If there is a business sector with the greatest potential for drowning in documents, it’s drug testing companies. The number of various forms and procedures and the quantity of data to be processed and stored is staggering. Just the types of testing- Urine Testing, Hair Testing, Oral Fluid Testing, Evidential Breath Alcohol Testing, Synthetics Testing, Expanded Opioid Testing
-and the different forms and agencies the results are reported on and to is overwhelming. Is it pre-employment or a current employee test? Is it DOT or private? State or Federal? What about Chain of Custody forms?
Employee drug testing has become an important part of managing any group of employees. It’s been argued that this is something that should happen in every place of business. Whether or not you agree with this sentiment, it is clear that random drug and alcohol testing is needed in certain industries. Medical, healthcare industry, transportation, and food industries all demand clarity and cleanliness in order for things to run smoothly. Keeping staff, property, and clients safe is only made possible through ensuring that all employees are coherent and healthy.
As a HIPPA Compliant drug test provider, you’re keenly aware of the need and importance of quality drug and alcohol testing. You are also shouldering a big concern for your clients.
And complying with the HIPPA regulations governing these records is not only a huge responsibility, but a continuing one, since these records are required to be retained for up to five years, and sometimes more.
The Health Insurance Portability and Accountability Act of 1996 (HIPAA), Public Law 104-191, was enacted on August 21, 1996. Sections 261 through 264 of HIPAA require the Secretary of HHS to publicize standards for the electronic exchange, privacy and security of health information.
HIPAA guidelines require the Secretary to issue privacy regulations governing individually identifiable health information. The HIPPA Privacy Act applies to health plans, health care clearinghouses, and to any health care provider who transmits health information in electronic form in connection with transactions for which the Secretary of HHS has adopted standards under HIPAA.
The Privacy Rule requires that providers put safeguards in place to protect their patients’ privacy.
It’s because of the Privacy Rule that patients have legal rights over their health information.
These include three fundamental rights:
First, the right to authorize the disclosure of their health information and records. Second, the right to request and examine a copy of their health records at any time. Third, patients have the right to request corrections to their records as needed.
Simply put, there are required safeguards for the information collected that go above and beyond the usual data processing workflow.
And while drug testing companies may opt for the best affordable security for their data, without constant upgrades and maintenance, they may be vulnerable to a data breach.
KEEP YOUR TEST DATA SAFE!
While recent news reports have disclosed that even the largest of businesses are not completely secure from data hackers, there are simple things that smaller businesses can do to thwart hacker attacks. The most significant move is bringing on board a trusted partner whose business IS data!
Processing data and conforming to HIPPA rules and regulations? Now you’re talking about the sweet spot for a BPO.
Data is their game! They have a long list of advantages for Document Control and Management, including SECURITY.
But not all BPO Services companies are HIPPA compliant. HIPAA compliance guidelines are incredibly essential. Failure to comply can put patients’ health information at risk. Breaches can have a disastrous impact on a company’s reputation and could be subject to disciplinary action by CMS/OCR.
A HIPPA COMPLIANT BPO IS YOUR TICKET TO PEACE OF MIND
Document Control is document management on a mission to enforce controlled processes and practices for the creation, review, modification, issuance, distribution and accessibility of HIPPA compliant documents.
THE BENEFITS OF USING BPO FOR A DOCUMENT MANAGEMENT SYSTEM
- Reduced Storage Space: a true “paperless” system that eliminates the physical, on-site storage of test forms and documents, freeing up office space for staff and business-related equipment.
- Enhanced Security: As mentioned earlier, Business Process Outsourcing is built on Document Security. There’s no better move than putting your data in the hands of a trusted professional.
- Improved Regulatory Compliance: The regulations covering HIPPA in medical billing and document distribution (especially sensitive test results) are clear and unambiguous. Training for carrying out these duties can be time-consuming. With a BPO you instantly have a highly trained and motivated staff that knows the rules of HIPPA.
- Easy Retrieval: Imagine a central location with easy authorized access. A BPO can supply it!
- Better Backup and Recovery: Data is their central mission, and they’ve been doing this for years. They have state of the art backup and preservation abilities.
The various forms mentioned earlier are available in paper or digital form- the paper versions need to be digitized for storage and distribution.
If your records begin on paper, do you need to keep them because of document retention policies? When you consider the benefits of storing your documents offsite, the first thing to come to mind might be freed-up space, but more importantly, you may also want to think about being able to digitize your documents and access them more easily.
Remember who can legally request access to this data? The business that requested the test, the individual who took the test, and in some cases, federal, state, or local government.
If you’re moving into the future, offsite document storage services and document scanning solutions ensure that your records are properly indexed, organized, and accessible. And when the paper documents are eligible to be destroyed, that can be accomplished as well.
Business Process Outsourcing both streamlines your business and makes it more responsive. It allows quick reaction to records requests from all authorized sources. It makes your data as secure as possible. And it cuts expenses by reducing payroll and office space.
To receive a free onsite analysis of your business processes, please contact Rely Services at 847-310-8750.
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