Understanding HIPAA forms can mean the difference between proper HIPAA compliance and a $50,000 fine. If you document and maintain HIPAA forms properly, you’ll be able to focus more on the daily aspects of your business.
As a chiropractic practice, you obtain, manage, and transfer patients’ medical information. Since you work with personal health information (PHI), you’re required to comply with the Health Insurance Portability and Accountability Act, or HIPPA.
There are required forms you need to ensure compliance with HIPAA in this area. It is a requirement that templates of these forms be available in your HIPAA compliance manual… even if you believe you will never use some of them. These forms include such things as:
- Customizable Notice of Privacy Practice: The Notice of Privacy Practice available for review by your patients if they so request. Your patients must know how you handle their medical records and how their rights are protected by your practice. This is no longer GIVEN to each patient, so know the most current rules!
- Notice of Privacy Practices Acknowledgement: Each patient must sign an acknowledgement stating that they have been told a privacy document is available to them if they request it. You must keep these forms on file to prove HIPAA compliance in the event of an audit or complaint.
- Authorization of Release of Health Information: Each patient must authorize who (if anyone) is authorized to receive their health information—including other offices and family or friends. Your form should include a section that’s applicable to minors and an appropriate expiration date.
- Several other forms are needed for specialized handling of information. You can find a complete list with customizable forms and a training manual at www.hipaacomplianceservices.com
There are also important office forms that are needed for functions outside HIPAA regulations. Some of those forms include;
- New Patient Authorization: This is a standard “intake” form, which includes a request for insurance information, , assignment of benefits, and your patients’ communication preferences.
- Statement of Financial Responsibility and Health Plan Coverage: This form creates a record of your patients’ insurance verification and financial responsibility—and should include your policies for missed appointments or instances of non-coverage by the insurance carrier.
- And many more…
The Department of Health and Human Services (HHS) is charged with making sure all businesses that are “covered entities” and subject to HIPAA are actually in compliance. HHS conducts internal audits to ensure that your business complies with both the letter and the spirit of HIPAA law.
If you’re audited, you’ll need to have your files in order, including all the assessments you’re required to perform periodically for HIPAA compliance. These include:
- Risk analysis and assessment.
- Remediation policies in case of security breaches.
- Personnel policies.
- Required forms
- Required audits of ABN forms, clinical file review audits and claims denial review audits.
- It’s important you have a separate HIPAA manual to keep all HIPAA forms filed, organized, and accessible so that you can present yourself as a prepared and professional organization if you’re audited. For training relative to these audits, which are misunderstood by nearly every office, you can go to www.hipaacomplianceservices.com.
Don’t Get Buried in HIPAA Forms – Let Us Help You.
Getting your office HIPAA compliant – and then staying that way – can seem all but impossible. But it’s necessary to protect yourself and your hard work from being destroyed by a clerical accident. Give us a call or fill out our online form for more information on how to make your chiropractic office HIPAA compliant![form contact-us]