Take this into account when creating the structure in relationship between policy and procedure documentation to avoid dysfunction during maintenance or updates.Īdditionally, HIM departments should try to keep each policy document within four pages-although that can be tricky with highly complex subjects, such as protected health information (PHI) disclosures and data breaches. Procedures may need to be updated and formatted with more flexibility than the broader policy documents.
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Procedures may change based on regulatory guidance or changes in supporting processes or software applications. Many times, policy documents may have an overview or links to more detailed procedures, which can increase usability and convenience. Best practice is to keep policies separate from most procedures and include interrelated links. Where policy documents end and procedure documents begin is not mandated any logical system can be used. Other organizations include some procedures in policy documents, along with more granular details in other procedure documentation. HIM departments should be concise, logical, and deliberate in the creation and maintenance of all policy and procedure documentation.įor example, some organizations index their policies and procedures as standalone documents. Red Flag #4: Policy and procedure documents too long and complex However, there are numerous resource vendors that offer specialized HIPAA policy and procedure templates and compliance document templates that can be customized to the format of your organization’s existing policies and procedures. Healthcare organizations can develop their own formatting and indexing procedures. Red Flag #3: Unclear and non-standardized formatting of policy document sectionsįormatting that identifies the title, effective dates, revision versions, approvals, target workforce members, purpose, policy discussion, related forms, procedures, and references should all have their own headings and clearly identified structure. Indexing should include names descriptive of their purpose and version-controlled documentation. Whether policies are included in the same document as procedures is not mandated by HIPAA-that is an organizational decision. Policies are more generalized whereas procedures are more granular. Policies are different from-but related to-procedures. Red Flag #2: Policies and procedures are not well formatted or indexed HIM departments should implement defined processes to create, maintain, and use all content associated with job roles as well as the wider compliance programs they are associated with. The ability to surface the appropriate policies and procedures is essential to effective workforce training.įinding the correct content is often difficult because different methods of storage and indexing do not always tie types of policies together well (e.g., it may be difficult to find all HIPAA-related privacy policies).OCR investigations often require procurement of specific policies.Searchability is critical for two reasons: Red Flag #1: Policies and procedures are not searchable This article looks at the 10 most common red flags for HIPAA policy compliance. OCR has specific rules about mandated policy documentation, which are used as key evaluation materials. But beware red flags that can attract unwanted attention from the Office for Civil Rights (OCR). It’s up to each organization to determine what policies it needs and get them implemented. There have been few efforts to standardize policies-or the content they should contain-to address HIPAA compliance for covered entities (CE) and business associates (BA). However, HIPAA and similar regulations are long and technically complex, which can make it a daunting task to institute and maintain a fully compliant set of policies.
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It also demonstrates why people get stuck in the first three actions and how to move into making The 10X Rule a discipline.Health information management (HIM) professionals tend to take for granted that written policies and procedures are required to comply with the full scope of HIPAA’s Privacy and Security rules.
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The 10X Rule unveils the principle of “Massive Action,” allowing you to blast through business cliches and risk-aversion while taking concrete steps to reach your dreams. How to Break the “Addiction to Average”.
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You must be willing to do what they won’t do-and even take actions you might deem “unreasonable.” - Grant CardoneĪlso available instantly as an audio book - Get The 10X Rule MP3. It is simply what it says: 10 times the thoughts and 10 times the actions of other people… You never do what others do. There is nothing ordinary about The 10X Rule.
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“Massive thoughts must be followed by massive actions.