Action Item | Responsible Party | Comments | Completion Date |
Obtain a list of all health information and technology systems. For example: - Practice A Encoder
- Practice B Encoder
- Practice A Lab Module
- Practice B Lab Module
- Practice A Billing System
- Practice B Billing System
| | | |
Identify office space considerations (e.g., whether new space is needed or current space needs to be converted). | | | |
Determine how communication to staff will occur (e.g., staff meetings, staff newsletters). | | | |
Determine how employee issues will be addressed (e.g., through management, human resources). | | | |
Determine whether the acquisition will result in new technology. If so, identify training needs. | | | |
Obtain copies of all HIM vendor agreements. Identify opportunities to consolidate vendor agreements (e.g., transcription, billing, encoder, release of information). | | | |
Obtain a list of all litigation activities and ensure health records are protected. | | | |
Obtain copies of HIM organization charts. | | | |
Determine whether a single HIM department will result. | | | |
Identify potential staffing needs. | | | |
Identify each HIM department functions (e.g. coding, transcription). | | | |
Identify who will be the privacy and/or security officer. | | | |
Review and compare all privacy and security policies and ensure they are revised | | | |
Train staff on privacy and security policies and procedures. | | | |
Define role-based access. | | | |
Define the privacy and security complaint and audit processes. | | | |
Identify an acquisition team. | | | |
Schedule acquisition team meetings. | | | |
Appoint a team leader for key activities. | | | |
Identify responsible parties for each action item. | | | |
Obtain and compare job titles and job descriptions. | | | |
Obtain and compare salary information. | | | |
Identify a consolidated medical records committee. | | | |
Identify a consolidated forms committee. | | | |
Determine whether one site will close. If so, develop a plan of action for workflow transition. | | | |
Determine if health records will be combined or remain separate. | | | |
Determine how legacy paper records will be handled. | | | |
Determine whether additional system licensures, software, or hardware are needed. | | | |
Determine whether separate EHR systems can be integrated Determine whether a single system will be chosen. Determine how legacy system information will be maintained. | | | |
Determine whether new business associate agreements are needed and who will manage that process. | | | |
Obtain and compare HIM departmental policies. | | | |
Obtain and compare delinquency policies and procedures. | | | |
Obtain and compare privacy and security policies and training requirements. | | | |
Obtain and compare medical staff bylaws. | | | |
Obtain and review any supply agreements (e.g., file folders or toner). | | | |
Obtain and compare any rental agreements (e.g., copy machine rentals). | | | |
Ensure human resources issues will be covered (e.g., changes to paid time off accrual, or comp time). | | | |
Obtain copies of all staff certifications (e.g., RHIA, RHIT, CCS). | | | |
Obtain and compare notice of privacy practices, | | | |
Obtain copies of any recent third-party audits (e.g., coding or financial). | | | |
Ensure third-party audits have a single point person (e.g., RAC, MIC, MAC audit correspondence). | | | |
Obtain and compare copies of documentation requirements. | | | |
Review individual record retention schedules and policies and procedures. Consolidate into one plan. | | | |
Review state, federal, and accreditation specific requirements for health information management during a merger/acquisition. | | | |
Create an agreement outlining which organization is responsible for legacy health records. Ensure the agreement complies with state requirements. | | | |
Develop a plan to address existing and future patient identifiers (e.g., medical record number, account number). | | | |
Consult legal counsel throughout the process to ensure compliance. | | | |