Data Archiving Features for HIM Professionals

Tasked with ensuring the integrity, privacy and security of medical records, Health Information Management (HIM) professionals are always on the lookout for the best way to store, access, and release protected health information.  With that in mind – and in response to the #HIMstrong COVID-19 movement launched by @BradJustusHarmony Healthcare IT has pulled together a list of features and workflows that HealthData Archiver®, a cloud-based storage platform, has to offer HIM teams:

  • Consolidated Historical Records. Tired of logging in to multiple systems to fulfill a single release of information request? A one-time legacy data extraction out of disparate, out-of-production software silos allows those records to be migrated into a single, scalable archive for quick and easy access to information moving forward. With Consolidated Clinical View, a single patient’s encounter information can even be optionally aggregated and viewed across multiple data sources on one screen.
  • Organized Data Search, Display, Sort & Filter. Need to put your hands on the right information right away?  Archived records can be instantly accessed using multi-data point search. This allows for the location of records by patient ID, name, social security number or data source. Data is displayed in categories called bookmarks that may be grouped, expanded or collapsed according to user preferences for easy referencing.  Data filtering allows for sorting by data column and an ability to view results in ascending/descending, alpha, or numeric order.  Additional search features exist within and across record content.
  • Streamlined Release of Information (ROI) Output. Frustrated by the time or effort it takes to generate a copy of a medical record?  From HealthData Archiver®, individual patient records can get printed on demand according to flexible print filters and/or pre-defined print templates.  Templates can default to common record request types such as patient, attorney, payer or employer to ensure that compliant record sets are generated consistently and efficiently.  Multiple record requests can even be generated in batch and/or by date range—a great feature for rapid compliance to bulk records requests (I.e., an audit).
  • Purge Rules Engine. Need archive technology that marries up to your record retention and destruction policy? Designed to accept a multitude of if-then scenarios based on record retention policy, HealthData Archiver® is flexible in how it creates, manages and allows for exceptions with purge rules. Criterion for record destruction might include date of last service, date of discharge, date of birth, document or data type (i.e., behavioral health), etc.  Exceptions may include legal hold, RAC audit, clinical research or other similar situations which might prevent a medical record from being destroyed.
  • Automatic or Manual Purge. Purging can be configured as an automatic or manual process.  If automatic, the system will follow the purge rules created, identify the records which meet destruction criteria, and then queue the records for purge at a scheduled time.  This automatic process happens without user intervention.  Manual purging allows the user to dictate when the process will take place and which rules it will follow at that time.
  • Proof of Purge. Certificates of destruction are provided to show that a record was available at one point in HealthData Archiver®.  The certificate includes the reason as well as the date and time of the purge event (i.e., the record reached the ten year retention period on 12/31/16 at 10:00amET).
  • Purge Delay and Un-Purging. Upon processing of a purge routine, a soft purge occurs.  This means that the records are no longer visible in the archive, however, they are available to be un-purged for a user-defined period of time (i.e., the purge delay).  Once the purge delay time has expired, the record is hard purged.  A hard purge means that the records have been deleted from the archive per National Institute of Standards and Technology (NIST) guidelines.
  • Detailed User Auditing. Want to ensure as much privacy and security for your historical data as you do for active EHR records?  Rights and activities in the archive can be restricted and audited by user, role, group, and data domain/source with built-in, role-based security and access controls. This includes a Break the Glass feature for increased “classified” patient record security. User audit logs are HIPAA-compliant and include the unique user ID, data subject ID, function performed, and date/time event was performed.  With Third-Party Auditing Integration, unusual user activity may be monitored to prevent internal threats.
  • Optimized Clinical Access to Legacy Data. Looking for a better way for caregivers to access archived records? Rather than fielding requests for information from physicians at time of care, give them direct access right from the go-forward EHR.  HealthData Archiver® eliminates the need for manual physician login with single sign-on function right from the go-forward EHR (I.e., HealthData Archiver® is live on the Epic App Orchard and other major EHR marketplaces).  This feature offers complete, in-context access to historical patient records from the active EHR for quick, easy reference at time of treatment.
  • Error Correction/Addenda. Need to ensure late additions, errors or updates to a health record are accurately documented in the archive? HealthData Archiver® includes strike thru, notes and addenda features. These features show how data was displayed in the source system (pre-archive) and, subsequently, when it was changed or corrected (post-archive). This could be helpful if a result was erroneously recorded in the source system, or if a document that should be part of the original legal record never got scanned pre-archive. 
  • Accounts Receivable (A/R) Management. Looking for a solution that allows staff to continue collection efforts on A/R data from a decommissioned billing system? HealthData Archiver® offers A/R management capabilities ranging from simple transaction posting to more comprehensive functionality that includes posting payments/adjustments/memos/refunds, refiling 837 claims, receiving 835 remittance advice, producing statements, managing collector and agency workflows and more.
  • Simplified Information Sharing. Want to share all or part of a patient record? Data can easily export in a wide variety of secure, industry-standard formats for hassle-free sharing and interoperability.
  • Standardized & Customized Reporting. Need canned or custom output from your archived records?  HealthData Archiver® offers a variety of standard reports as well as the ability to attach any ODBC tool to run custom reports. Workflow integration within HealthData Archiver® even supports the need for batch printing/exporting of records for audits.

These and other HealthData Archiver® features help HIM professionals  comply with medical retention policies and increase productivity to remain #HIMstrong. As the #1 ranked Category Leader in Data Archiving in the 2020 Best in KLAS Software & Services Report, Harmony Healthcare IT, the maker of HealthData Archiver®, supports HIM professionals as they manage medical information that is vital to providing quality patient care.

Want to see, first-hand, how HealthData Archiver® can reduce data silos and streamline release of information workflows? Contact us to schedule a demonstration.

Jun 25 2020

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