eHealthFiles is a software package that allows a clinic to be virtually paperless. Our development team has worked very hard for several years to bring this product to market. The team includes Board Certified physicians, nurses and members from various departments of clinics. It also includes technical team members such as network engineers and software programmers backed by a stable multi-million dollar organization.Following are some specific features applicable to HIPAA:
eHealthFiles includes most or all of the details that a clinician would expect from an electronic medical record software. It goes beyond and gives the physician better control and input towards the business aspect of the clinical practice. It provides access to information at the point of care. It also allows clinicians to electronically enter patient encounter which leads to proper and better documentation. It further allows eHealthFiles to capture the entered data and increase revenue by better coding. Overall, it improves patient care and financial collections.
eHealthFiles consists of three main modules as follows:
Clinical Management Software
Laboratory Information System
Practice Management System
Below are certain features that are common to all three modules:
eHealthFiles implements user groups, roles and permissions to provide different levels of access to health information. For example, clinical staff are grouped into managers, doctors, nurse practitioners, medical assistants, lab technicians, receptionist, etc. Access permissions for these groups can be controlled by the administrator based on the organization policies. All users of the system are defined with specific roles and permissions, thus allowing access only to assigned screens and functionalities.
The physician or the administrator can authorize the list of users who can access the patient charts of a particular physician.
The physician or the administrator can also deny access to all users for a particular patient eChart except who directly is involved in the patient care.
eHealthFiles supports SSL encryption (128 Bit equivalent) provided by Microsoft SQL Server Net-Library. eHealthFiles uses SQL Server’s Net-Library encryption technique, to encrypt all data transmitted between the client computer and the database server.
eHealthFiles provides comprehensive audit trail capabilities. The system administrator can use these features to track the access/modifications to clinical information with date and time stamp. eHealthFiles provides auditing capabilities on access to all patient health information like eChart, patient documents, reports, clinical notes etc. These audit trails can be queried or filtered on user accounts, workstations and specific patients.
The audit information is stored as transaction logs that keep track of the user account and the information that the user had access with the time stamp. This tracks details on each record access basis. The duration of such transaction logs on which the information is available can be specified by the administrator. The default duration will be 30 days.
eHealthFiles provides various audit trail reports based on the users access to critical health information, which helps the administrator to perform regular audits, monitor user activities and review of system access patterns.
eHealthFiles has a dedicated team members to keep track of the HIPAA regulations. Their responsibility is to constantly study on the HIPAA regulations and propose solutions to meet those regulations to our various healthcare projects. They are members of one of the popular third party testing and certification service. This helps the project managers to constantly validate the changes and the progress towards meeting the HIPAA regulations.
Since the beginning eHealthFiles team has considered the HIPAA regulations in all aspects of the system design and development. This will be an ongoing process to make sure that our EMR product ALWAYS meets the guidelines and the regulations specified by HIPAA.
eHealthFiles provides tools to obtain patient authorization and keep track of the patient consent forms for use and disclosure of their health information.
Information Access Control – eHealthFiles implements user groups, roles and permissions to provide different levels of access to health information. For example, clinical staffs are grouped into managers, doctors, nurse practitioners, medical assistants, lab technicians, front desk staffs etc., Access permissions for these groups can be controlled by the administrator as per the organization policies. All users of the system are defined with specific roles and permissions, thus allowing access only to assigned screens and functionalities.
Data authentication and digital signatures - The progress notes and clinical data can be digitally signed by the providers, which ensures that data is not altered, destroyed or inappropriately processed at any later time. However, a provider can add an addendum to his/her earlier notes, which is appropriately documented.
eHealthFiles provides various audit trail reports based on the users access to critical health information, which helps to perform regular audits, monitor user activities and review of system access patterns.
Encryption of data transmitted over network – all data transmitted is encrypted. The EMR has complex built-in algorithm to ensure a complete protection over the hackers and external attacks.
Password / user account expiry – The EMR system administrator can specify the maximum retries before which an user account will be locked if the user doesn’t provide the correct password. Later, the administrator can un-lock the user account on request. The administrator can also specify the duration after which every user should change their account passwords.
The EMR system provides Auto Log-off feature.
eHealthFiles has a built-in “Interface Engine”, which has incorporated most of the transaction and communication standards widely used in the healthcare industry like HL7, ASC X12, Kermit etc. This interface engine can be used to minimize the interfacing efforts in future. All the components used in the eHealthFiles interface engine are owned by eHealthFiles.
eHealthFiles has developed comprehensive interface engine which can be used to interface with most 3rd party vendors.
The back-up procedure can be automated to perform during mid-night on every business day. The operator has to exchange the back-up tapes on every business day.
The expected duration of the backup process for the proposed configuration will be with-in 30 minutes per day. The system will be available to users during the backup process.
eHealthFiles does not require any scheduled downtime on daily basis. The system may be down for a while ONLY during our regular system upgrades / maintenance tasks, which will not be more than 10 minutes on such occasions.
Installation and Scalibility
eHealthFiles can be installed in matter of hours. It can be deployed on an existing clinic network running on Windows operating system. Although eHealthFiles prefers Windows 2000, it will function on Windows 98 or higher. eHealthFiles supports unlimited number of terminals or workstations connected to the database server.