8-great-security-benefits

8 Security Benefits | Cloud-Based EHR for Substance Abuse

8-great-security-benefits

Data security in substance abuse treatment is serious business. Fortunately, SMART’s Cloud-Based EHR complies with HIPAA’s security rule, which requires specific protections to safeguard patient electronic health record information. Our EHR Platform – powered by AWS – builds in these safeguards and AWS adheres to all HIPAA protocols. Moreover, world-class companies like Adobe Systems, Siemens, Expedia, and Netflix rely on AWS. However, this cloud infrastructure is impossible to replicate for on-premises software users. We know there are concerns when considering a move to a cloud-based EHR. But many of these concerns are addressed by the inherent advantages of the platform. Below is a list of security benefits that can add value and give organizations peace of mind.

Top Security Advantages of SMART’s Cloud-Based EHR Platform

  1. Audit Controls  Maintains audit logging for all data assets to detect inappropriate access, tracking unauthorized disclosures, measuring performance problems, detecting intrusion attempts, and for the support of investigations.
  2. Data Integrity Controls – Includes a complete set of HIPAA policies for administrative controls. These include physical protections, staff training, and maintaining a “culture of security.”
  3. Malware Protection – Employs multiple layers of protection throughout our on-premises systems and AWS cloud presence.
  4. Encryption – Encrypts all protected health information (PHI) to the NIST AES-256 standard or better. This occurs at-rest as well as in motion within SMART’s AWS Cloud presence.
  5. Backup & Data Storage – Provides point-in-time recovery for cloud-based customers. In the unlikely event that a database restore is necessary, the latest backup is no older than 7 minutes with the next-oldest full database backup being from the previous night. We maintain one year of daily database backups and migrate older backups to the AWS Glacier for long-term retention. Specific data is retrievable from any of the available backup copies. (A fee applies for this service)
  6. Automatic Logoff – Configurable auto-logoff feature in compliance with this HIPAA rule.
  7. Security Incidents – Comprehensive procedures to detect and respond to security incidents. A HIPAA-compliant detailed breach analysis and reporting process support our systems.
  8. Contingency Operations – Adheres policies and procedures for responding to emergencies and disasters. This process focuses on helping you to regain access to your software and data quickly.

    As you can see, SMART’s Cloud provides significant advantages and tremendous value. Clinics gain confidence in data security and accessibility allowing them to focus on operations and patient care.

    Clinical-Staff_-SMART-Medication-Dispensing-Software_Ohio

    Medication Dispensing Software for Opioid Addiction Treatment

    CAAA-Team-Medication-Dispensing-Software-for-Opioid-Addiction-Treatment
    SMART is now serving Ohio with medication-dispensing software for opioid treatment. Beyond patient dosing, this EHR is a 100% paperless, complete clinic management system. It provides the functionality for admissions, insurance billing, as well as clinical and medical services.
     
    Community Action Against Addiction (CAAA) chose SMART to streamline their OTP operations. This nonprofit operates OTP, residential, and outpatient services with a caring and supportive staff. “From the CEO through to the security team, this staff cared about their clients,” shared SMART’s Lead Training Specialist Cassity Asher. “Their number one focus was meeting the need of the client and how SMART would help them reach that objective.” Likewise, helping providers focus on patient care is a priority for SMART. After all, SMART was specifically designed to improve efficiencies at their own network of addiction treatment facilities. Today this mission continues with partners like CAAA.
     

    Time-saving systems improve patient care

    BillingStaff_ Medication Dispensing Software | Time Saving System Now in Ohio

    Charlene (L) and Lera (R), CAAA Billing department

    Being totally paperless is essential to maximizing productivity. It saves time and resources by eliminating redundant data entry and storing all data electronically. This helps treatment teams organize, locate, and access patient data more efficiently.

    The clinical and medical modules in SMART’s paperless EHR improve team collaboration and patient care. Real-time treatment data means no more wasted time sorting through paper charts. Everyone has real-time access to the most current patient data which improves patient safety and reduces risk to the clinic.
     
    Further improving patient care, SMART’s medication inventory management helps staff decrease dosing errors with “checks and balances” to ensure inventory accuracy. And SMART supports medication dispensing, patient check-in queue, dose verification, along with all DEA reporting. Customizable templates make gathering and saving important information a smooth and reliable process. Each staff member can clearly see what information is required.
     
    And the Insurance Billing Module simplifies billing and self-pay account management by minimizing data entry. It also includes reporting capabilities to track and manage finances. During implementation, SMART provides system training including a thorough review of this module. CAAA’s Billing Specialist, Charlene shared that “The billing trainer was extremely knowledgeable in training the billing department.”
    100%-paperless

    Going Paperless in Healthcare for Addiction Treatment

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    Having Health Paperless Records vs. 100% Paperless Health Records. What’s the Difference?

    The difference between being paperless and having 100% paperless health records can be game-changing. Being 100% paperless means there are ZERO physical patient charts or paper forms. You process every document in your clinic electronically. However, if your staff documents everything on paper and then scans it into the patient chart, you may be considered “paperless,” but not 100% paperless. Also important to note, scanning hand-written patient information means it’s not searchable and deriving metrics would be a tedious, manual process. The data is “invisible” to a computer if it’s hand-written. Whether you are partially paperless or are considering going paperless, it’s important to understand how to get the most out of your record keeping-system.

    What issues are most common amongst clinics that aren’t fully-paperless?

    Time and time again, we’ve seen EHR users taking actions (or not taking actions) that hold them back from being truly 100% paperless. The need to continuously file paper patient charts may not seem like a big deal if it’s what you’ve always done but; think about the alternative.

    Organizational efficiency

    Paperless-health-records-save-time

    In a 100% paperless environment, everyone at the clinic has access to the same up-to-the-minute patient information at the same time. If there is a development with a patient, which is not noted immediately and electronically, there could be crucial treatment-related information missed by another clinician.

    Quality control

    When a 100% paperless clinic switches to a new form, it is automatically utilized across all patient files. In a partially paperless environment, different staff members might be using different versions of the same form.

    Auditing Paperless Health Records

    Managing quality of services can be challenging regardless of how you keep your records. However, this process can improve by doing it all electronically. For example, SMART’s EHR can be set to schedule all regulatory services as soon as the Admit and Discharge buttons are clicked.  This feature enables clinical and medical staff to run their Service Due Reports. Management teams also can run quality control reports to ensure patients are receiving the right services.

    Auditing paperless health records are also simplified when everything is easy to navigate and available electronically. Since everything is accessible remotely, quality control teams don’t need to travel to the clinic.  Moreover, the QC reports in SMART’s EHR make it easy to located and focus on problem areas.

    Data collection standards

    Creating service type templates can significantly improve data collection. You can build-in the questions you would like your treatment teams to document for each service delivered. Additionally, statistical and patient population data collection is easily usable. These templates make completing grants as well as state and internal reporting much more efficient. No more sorting through and keeping Excel documents up-to-date.

    What is holding you back from having 100% paperless health records?

    Access and outage concerns

    Often there is a fear of not being able to access electronic patient charts when the power is out, or a system is down. Fortunately, you can protect against this and run at optimal efficiency by implementing safeguards, like the ones mentioned below.

    Paperless-Health-Records_Prepare for-disasters with-automatic-backups

    Important considerations with paperless health records:

    Establish more than one internet network connection. Configure a redundant Internet connection to ensure that there is one connection to the internet at all times.

    Have a back-up generator. In nearly all scenarios, your operations will cease in a power outage. For this reason, you should secure a generator for the most critical aspects of your clinic and, especially, with paperless health records operations.

    Hardware inevitably fails, seemingly at the worst possible times. SMART’s Cloud-Based EHR, powered by Amazon Web Services (AWS), takes your hardware concerns off the table. SMART operates a fully-redundant AWS cloud environment which leverages layer upon layer of redundant technology. With these measures in place, the odds and impact of a connection failure are minimal.

    Prepare for disasters with automatic backups. As a 100% paperless chart, SMART’s EHR software secures all data in the cloud. Backups run every 30 seconds reducing the risk of data loss. Having owned and operated clinics in the past, SMART is intimately familiar with what can happen if a clinic experiences a fire or other disaster. Being paperless, with automatic backups means we avoided losing access to crucial information.

    Equipment investment

    Equipment_Paperless-Health-Records

    Another deterrent to migrating 100% to paperless health records might be the expense of servers, PCs, signature pads, label printers, pumps, etc. making it is easy to put off the transition. However, the drawbacks of not being 100% paperless far outweigh the costs of transitioning. With SMART’s cloud-based solution, your EHR becomes an operational expenditure instead of a capital expenditure. Monthly billing allows you to subscribe only the number of users you need and we can adjust as your needs change.


    “SMART integrates every facet of our clinic from dispensing, to counseling, to administration.”

    Paul J., Administrator (former), Addiction Treatment Center of New England

    Fear of change

    Overcoming staff opposition to change can be a challenge. The first step is shifting your focus to educating staff about the benefits and added productivity of a paperless environment. Leadership can ease the transition by promoting positivity and cultivating user perceptions.

    Even so, adjusting to a new system can still be challenging; especially for those accustomed to paper as their primary means of record-keeping. SMART helps to mitigate these fears with our implementation process which is designed to get teams up and running quickly and with confidence. Once you commit to implementing an EHR, it is essential to work with your vendor to ensure that your staff is informed throughout the process helping to avoid resistance and confusion.

    Successfully implementing paperless health records

    Goals and communication

    Successful implementations rely heavily upon continuous and clear communications between the EHR vendor and EHR users. Before the implementation begins, set a solid foundation by providing a clear understanding of the process. Every member of both teams should fully understand all requirements and who owns what responsibilities.

    comprehensive-procedures-checklist_Paperless-Health-Records

    Having a complete procedures checklist goes a long way toward keeping everyone on track with what tasks are due and what is upcoming. Part of the checklist procedure is to identify forms, templates, and systems settings.


    “They made us feel completely confident in the system in a week. They are all exceptional.”

    Heather, Clinical Director, Acadia Healthcare

    Training and support

    Another critical step is customizing comprehensive training before and after go-live. For our partners, training is delivered both on-site and remotely by our team of training experts. After implementation and training are complete, our Partner Support and Partner Success Teams take charge of the clinic’s ongoing care.


    “I really like the new SMART System. It makes our job that much easier. The trainers were all friendly and helpful. They made our transition to SMART very easy.”

    Charity G., Nurse, Pinnacle Treatment Centers

    New Brunswick Counseling Center Location

    Substance Abuse Software Serving New Jersey


    Substance Abuse Software Serving New Jersey New Brunswick Counseling Center
    SMART’s Substance Abuse Software proudly serves New Jersey opioid treatment provider, New Brunswick Counseling Center. NBCC provides comprehensive, evidence-based, mental health, and substance abuse treatment services. Their caring staff administers outpatient services for prevention, early intervention, and treatment. For instance, through their methadone clinic, NBCC provides individualized assessments and medication-assisted treatment to qualifying individuals. And with SMART’s dosing, dispensing, and inventory modules, NBCC can simplify daily tasks and prepare for DEA audits at any time.

    Implementing EHR Software 

    New Brunswick Counseling Center Associates

    New Brunswick Counseling Center Associates

    SMART works closely with addiction treatment providers to coordinate the adoption of SMART’s Substance Abuse Software. For example, when NBCC implemented SMART’s EHR Software, the first goal was to ease them through the initial transition. Their talented group of employees teamed up with SMART to vigilantly transition their operations to electronic and paperless. Each visit is a learning opportunity for both parties. One SMART Customer Service Representative said, “It’s always great to watch early hesitation over something new give way to a feeling of having made the right choice. It’s already clear that SMART Software is going to make their lives easier.” More than one of the staff noted, “Thank you for making me believe in SMART.” Learn more about SMART’s implementation process.

     

    SMART EHR 10 Security Benefits

    Electronic Health Record Benefits in Addiction Treatment

    Electronic Health Record Benefits in Addiction Treatment

    Having electronic health records software means that you can document all your clinic’s tasks digitally and in real-time without the need for paper charts. Beyond being paperless, there are many other electronic health record benefits to consider. Below we discuss specific advantages to individual addiction treatment clinics and enterprise organizations.

    Electronic health record benefits to individual clinics

    Clinics improve staff collaboration and patient care with easily accessible information and reports automation.

    Individual clinics
    1. Reduces redundancy of data entry; everything is in the system and is only a few clicks away.
    2. Saves physical space and office supply costs without the need for a chart room.
    3. No more time wasted filing and searching for paper charts.
    4. Expedites and automates the receipt of lab test results.
    5. Organizes information making it easy to find simplifying quality control.
    6. Submits co-signatures on treatment plans, service delivery notes, medical orders, and forms remotely which reduces unnecessary travel time.
    7. Auto alerts and reminders help to ensure that you meet patient’s treatment needs on time.
    8. Optimizes admissions capacity with auto-scheduling and pre-admission screening.
    9. Maximizes revenue and decreases data entry with an integrated insurance billing module.
    10. Better tools and technology improve communication, staff retention, and employee satisfaction.

    “SMART provides real-time information that allows staff to feel confident in their clinical decisions.”

    Eileen, Director, Boston Public Health


    Benefits of EHRs to enterprise organizations

    Managing a network of treatment programs can be challenging but with SMART’s cloud-based EHR software, you can create consistency across all locations while scaling to your growing needs.

    Enterprise organizations
    1. Stores all your clinical information safely in one place.
    2. Saves operational costs by decreasing the need for equipment upgrades, IT resources, and EHR updates.
    3. Creates uniformity and consistency across all OTP locations.
    4. Establishes your corporate model of forms, services, and reporting.
    5. Reduces administrative costs by automating processing and reporting.
    6. Simplifies insurance, self-pay account management, and reporting functions with data-entry-free billing.
    7. Scales to your needs allowing you to adjust size and performance with no downtime.
    8. Automatically and seamlessly makes updates and improvements to the system.
    9. Leverages the latest technologies (like SMARTBridge™).
    10. Integrates with billing systems and state reporting eliminating the double entry of data.

    Here are some EHR advantages that clinics often overlook

    Once you are operational with paperless health records, ensure that you are using all the features available. This will help you be even more efficient.

    Create templates wherever possible

    • Service type templates save your teams from writing repetitive notes and allows them to see the exact data they need.
    • Release-of-information templates allow your team to choose a pre-populated template saving time on data entry and disclosure tracking.
    • Agency referral lists (via SMART’s QSOA feature) allow your team to quickly find referral sources and track expiring agreements.

    Leverage our EHR’s secure cloud environment to build your key business rules for:

    Integrate your billing processes

    Outsourcing insurance billing to a third-party often costs more than processing it in-house. SMART’s paperless billing module gives users the ability to successfully manage the revenue cycle in-house.

    Experience matters

    SMART’s 100% paperless health records software has more than 25 years of experience serving opioid treatment programs. SMART has the unique ability to relate to the day-to-day challenges of medication-assisted treatment professionals because we’ve worked there too. President and CEO David L. Piccoli, II, was inspired to help his family’s network of opioid treatment facilities go paperless in the early 90’s. Since then, SMART’s EHR continues to grow with all our partners as they expand and transition more locations to have 100% paperless health records.

     

    Addiction Treatment EHR Supports Narcan Training Providers

    Addiction Treatment EHR Supports Narcan Training ProvidersAs an addiction treatment EHR opioid treatment programs, SMART Management, Inc. is proud to support life-saving recovery initiatives like Narcan training. Our partners deliver treatment services like counseling and medication-assisted treatment. Unfortunately, sometimes, individuals succumb to opioid addiction. This is when other measures, like the delivery of Narcan, are necessary to save lives.

    Increasing Narcan availability

    Narcan (naloxone) blocks or reverses the effects of opioid medication, including extreme drowsiness, slowed breathing, or loss of consciousness…(Narcan) is used to treat a narcotic overdose in an emergency situation.“¹ The availability of this life-saving drug is increasing state-by-state as communities are desperately trying to catch up with the startling number of overdose deaths. The availability of Narcan is no longer limited to hospital ERs. Because of the increase in demand, availability has extended to police, emergency response professionals, school clinics, and even to those who know someone who is addicted and at risk. However, Narcan training is needed for those seeking the ability to carry and administer this drug.

    Staten Island University Hospital and Boston Public Health are just a few addiction treatment facilities that have taken that crucial extra step and are offering certified overdose prevention training, via Narcan, to their communities. Attendees learn how to identify the signs of overdose and how to administer Narcan. Finally, after training, they will receive a free rescue kit. ²,³

    If you or someone you know wants to learn about overdose prevention and Narcan training, please visit SAMHSA’s website.

    Are You and Opioid Addiction Treatment Provider?

    SMART partners with OTPs to streamline operations and improve patient care with a complete clinic management system. Interested in transitioning your services to a paperless, secure, and cloud-based EHR? Contact us today

     

    1.) https://www.drugs.com/mtm/narcan.html

    2.) http://www.brandywinecounseling.org/annoucements/narcan-training-classes

    3.) http://www.bphc.org/whatwedo/Addiction-Services/prevention/Pages/Narcan-Program.aspx

    4.) http://www.siuh.edu/Events-Calendar/Event-Details.aspx?Event=647

    5.) http://www.samhsa.gov/medication-assisted-treatment/treatment/naloxone