QuicDoc® and Office Therapy® November 2013 Newsletter

Leaves are falling and so are our prices here at DocuTrac!

Help us celebrate our 20th Anniversary! We are offering a 20% discount on all Professional Edition client server software licenses (along with a 20% discount on the cost of upgrades with the purchase of Annual Maintenance).

Now is the time to purchase! Call our Sales department today at 800-850-8510.

Mention code: Anniversary

Ensure Your Data Is Backed Up Properly

It is not uncommon to suffer a data loss disaster only to find out that the backup solution you have setup has failed to save your Professional Edition QuicDoc and/or Office Therapy database(s). It is ultimately your responsibility to ensure your data is backed up correctly and that the backup complies with HIPAA regulations. The link below covers how to properly backup your databases, how to store your backups, how to restore them, and how to test database backups, all using the tools supplied within DocuTrac Professional Edition software.

ONC Online Training Game for Security and Disaster Recovery

The Office of the National Coordinator (ONC) has added its second on-line training game which covers security and disaster recovery.

Play CyberSecure: Your Medical Practice by clicking here.

There is No Such Thing as HIPAA Compliant Software

The U.S. Health Insurance Portability and Accountability Act, more commonly known as HIPAA, covers vast areas that fall under your responsibility as a “covered entity.” Whether you are a large inpatient facility or a solo practitioner seeing a few patients a week, you are liable for complying with HIPAA requirements regarding your patient’s Protected Health Information (PHI). Ultimately it is you and your practice or organization that is responsible for being HIPAA compliant, not just the software.

When searching for a software system, you should look for some common recommended features that will assist you and/or your organization in becoming HIPAA compliant.

An audit log or tracking method is necessary to record when a patient’s record was accessed and by whom. Tracking changes, additions, and/or deletions to the record and the date they occurred is essential.

Your software should also allow for customization of user roles or access roles. For example, if you have a part time scheduler on staff, that person would most likely not need access to a patient’s EHR (Electronic Health Record). By customizing user roles to the appropriate areas in the system related to their responsibilities, you can easily minimize any unnecessary access to PHI.

Password protection by user is critical. ALWAYS use a password. Also, it’s highly recommended that you change it every 3 months, and you should NEVER share user names or passwords within your organization.

Do you have a firewall in place to protect your data? Are you consistently backing up your data to a secure location in case of an emergency or loss of data? These are two simple steps that can also be taken to help reduce the risk of a HIPPA violation for you and/or your organization (see our article above on proper backup and restore).

Remember, these software features and procedures help with your risk management efforts only if they are actively being used. Your software may provide them, but it’s ultimately the responsibility of the individual and/or organization to make them a part of the adherence plan.

Please click here for more information relating to HIPAA.

Gateway Promotion has been Extended!

Due to an overwhelming, positive response, we have extended our Gateway promotion!

Sign up by December 6th and receive your first month FREE plus no sign up fees!

Office Therapy and Gateway will help you:

• Maximize revenue and increase cash flow
• Streamline your billing practice
• Check eligibility and benefits electronically
• Submit claims more efficiently and accurately
• Eliminate manual data entry with Gateway’s Electronic Remittance Service
• Optimize turn-around time by reducing error rate
• Make daily billing EASY for a constant flow of revenue for your practice

Gateway even offers a 100% satisfaction guarantee. If your rejection rate is not reduced within 90 days, they will pay up to $500 to switch you to another clearinghouse.

For more information, please visit our website or call Gateway at 800-969-3666.

Thanksgiving Holiday Closings

The DocuTrac offices will be closed for the Thanksgiving holiday on Thursday and Friday, November 28th and 29th, and will reopen on Monday, December 2nd. We hope you have a wonderful holiday!

Notable Quote

Opportunities surround the one who does not judge a situation as good or bad but _______simply remains open, trusting and persistent in effort and approach.

______________________________Jackson Kiddard

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