their records will be transfer to the new practice and must obtain their signed permission. DC and designated staff member should know the State’s specific time requirements of keeping records. Second, it is beneficial to contact attorney during transition process. They will provide best and accurate advices on protecting the security of the records. With a trained designate staff member and outside specialists will help to minimize the risk during a transition of practice.
ReplyDeleteYoon Sun Kim, Jordan Ball, Sangwoo Kim, Tammara Blackmon, Anthony Dexter
While merging two chiropractic offices may be beneficial to the DC's, it might not necessarily be what a patient wants. In this respect it is recommended/required to notify the patients about an upcoming merger and ask permission to share the files.
ReplyDeleteIt is also a great idea to have one person in charge of merging the files, this way there isn't confusion of who is responsible for what. This records manager can oversee release, retention and destruction of patient files.
Aside from patient files, the manager can also coordinate the merger of IRS information, employee records, appointment logs, and any other business records.
Derek Prado, Rhys Evans, Holly Crawford, Nina Peterson
The most practical way to minimize risk while merging is to limit the number of staff assigned to merge the office documentation. It is recommended that only one person do this to keep uniformity and minimize errors.
ReplyDeleteThis will also help in pre-merger record keeping as files could be easily misplaced or filed in the wrong spot if more than one person is enacting the merger.
It is important to keep track of pre-merger files corresponding to each separate office for insurance puposes and if you needed to go through 2 office's worth of files things would start to look bad.
Melissa Adams, Jack Tripp, Richard Kingsbury, Justin Casey, Jesse Boulter
For merging, ask patient first, whether you want to remain or transfer to new doctor, if they want to remain, get a official document, and keep their private file and record safety, but if they want to move, then also get official consent form for it. For this case, i think the most important is to inform what is going to happen to patient and get a offical signature from them, and keep record and file safe. It would be ok i guess.
ReplyDeleteKurt Sikkema,Alex Belke, Dee King,Andrew longner are in this group.
DeleteWhen two practices decide on a merger, it is very important to communicate with the patient to reduce risk. Inform the patient of the merger, where the office will be, who the other D.C. is, etc. Also, be direct with the patient by explaining that their file needs to be transferred and everything possible will be done to maintain the privacy of their documents. Reassure them that the information will only be in the hands of trusted employee and their privacy is very important. Then ask for a signature from the patient to transfer the file.
ReplyDeleteIf possible, have one person manage the files for the merging practices. The record manager could make policies and train other employee on record release, and retention and destruction of files.
Ryan Madigan, Eric Dickerson, TJ Harpham, Wes Harpham, Andrew Weihler
To minimize the risk for the D.C.'s involved in the practice merger, active patients need to be notified and educated about the merger and how it affects them. Information such as how they may obtain records and also their permission to transfer their records are essential.
ReplyDeleteAnother risk that needs to be managed is outstanding billing claims, etc that need updated information about the new single practice that the old was merged into. Attorneys can help with this process and may be a worthwhile investment so that all paperwork is in order.
Ryan Vermeesch, Jim Fitzgerald, Chris Nelson, Emily Wentworth, Matt Curan
Today, merging two chiropractic offices can be done quite easily if proper precaution is taken by the D.C.s. It is important for the Doctors to recognize the responsibilities as well as the proper steps that need to be taken before deciding to merge. First off both clinicians must maintain their pre merge business records as well as all clinical records. This is best done by hiring a records manager; this employee oversees management of the new office and is crucial to retention of all records. They will also be responsible for developing new practice policies, oversee new employee training, notify new patients of merge and receive permission via patient signature forms. As the D.C.s merge practices they must understand the risk of patient retention. This transition is not always easy on the patients, especially those who do not like change. For an adult patient who decides to terminate their care records must be kept 5-10 years after discharge, and for a minor 1-2 years after majority.
ReplyDeleteCalihan Dierenfield (Tomo M. Tara R. Alyssa K. Paxton S.)
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ReplyDeleteIt is true that merging in practice with two D.C's involved has a lot of risks. But if it well managed, then the risks can be reduced. First, active patients must be informed of the transition, and obtain their permission for tranfering their records. Their patients should be educated and informed about the merger, and how it should be done. Plus, D.C's should hire a records manager which will lead to someone take a responsibility and aid for developing new practice policies, and it will helps the works to run smoothly. Since trained manager in charge of merging the files, it will helps to reduce the confusion of who is responsible for what.
ReplyDeleteHyun Jo (Luke P., Meet P., Laura P., Eric B.)
When merging 2 practices, it can seem overwhelming. The important key to a merger is the proper precautions. A lawyer should be involved to guide both parties in the correct legal direction. Another precaution would be for both parties to notify their patients of the merger and stress the safety of their records and precautions that are in place. Lastly, it is very important for both doctors to retain any previous records and abide by time standards that are in place for keeping records. As long as the proper precautions and standards are in place. A merger of two practices can be successful.
ReplyDeleteThis group includes Ryan Rumbaugh, Dave Snook, Matt Morse, Collin Sheehan, Tucker Baumann
DeleteWith any type of transition that is being made in the office it is important to keep the patient well informed. When in the process of a merge and records are in conversion, the patient should be informed of what, where, why, and when. This is simply insured that they have been educated and they acknowledge the transition by a signature. It would also be well advised to appoint a member of your staff as the records manager to oversee and ensure that the transition of merging is a safe and successful action.
ReplyDeleteDaniel (Mark, Jay, Felicia, Britni)
To begin a merger the first step would be to designate a records manager. Whether it be a staff member or the doctor his/her self. It is important that when the transition happens that all records are available for the new doctor to examine. This also ensures that there is one person that can answer any questions related to any records. This will also keep the patients informed as to what is going on so that any worries or concerns about the transition can be answered. Next a lawyer should be consulted to make sure that the security of all records is maintained through out the process. Patients will want to know that their health records are being kept properly. This can also help to answer any questions related to which records need to be kept so that the practice is following the correct guidelines that apply in that state.
ReplyDeleteRyan (Jarod, Ashley, M.J., Liz)