Confidentiality, Privacy and Security

ROI Tracking Software

  • 1.  ROI Tracking Software

    Posted 08-12-2020 14:34
    Hey everyone, what is everyone using to track ROI and to be able to get an accounting of disclosures? I feel like my practice is behind the times. We used to use Excel, and now we use Microsoft Access because the data in the excel file was too large. I have tried searching to see if there are any platforms out there for this and everything I see, it leads me to outsourcing companies and we will not outsource our ROI's. I would like a platform to be able to assign certain types of requests to certain departments, track where they are in the process, and track whether payments have been received.

    Any help would be greatly appreciated.

    Thanks,
    Alex G

    ------------------------------
    Alexandra Geibe
    HIM Manager
    ------------------------------


  • 2.  RE: ROI Tracking Software

    Posted 08-13-2020 08:45
    We use 3M Chart Release.  It can assign the type of request and associate it with a charge.  For example, if we enter MEMIC as the company asking for records, it knows to assign Workers Comp as a request type and the charge that WC will pay.  It stores addresses, prints invoices, shows payments, etc.  It also has reports such as accounting of disclosure, turn around time, number of request by type or by the requester, etc.

    ------------------------------
    Tara Yeaton
    H I M Director and Deputy Privacy Officer
    ------------------------------



  • 3.  RE: ROI Tracking Software

    Posted 08-13-2020 08:53
    Thank you Tara! I just called to get more information.

    ------------------------------
    Alexandra Geibe
    Him Manager
    ------------------------------



  • 4.  RE: ROI Tracking Software

    Posted 08-13-2020 08:50
    Greetings Alexandra,

    Many companies use functionality built in their EMR.

    There are a few cloud applications (Software-as-a-Service) that offer this functionality as part of a suite. However, you end up paying for all of the other modules, which may not be what you're looking for. I'm not sure on the rules on recommending vendors here, so message me through Engage if you want more information.

    A quick word on using Access:
    Early in my career, I spent some time as an Access Developer, prior to getting into healthcare, so there are a few things you need to consider. (1) Be sure the database is part of your backup process. (2) The database won't be backed up if anyone has it open, so it's important that everyone exit prior to leaving for the day. (3) Make sure the IS/IT department are aware of the database to ensure it is appropriately secure. Other safeguards may be required, based on the size of your organization and use of the database.

    ------------------------------
    Andrew Rodriguez - Masters of Health Informatics,CHPS,MSHI, HCISPP, C
    Privacy and Information Security Officer

    The contents of this post are intended to convey general information only and should not be construed as, and should not be relied upon for, legal or compliance advice in any particular circumstance or fact situation. The opinions expressed in this post are purely my own and do not necessarily reflect the opinions or practices of any of my employers.
    ------------------------------



  • 5.  RE: ROI Tracking Software

    Posted 08-13-2020 08:54
    Thanks Andrew. The database is backed up daily. I would just like an easier way to track these sorts of requests.

    ------------------------------
    Alexandra Geibe
    Him Manager
    ------------------------------



  • 6.  RE: ROI Tracking Software

    Posted 08-13-2020 09:13
    I'm curious how and why the Excel file got so large.  I'm guessing that the number of records is not an issue since one can hold over 1 million records in one worksheet and typically Excel won't get bogged down (versions > Excel 2010) until you have over 256 worksheets in one work book (that;s over 250 million records).

    On the Access option, the number of records is much higher, essentially only bounded by one's computer hardware such as memory.

    When folks design their own files or spreadsheets...I strongly encourage folks to integrate them into the other Office programs (assuming a Windows Office environment) because you have notification capability, task management, and scheduling options by integrating Outlook into the Excel file, as one example.

    In any case, good to read some of these details, very helpful.

    For those curious on specs, I included a link below:
    https://support.microsoft.com/en-us/office/excel-specifications-and-limits-1672b34d-7043-467e-8e27-269d656771c3#ID0EBABAAA=Office_2010

    ------------------------------
    Frank Ruelas
    Compliance Professional
    Arizona
    ------------------------------