get rid of fax machines - increasing the speed of health information exchange

Get Rid of Fax Machines: Increasing the speed of health information exchange

Greg Horton, Director of Product Marketing, OpenText

OpenText ©2013 All Rights Reserved. 2

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Fax Use In Healthcare

61 percent of doctors said that the fax machine is their predominant means to share information with other doctors

- Markle Survey on Health in a Networked Life 2010, Jan 2011

Fax is the primary form of communication for 63 percent of physicians

- 2012 National Physicians Survey, Oct 2012


IS FAX STILL RELEVANT IN HEALTHCARE?

The fax can communicate complex information in human readable format. Text and diagrams, and handwritten notes are all handled well.

It is a ubiquitous capability that can be added to any office. The technology is used for many purposes so the allocated cost for clinical information sharing is close to nothing.

It involves only two parties the sender and the receiver.

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There are no complications associated with verifying the trust relationship between the sender and receiver. That happens off-line.

The transmission itself is reasonably secure. HIPAA quite reasonably does not impose encryption requirements on information sent over a switchable network.

There is no time-consuming and difficult to understand overhead to maintain security keys.



Every fax machine in the world is directly addressable with a simple number containing fewer than 12 digits.

It works well in mixed modes, where some providers have integrated IT systems and others have no integration or no clinical IT system.

Fax can easily be integrated into IT systems both for outgoing and incoming messages.

Wes Rishel, vice president and distinguished analyst in Gartner's health care provider research practice, provides a simple answer: ‘Fax is the standard to beat.’


What types of PHI is exchanged by healthcare providers via Fax?

Laboratory Results

Radiology Reports Transcriptions

Claim Status

Physician orders

Prescription filling and rewriting

Referral certification and authorization

Fact Sheets: Admittance documentation

Patient accounting records

Treatment information

Payment and remittance advice

Communications with other hospitals, care providers, vendors and patients


Fax Machine Risk

University Medical Center of Southern Nevada – A former UMC volunteer faxed patient face sheets to an attorney who used the sheets to contact prospective clients The protected health information involved in the breach included names,

addresses, and dates of birth, social security numbers, and diagnoses. 5,301 individuals were at risk One person has been indicted on one count of conspiracy to illegally

disclose personal health information in violation of HIPAA

Children’s Hospital of Orange County inadvertently faxed patient records to an auto shop

Doctors’ offices in Tennessee accidently sent patient information, including social security numbers and medical histories, to an Indiana businessman’s fax machine for more than four years without realizing it


Challenges with Fax Machines

Delay in delivery & receipt

Can be delivered to the wrong desk or lost

No convenient acknowledgement of delivery

High document distribution costs

Compliance issues

Lack of integration with other applications

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Where do Fax Servers fit in?

Frost and Sullivan “Enterprise Fax Market Report”, November 2010

“Fax advantages over other technologies…Faxes can include signatures, annotation, images and unique messaging, support multiple languages, and confirm receipt”

“Demands for compliance: Fax servers offer regulation compliance better than any other communications medium. …”

“The value proposition of enterprise fax services, particularly fax servers and FoIP, is clearly identifiable, demonstrated, and proven.”


Fax machines vs. fax servers

Fax Machines Must add costly fax kits to MFP

devices or purchase fax machines Need to run phone lines to all fax

devices Limited/no ability to integrate fax into

VoIP network High IT management costs and

overhead No consolidated audit trail or history No centralized control of fax activity Need to control access to fax

machines to comply with HIPAA

Fax Software Hard Dollar ROI: Eliminates MFP

fax kits, legacy fax machines, dedicated phone lines

Consolidate phone lines at the Fax Server Use Fax over IP (FoIP) to eliminate

need for local PBX connection

Compliance & Security: Centralized fax tracking & reporting

Reduces IT management costs and overhead

Integrate into backend applications Faxes securely routed to correct

recipient

A better way to fax….


RightFax Overview

Software based solution

Can be deployed in several ways On-premise server connected to your telephone system or internet

provider Analog, Digital or IP-Based telephony environments

Combination of on-premises server with telephony provided “as a service”

Extensive back-end integration options

Completely flexible to support exact customer needs

Disaster Recovery/High Availability options


RightFax can fax enable virtually any healthcare platform or system to send,

receive, and archive patient information securely


RightFax Integration with Health Information Systems


Benefits of RightFax in Healthcare: Improved Productivity

Reduced Inbound Busy Signals More referrals Happier physicians Faster responses

Scheduled jobs Schedule jobs at night

No waiting for faxes No stack to sort through No delivery delays

Productivity increases Fax from EMR Fax from computer desktop Fax from MFP

Reduced use of Paper Toner Fax machines Phone lines


Benefits of RightFax in Healthcare: Improved HIPAA Compliance

Reduced faxes sent to incorrect addressee

Auditable accountability

Digital archive of all faxes

Ensure confidential health information reaches its intended recipient with delivery to private mailboxes

Centralized communications hub for protected health information

Options for encrypted and certified delivery


Success Story

Founded in 1906

More than 500 physicians

More than 1900 nurses (RN & LPN)

More than 4500 employees

606 licensed beds

More than 25,000 admissions annually

Nationally ranked hospital*


Success Story

Successfully integrated RightFax with its EPIC EHR system to meet HIPAA compliance regulations protecting PHI.

Previously printers and fax machines could not be left unattended, now inbound documents containing PHI are electronically transmitted to their EHR system and only authorized staff has access to those documents

“RightFax really eases this process (availability of medical transcriptions) and helps us ensure the latest transcribed report is on their (physicians) desk in a timely fashion.”

Keith AnetsbergerSystem Administrator


Benefits of RightFax in Healthcare: Enhanced Patient Service Levels

Improved health information tracking and storage

Fast retrieval of related health information

Accelerated scheduling, follow up, and claims processing

Reduce care delays because referral information/patient records were not sent


Success Story

Founded in 1860

More than 200 physicians

More than 750 nurses (RN & LPN)

477 licensed beds

More than 25,000 Admissions Annually


Success StoryDenver Health’s Central Fill Pharmacy

Manually managing 700 refill requests per day

30% were duplicates

With RightFax, duplicates were easily recognizable by sending fax number or medical record number

Electronic Document management system determines if prescriptions are incomplete or have mistakes and kicks them back to physicians for correction.

Errors quickly found and patients get the meds faster


Why OpenText?

Over 25 years of experience in Enterprise Fax Solutions

#1 Enterprise Fax Server vendor*Leading Cloud Fax vendor**Fastest growing provider of FoIP

Solutions*

Part of a global $1.3+ Billion market leading EIM company

Over 10,000 systems in use with Hospitals & Clinics worldwide

Fax Integration and Automation for Healthcare

*Computer-based Fax Markets: 2012-2017 (Davidson Consulting) ** Who's Who In North American Cloud Fax Services for Enterprises: 2012 (Gartner)


Learn more about OpenText Fax Solutions

Visit us at faxsolutions.opentext.com Call us at 800.304.2727 or 1.425.455.6000 Email us at [email protected] Follow us at @OpenTextIX Join us: http://www.opentext.com/community/ix

mailto:[email protected]

http://www.opentext.com/community/ix

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