Neurology & Pain Management Coding Alert

The scenario: A patient in your financial planner's office gets too good a look at the planner's computer screen, which includes other patients- information. How do you prevent future leaks like this?

The resolution: You can take a step in the right direction by conducting a walk-through of your office. Use this checklist created by Patricia Johnston, a consultant with Texas Health Resources in Arlington, to help you catch HIPAA violations and track problem areas.

For each item listed, check whether you observed the activity, the number of occurrences, and any pertinent comments.

- Staff discusses confidential information in public areas.

- Conversations with patient or family regarding confidential information are held in public areas.

- Overhead and intercom announcements include confidential information.

- Phone conversations and dictation are in areas where confidential information can be overheard.

- Visitors in public areas can see computer monitors.

- Unattended computers are not logged out or protected with password-enabled screen savers.

- Computer passwords are shared or posted for unauthorized access.

- Documents, films and other media with confidential patient information are not concealed from pubic view.

- Whiteboards in public areas have more than the allowable information.

- Medical records are not stored or filed in such a way as to avoid observation by passersby.

- Confidential patient information is called out in the reception area.

- Confidential information is left on unattended fax machines, printers and/or copiers in unsecured areas.

- Confidential information is found in trash, recycle bins or unsecured pre-shredding receptacles.

- Patient lists, such as scheduled procedures, are readily visible by patients or visitors.

- Contractors, vendors and other nonprofit visitor third parties are not appropriately identified.

- Staff are not wearing name badges.

- Patient records not filed in locking storage cabinets or rooms that are locked when unattended.

- Security access mechanisms for buildings are bypassed.

- When questioned, staff demonstrates lack of privacy awareness.

Next step: If you uncover any of these issues, train your staff on weak spots and take immediate action to correct any problems.