New Email System for Patient Privacy

November 18, 2009 - Cascade P&O National Billing is committed to protecting patients’ private and confidential health information. With today’s heavy reliance on technology as a communication tool, protected health information (PHI) is often transmitted electronically—including  via email. To ensure that we’re safeguarding the emails we send containing sensitive PHI, we have implemented the Cascade Secure Email System.

How does it work?

Rather than sending an email containing PHI across the internet (unprotected and uncontrolled) to someone’s inbox, the Cascade Secure Email System houses the sensitive message within our secured servers. Instead of the email itself, the recipient receives an email notification that s/he has sensitive information waiting with a clickable link to access the information safely. This process eliminates any threat of a hacker accessing the PHI.

Below is a sample email notification letting the recipient know that s/he has sensitive information waiting in Cascade's secure servers.

This method of transmitting PHI complies with HIPAA regulations and ensures we maintain patient privacy and confidentiality. Please feel free to ask us if you have any questions regarding the new secure email system.

New initiative-patient chart notes

April 8, 2009 - In an effort to remain in compliance with standard medical practice and to help us justify your request for durable medical equipment to insurance companies, we now require additional chart notes for each patient. Our goal is to make this transition as easy as possible for you as well as to meet our obligations as a medical billing facility.

To meet these obligations, we’re asking for the following additional information:

1) a note about what you are ordering for this patient and why (one of the following):

→ a letter of medical necessity (click here for sample format)
→ our abbreviated patient notes template (click here)
→ your own patient notes, primarily the portion describing the medical justification for ordering this particular brace design.

2) and a report of the fit and function after delivery:

→ Once the brace has been fit, please return our convenient Fit Checklist (click here), to complete the notes for your patient’s chart.

Like you, we take HIPAA rules very seriously. We are allowed to share patient information under these rules as we team up to get our patient the best of care, and we will safeguard any notes you send us appropriately. The patient registration form we’re already using acts as a medical release form.

We appreciate the opportunity to work alongside you in servicing your patients more efficiently. If you have any questions about these requirements, please ask any member of our billing staff.

Sincerely,

The Cascade P&O National Billing Staff
Heather Barthlow, Teresa Davenport, and Maria Cantrell