HIP Detail


GETTING STARTED
We know you will find the HIPAA Implementation Program (HIP) software invaluable as you bring your organization into compliance with HIPAA's Security regulations. In the following brief discussion we will explain how HIP works, where you begin, how HIP is organized and where you can go to find help. 
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Get HIP How does HIP work?
Where do we begin?
How is HIP organized?
How do we manage our compliance project?
Where do we go for help?
How do we train our staff?


 

HIP is a unique package of software tools developed to address HIPAA compliance for home care and hospice providers. Our goal in developing this package was to take you and your organization through the HIPAA compliance process without the need for expensive consultants.

To accomplish this, we dissect the Security Rule and explain it in language you will understand. We provide you comprehensive guidance and a road map to assure compliance. As you work with HIP, every decision you make is documented, so there will be no questions when your organization's HIPAA compliance efforts are ultimately reviewed.

To begin, we summarize the regulations and provide definitions of key HIPAA terms – all in plain English. The regulations are divided into six manageable “chunks” each with a set of questions or probes you must answer to determine what needs to be done to bring your agency into compliance. As you answer questions, you identify gaps that need to be addressed. When a gap is identified, we provide you a list of tasks to be performed. We include sample forms, policies and procedures, checklists and other resources to help you along the way.

We have also built in a project manager to track progress and make certain all activities are completed on time. Tasks that need to be performed are logged into the project Work Plan and management reports are produced.

But that's not all. Throughout the software you'll use the HIP Advisor as your personal HIPAA consultant. Let's now take a closer look at HIP and how you can use it to bring your agency into compliance.



Where Do We Begin?

Your journey through HIP begins with the Agency Profile screen. Here you provide summary information about your organization. We then use this information to customize the software for your agency. This includes transferring your agency's name, address and other identifying information to sample forms and documents.


Agency Profile & Set Up


How Is HIP Organized?


HIPAA is an extraordinarily complex set of regulations. The final Security Rule, clarifications and subsequent revisions represent hundreds of pages of text. We recognized early on, very few home care executives would have the time to wade through the entire regulation. So, we developed a structure that breaks the regulation into much more manageable pieces. If you look at this as an organization chart, you'll understand what we have done.

HIP Organization 


Chunks

 

The Security regulation has been organized into six “chunks” addressing a specific set of related topics. This is your first navigation point in the HIP software. You begin by picking a chunk of the regulation you want to work on. The chunks and related probe sets appear when you click on the Gap Analysis button. Let's use the Legal Forms chunk as an example.


Probe Sets

Probe Sets   

Each chunk has associated with it several Probe Sets. There are a total of 33 Probe Sets in HIP. Each one represents a separate screen, addresses a specific aspect of the regulation and includes a set of questions you must answer to complete your Gap Analysis (compliance assessment). In our example, Legal Forms has three Probe Sets that correspond to the three forms you are required to use in your agency to comply with privacy requirements.

The Probe Set level in HIP is very important. It is here you will be learning more about HIPAA and will be doing most of your work. Here we provide you an edited version of the particular aspect of the rule we are addressing, complete with citations.

Edited Rule 


From within the edited rule text you can also access definitions to key HIPAA terms. Click on any term shown in bold text and we provide the official definition.



HIP Definitions


If you want to review the specific citations, just click on the italicized citation text. The citation detail screen will appear.

Citations

Additionally, we provide you a concise, easy-to-understand summary of what each part of the rule means.


Easy to Understand Meaning




As you work with HIP, if you find you need more help just click on the HIP Advisor icon to see if she has additional advice that will help you better understand this Probe Set


Probes

Probes

In order to complete your Gap Analysis you will answer a series of questions or Probes that help you identify areas where you need to take action. Specific Probes are associated with each Probe Set. There are a total of 106 Probes that you will have to answer. Typically, there are three or four questions you need to answer for each aspect of the privacy rule you are evaluating.


HIP Toolbar

  Specific Probes

As you work on each Probe, the HIP toolbar is always available. These are the resources you will need to bring your agency into compliance – all at your fingertips. Just click on the appropriate icon. Let's take a look at each of the tools we provide.

  Working Notes: We want to make certain you keep track of everything you do as part of your compliance project. Clicking on this icon opens a text editor that you use to start recording information.
     
  HIP Advisor: The HIP Advisor is always available to assist you as you are working on a Probe. Just click on the icon to see what she has to say. You'll also have her available when you are working on tasks (see below).
     
  Decision Documentation: HIP builds a record of all your HIPAA compliance activities and key decisions made. Just click on this icon and a template will open, letting you record critical compliance information and building your organization's audit trail.
     
  Action Task List: When the HIP software identifies a gap that needs to be addressed (i.e., entering a “No” answer or unacceptable compliance score in the response box on the right of the screen) the Action Task List (ATL) icon appears. When you click on this icon, the ATL window opens. Here you'll also find sample forms, policies and procedures, or other probe-specific resources. If you want to customize these documents, we provide them to you in Rich Text Format (.RTF) which will let you use them with all popular word processing software.
   


All of the suggested tasks you need to perform to achieve compliance for this aspect of HIPAA are displayed in the ATL. Here you can start organizing your HIPAA compliance project – identifying priorities, assigning tasks to specific staff and scheduling activities. We also provide space to record notes on each task. And, the HIP Advisor is there at your side with advice on every step in the process.

Action Task List


How Do We Manage Our Compliance Project?

The Security regulations may be complex, but managing your HIPAA compliance efforts doesn't need to be. We have built a project manager into HIP to help you through the process.

HIP Work Plan


All tasks that need to be completed are automatically transferred from each probe's ATL to a master Work Plan. Using the Work Plan you can organize and manage your entire project. Reports can be generated tracking progress on virtually any level – task, staff person, target date or status. For more sophisticated users, we even give you the ability to export task statements to other project management software.

Where Do We Go For Help?

We have tried to make HIP as easy-to-use as possible. But, we know even the best users will occasionally have questions. There are several places in HIP that you can turn to for help with the software or advice on bringing your organization into compliance.

User's Guide

We have provided a complete User's Guide with the HIP software. The manual is a .PDF file and is opened using Adobe Acrobat Reader which is provided with the software. You can use the manual as an electronic reference. Or, you can print out all of it or just the parts you are interested in reviewing. When you use it as an electronic reference, it is searchable using the “Find” command.

Help

We have also included a Help system that provides you quick access to information on how to use the software. You can access Help from most of the HIP screens. Just click on “Help” and you will then be able to find the information you are looking for, using the table of contents or by typing in a topic name.

HIP Advisor

When you are looking for help understanding the HIPAA regulations or what you need to do to bring your agency into compliance, you can turn to the HIP Advisor. She is at your side throughout HIP.


Any time you see the HIP Advisor icon you can click on her for additional information. You'll find this icon on all of the Probe Set screens.


When you are working on probes and reviewing tasks, either in the Action Task List or Work Plan, you will see this icon. Just click and you'll see probe-specific or task-specific guidance


How Do We Train Our Staff ?

HIPAA requires you to provide Privacy and Security training to all members of your workforce. This includes all of your clinicians, aides and office staff, both full-time and part-time. You will also have to provide training to any volunteers that may assist your agency's patients and in some situations you may need to provide training to contracted (temporary) staff as well. This will be a significant challenge.

We have created a series of three staff training videos that complement the HIP software. Separate videos have been prepared specifically for clinicians, aides and office staff. Each of these videos is approximately 20 minutes long. We also offer a brief video for patient's families and caregivers.

All of the staff training videos are organized in a similar manner. The first half of each video explains HIPAA's requirements to your staff in terms they will understand. Emphasis is on familiarizing them with their responsibilities to protect patient privacy and to make certain protected health information is adequately secured. The second half of the videos presents each staff group with a series of scenarios illustrating typical situations they are likely to encounter where they need to be particularly vigilant.

The HIPAA for Families video is a unique resource. Its goals are twofold. First, it is intended to inform patients and their families of their rights under HIPAA. As such, it complements your agency's Notice of Privacy Practices. Second, it informs patients and their families of their responsibilities, recognizing the vast majority of home care agencies maintain a home file.

These educational resources will help you get your HIPAA training program off the ground quickly.

GetHip can be obtained by calling toll free 1-866-436-7047.
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