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Discharge

FilingFeasibility

Report

Sarah Wissing

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Agenda

The Client

The Problem

Solutions

Criteria

Findings

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Georgia Health Services Network

Medicaid Provider for Personal Care Homes

70 subcontracted Personal Care Homes

300 current clients

500+ discharged clients

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The Problem

Medicaid requires discharged paperwork to be kept

for 7 years.

Discharge files do not have a functional filing system.

Have exceeded space capacity.

State can audit at any time.

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Solutions

Option 1: On site storage, no digital backup

Files stored on site in HIPAA approved file cabinets

No digital backup

Employees would access physical files for reference

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Solutions

Option 2: On site filing, with digital backup

Files stored in boxes in attic with destroy date

Digital file backup from online cloud service

Employees would access digital files for reference

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Solutions

Option 3: Off site storage, with digital backup

Off Site storage at local self storage unit

Digital file backup from online cloud service

Employees would access digital files for reference

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Solutions

Option 4: Outsourced offsite storage, with outsourced

digital backup

Outsourced off site file storage

Outsourced digital backup Employees would access digital files for reference

Example: Shoreline Records Management

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Evaluation Criteria

Legal Risk

Ease of Implementation

Cost

Functionality

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Criteria

Legal Risk

HIPAA requirements

Secure Storage

Not accessible to public

Ease of Implementation

How much time will it take?

Implementation time + training time= hours of labor lost

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Criteria

Cost

Total cost of each alternative

Acquisition + Installation + Maintenance= Total Cost

Functionality

1. Can the files be accessed from the office?

2. Can the files be time stamped?

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Findings

Legal Risk

The least legal risk was found in Option 1(on site filing, no

digital backup).

Options 2 (on site, digital) and 4 (outsource) were both

rated with average risk because of the online storage

component.

Option 3 (offsite, digital) rated very high risk because of the

unpredictability of self-storage units.

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Findings

Ease of Implementation The easiest system to implement is Option 4 (outsourcing).

Options 2 (on site, digital) and 3 (off site, digital) take up the most time

because of the initial scanning of the files.

0

10

20

30

40

50

60

Option 1 Option 2 Option 3 Option 4

Hours of Lost Labor

Hours of Lost Labor

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Findings

Cost

Option 2 (on site, digital), is the cheapest

Option 4 (outsourcing), is the most expensive.

$-

$2,000.00

$4,000.00

$6,000.00$8,000.00

$10,000.00

$12,000.00

$14,000.00

$16,000.00

$18,000.00

Option 1 Option 2 Option 3 Option 4

Total Cost of Project

Total Cost (dollars)

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Findings

Functionality

Easiest to access is Option 2 (on site, digital), on site filing

with digital backup

Easiest to time stamp is Option 4(outsourcing)Most difficult to time stamp is Option 1(on site, no digital).

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Recommendation

Option 2, on site filing, with digital backup

Most cost efficient

Easiest to access

Moderate legal risk

Disadvantage: Long implementation time

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Questions?