How to keep track of HIPAA and other forms

[afeuer]

jsparks- Warning. This topic is outdated. Please skip everything and look at the very last post in this thread.

We would like to start having patients sign their HIPPA and other agreement forms directly into OD. I was thinking about using the consent forms in the chart module to do this. One of my concerns is how do we keep track of whether or not a patient has signed each document. I could just make a note of this in the account screen, but this just seems like a poor workaround. Does anyone else have patients sign forms like this? How do you keep track of which forms have been signed by the patient?

Thanks
-Adam

[peterskuben]

I am trying to do the same. Right now I am installing PT Dental (Paperless Technologies) because they can keep track of all the forms that a patient needs to sign and they interface with OD. In theory, a patient comes in, you give him a tablet and they sign/ fill out all the forms on the Tablet. I'll let you know how it works in practice

[jordansparks]

I think consent forms is definitely the easiest if you're trying to avoid paper. I honestly never thought about the issue of tracking which ones were signed or not.

[klinlv]

MedicTalk's Dentform can be set up to require that HIPAA be signed (or any other document that you choose). It has worked great for us.

[afeuer]

That's interesting. I looked into MedicTalk's services. I'd rather not complicate things more by adding more software until we have a need for more of their features.

I was planning on putting a "H" under the account urgent notes to designate if we had a signed hipaa form on file, but since it is the same for the whole family we are going to have to put each persons name and then the "H". Anyway, I think we're going to start putting this into practice next week. I'll post back in a little while and say how it's working out.

-Adam

[jordansparks]

You can use the custom patient field feature to track things like this. That feature has the following advantages:
1. Formalizes the tracking.
2. You can run queries on the fields.
3. That feature will probably be updated gradually to allow even more formalized tracking, for example input boxes forcing valid dates, checkboxes, etc. Any abbreviations that you now use will be convertable to the new feature set.

[klinlv]

MedicTalk is not complicated at all there is already a link built in in the Setup| Program Links. It works great and we have all are consents, medical Hx, dental Hx, Hipaa etc in there. We also use it for progress notes with Easy Notes Pro. We have been on it for 2.5 years and would highly recommend it. It makes it easy to have complete progress notes that are easy to read instead of poor handwritten ones with misspelled words. Definitely worth looking into, just Google MedicTalk and speak to Alex when you call.

[jordansparks]

Our autonotes feature has been enhanced since you started using ENP, and that might not be a compelling reason to use it for new customers.

[afeuer]

Thanks Jordan! The custom patient field was exactly what I was looking for. I added a field called 'signed HIPAA' and we are going to put the date in it each time they sign the hipaa consent form. This way we know that it was done and it will be easy to find it if we need to.

Since we'll be signing the forms in the family screen, is there a way to put the consent button in the family module too?

Thanks again,
-Adam

[peterskuben]

I think consent forms is definitely the easiest if you're trying to avoid paper. I honestly never thought about the issue of tracking which ones were signed or not.

Consent forms would work if they could be loaded in the Terminal Window in OD. Right now the Terminal Window can't do this and therefore, when a new patient comes in, we have to give them paper forms to fill out. This paper info is then entered into OD.

The only way around this is to install 3rd party programs like MedicTalk or PT Dental. Patient then can enter info directly into a tablet and that info is uploaded into OD.

Is there any other way to go paperless right as the patient walks in through the door?

[jordansparks]

If it's important to people, they will vote on it or even make pledges. It seems like a better use of money than buying a 3rd party program, but then they might have to wait a little bit for it to get implemented.

[fishdrzig]

The way I handle this issue is just add a folder to the Images module and call it HIPAA and just scan it into the folder with the date. I do this for the Medical Hx, any consent forms etc....

Incidentally, does anyone know how often a patient needs to sign the HIPAA form, I thought just once and done.

[fishdrzig]

Where is the custom patient field??

[afeuer]

You'll be able to set the fields under the setup. You will then find them under the family module at the bottom of the list. Just double click on the custom field and you can enter the info.

http://www.opendental.com/manual/custom ... ields.html

[tpton84]

Say, we have extraction/endo consent forms signed.... Would it be sufficient to fill out the consent forms and have them appear on the chart? Or would it be best to save it as a pdf and upload it back into open dental and into the patient's folder?

I am just concerned because currently, you can alter the information in the saved consent form... but it would need a new signature and thats not really really good. Can we make it so that it locks the consent form and not allow editing? and to make any changes, a new consent form is needed? And when it saves, it can ask where and which folder to save it under... That would be a great improvement I think. It'll be more organized.

[jordansparks]

This is an old thread, so I'm locking it. There is just too much confusing and irrelvant information at the top.

The current recommendation is to use "Patient Forms", not "Consent Forms". The dates are easily tracked and visible from the patient forms window. If you wish to further discuss it, a new thread should be started.