Make sure your surveyors have access to patient files -- even the ones stored electronically. Patient privacy is at the top of the Centers for Medicare & Medicaid Services' agenda. In a letter to state survey agency directors, CMS reiterated that it supports and encourages the use of electronic health records (EHRs) and is "committed to a goal that by 2014, most Americans will have access to health care providers who use EHRs," a goal first established by President George W. Bush in 2004. Surveyors must be able to conduct the survey process consistently across facilities -- whether those facilities use paper-based records or electronic ones, CMS said in the letter. To ensure that consistency,surveyors should discuss their process with each facility in the beginning so that surveyors are allowed unrestricted access to medical records. Teamwork: Providers must help surveyors access the records they need regardless of how those records are stored. CMS outlines the steps agencies must take to help surveyors, including: • Provide the surveyor with a tutorial on how to use its particular EHR system; • Designate an individual who will, when requested by the surveyor, access the system, respond to any questions, or assist the surveyor as needed in accessing electronic information in a timely fashion; and • Provide direct print capability to the surveyor or make available a printout of any record or part of a record upon request in a timeframe that does not impede the survey process. Remember: CMS reminds surveyors to only print or request paper copies for the parts of records they need to support noncompliance findings,unless protocol requires otherwise. Resource: Access the full text of the letter at www.cms.hhs.gov/SurveyCertificationGenInfo/downloads/SCLetter09-10.pdf. • Time is running out for those who want to participate in the Round 1 Rebid of the Medicare Durable Medical Equipment, Prosthetics, Orthotics, and Supplies (DMEPOS) competitive bidding program, said CMS' Joel Kaiser in the Sept. 9 Home Health, Hospice, and DME Open Door Forum. While CMS wanted all participants registered in its system by Monday, Sept. 14, registration for user IDs and passwords is still open at www.dmecompetitivebid.com -- but suppliers shouldn't wait much longer, Kaiser said. Registration doesn't close until Nov. 4, 2009, but early registration also helps authorized officials correct any inaccuracies in the registration information, such as a misspelled name or incorrect date of birth or Social Security number. • Beginning Oct. 1, hospices have the option to begin reporting the additional data on their claims as laid out in CR 6440, regional home health intermediary Palmetto GBA ombudsman Marilyn Jeske said in an Ask The Contractor meeting this summer. Hospices that choose to start providing additional data in October will need to report each visit performed by nurses, social workers, and aides employed by the hospice as well as their associated time per visit and the number of 15-minute increments for all routine home care, continuous home care, and respite care. Hospices should also use the appropriate G codes for those visits. The additional data reporting on claims will become mandatory on Jan. 1, 2010; however, Medicare contractors' systems will be prepared to handle the extra data on Oct. 5, 2009. Resource: • The RHHI urges Home Health and Hospice PC-ACE Pro 32 users to download an upgraded version of the software at www.cahabagba.com/rhhi/edi/PCace_pop2.htm and offers an upgrade guide at www.cahabagba.com/rhhi/news/20090721_pcace.pdf. All other users must migrate to the new Secure FTP server as soon as possible. Deadline: • Beginning this month, all hospice providers that submit claims to Palmetto will receive their rate information, along with the all categories NCLOS rate, through the mail within 12 weeks from when the measurement period closes. Hospice providers should receive individual rates for the first six months of data for September 2009 at the end of September. • Dates: