Question re old transcribed files

[Guest guest]

I have a practice that keeps calling me every day to get copies of

their old transcribed files. I send all files via email. They

sometimes call looking for files that are 6 months old. I am

getting 2 to 3 requests per day. This takes considerable time to

research and re-send them the transcribed files. I am thinking of

charging them extra for this service. Has anyone had experience

with this kind of problem and do most people charge for such work.

Thanks.

C.J.

[Guest guest]

You might warn them that you can no longer keep files that old because of

HIPAA. I am only keeping files for 30 days. After that, too bad. If they

want copies of files on disk, that is fine with me. I then delete them from

my computer.

You might also set up a reasonable time for them to check for what has been

returned and call if anything is missing. I send a log with each day's

transcription when I return it. The responsibility is on their end after

that, not yours.

As for charging, I allow 2 requests a month, after that is half the original

charge.

Question re old transcribed files

> I have a practice that keeps calling me every day to get copies of

> their old transcribed files. I send all files via email. They

> sometimes call looking for files that are 6 months old. I am

> getting 2 to 3 requests per day. This takes considerable time to

> research and re-send them the transcribed files. I am thinking of

> charging them extra for this service. Has anyone had experience

> with this kind of problem and do most people charge for such work.

>

> Thanks.

>

> C.J.

>

>

>

> TO UNSUBSCRIBE send a blank email to NMTC-unsubscribe

>

>

>

[Guest guest]

Two to three request PER DAY?!

Oh vey!!

Yes, I would *definitely* be charging for this. Do you delete your

" sent " emails - i.e. can you prove that you sent them on such and such a

date? Even if you can't, if that has been your practice, obviously,

someone in the office is just dropping the ball because they can.

But don't let them.

This DOES take considerable time on your part and you absolutely deserve

to be compensated for it. I've personally not had this problem, but I

have a good friend/very respected colleague in the profession who

charges $2.50 (Canadian) per extra copy.

Go for it! You deserve it!!

Janet

Question re old transcribed files

I have a practice that keeps calling me every day to get copies of

their old transcribed files. I send all files via email. They

sometimes call looking for files that are 6 months old. I am

getting 2 to 3 requests per day. This takes considerable time to

research and re-send them the transcribed files. I am thinking of

charging them extra for this service. Has anyone had experience

with this kind of problem and do most people charge for such work.

Thanks.

C.J.

[Guest guest]

I had stated in my contract that any repeat reports would be charged 1/2 of

the original price, but that was printed repeats. I would charge something,

after I told them. With MedPen it does not take that much to research an

old report so I am blessed that way, but if it did cost me to use a phone

line or any other reason, our time is valuable but how to determine is

worth???I think you would have to state that you are going to be charging

from now on and explain the time it takes you to research is time taken

away from work. Hope this helps.

Aliceanne

At 01:03 AM 7/17/2003 +0000, you wrote:

>I have a practice that keeps calling me every day to get copies of

>their old transcribed files. I send all files via email. They

>sometimes call looking for files that are 6 months old. I am

>getting 2 to 3 requests per day. This takes considerable time to

>research and re-send them the transcribed files. I am thinking of

>charging them extra for this service. Has anyone had experience

>with this kind of problem and do most people charge for such work.

>

>Thanks.

>

>C.J.

>

>

>

[Guest guest]

MY thoughts exactly ! As your reply came through I was just thinking

that certainly because of HIPAA compliance, these records should not be kept

no more than 30 days. I also would suggest sending that information to the

Practice, as an FYI, and if they would like a hard copy of the files in

either CD or Floppy format that you could do so for a minimal charge. It

sounds as if the " practice " is practicing its " taking advantage of you "

tricks. This is pure laziness on their part! They lost it, misplaced it,

threw it away because they were too lazy to chart it... so it is easier to

call YOU for a quick replacement, OR better yet, blame YOU for it " not being

sent " . I have seen all kinds of why nots and how comes... and I am sure

there are sooo many more.

I would say to draft a letter to the practice, informing that you can no

longer save files more than 30 days due to HIPAA compliance. Also inform

them that you could provide them a floppy of the files, at their expense of

course. Then another fantastic option from is to charge them, as she

said, for more than two requests in that month. I am sure you are going to

get the " it isn't on this floppy " or " I can't find it on the floppy " line

too because they don't want to actually look for it.

MIND YOU, I have nothing against the office staff at practices!!! However,

I also have worked in them and know of the fresh out of high school girls

they have hunting this stuff hardly know where their shoelaces are, and that

they are SO busy that they find any shortcut they can to save them time.

Don't let yourself be taken because they know you are a KIND person. I have

done it, and have a tendency to STILL do it... just call me SUCKER. But

this is costing you a LOT of money, so instead of losing money, make it!

Bobbie

-- Re: Question re old transcribed files

You might warn them that you can no longer keep files that old because of

HIPAA. I am only keeping files for 30 days. After that, too bad. If they

want copies of files on disk, that is fine with me. I then delete them from

my computer.

You might also set up a reasonable time for them to check for what has been

returned and call if anything is missing. I send a log with each day's

transcription when I return it. The responsibility is on their end after

that, not yours.

As for charging, I allow 2 requests a month, after that is half the original

charge.

Question re old transcribed files

> I have a practice that keeps calling me every day to get copies of

> their old transcribed files. I send all files via email. They

> sometimes call looking for files that are 6 months old. I am

> getting 2 to 3 requests per day. This takes considerable time to

> research and re-send them the transcribed files. I am thinking of

> charging them extra for this service. Has anyone had experience

> with this kind of problem and do most people charge for such work.

>

> Thanks.

>

> C.J.

>

>

>

> TO UNSUBSCRIBE send a blank email to NMTC-unsubscribe

>

>

>

[Guest guest]

In regards to the HIPAA issue about keeping copies on file, my account has

not mentioned anything about this, and I think they like knowing the other

transcriptionists and I have copies so we can pull up old files if need be,

as do I, BUT, am I HIPAA compliant if I store the files on a disk which is

then locked in a safe? Or is it all about my having them and having access

to them? Don't the other office staff also have access to them if I send

them on disk? What's the difference? Is it just because we our IC that this

comes into play?

Lynn

Re: Question re old transcribed files

You might warn them that you can no longer keep files that old because of

HIPAA. I am only keeping files for 30 days. After that, too bad. If they

want copies of files on disk, that is fine with me. I then delete them from

my computer.

You might also set up a reasonable time for them to check for what has been

returned and call if anything is missing. I send a log with each day's

transcription when I return it. The responsibility is on their end after

that, not yours.

As for charging, I allow 2 requests a month, after that is half the original

charge.

Question re old transcribed files

> I have a practice that keeps calling me every day to get copies of

> their old transcribed files. I send all files via email. They

> sometimes call looking for files that are 6 months old. I am

> getting 2 to 3 requests per day. This takes considerable time to

> research and re-send them the transcribed files. I am thinking of

> charging them extra for this service. Has anyone had experience

> with this kind of problem and do most people charge for such work.

>

> Thanks.

>

> C.J.

>

>

>

> TO UNSUBSCRIBE send a blank email to NMTC-unsubscribe

>

>

>

[Guest guest]

I myself would really like to see a cut and dry guideline especially for US.

.. I was told by a HIPAA compliant crazy woman that if they were locked in a

safe place, with the key around your neck, and then destroyed after no more

than 30 days that was okay. I also had to get a digital certificate for my

e-mails, which I never used, for transfer of patient lists... and I have

been told by many people that I work with that at this stage in the game

HIPAA can come to your door, as they know you as an IC, and ask to see your

set-up... then you get fined $100 for EVERY indiscretion to EACH patient....

i.e. patient list, $100 for each patient, if left out in view.... if they

are able to access your files on the computer (and we know that this can

number to the THOUSANDS at times) it is $100 for each patient. I had the

living HELL scared out of me in April trying to get compliant. All of this

may be a big pile of POO... but I can see some fines being enforced, and I

can see a HIPAA representative coming to IC homes to ensure compliance....

the IRS can come to your door, why not HIPAA? for safety's sake, I lock

EVERYTHING... I accidentally locked a piece of chewed gum wrapped in paper.

.. oops, talk about being a fanatic.

-- Re: Question re old transcribed files

You might warn them that you can no longer keep files that old because of

HIPAA. I am only keeping files for 30 days. After that, too bad. If they

want copies of files on disk, that is fine with me. I then delete them from

my computer.

You might also set up a reasonable time for them to check for what has been

returned and call if anything is missing. I send a log with each day's

transcription when I return it. The responsibility is on their end after

that, not yours.

As for charging, I allow 2 requests a month, after that is half the original

charge.

Question re old transcribed files

> I have a practice that keeps calling me every day to get copies of

> their old transcribed files. I send all files via email. They

> sometimes call looking for files that are 6 months old. I am

> getting 2 to 3 requests per day. This takes considerable time to

> research and re-send them the transcribed files. I am thinking of

> charging them extra for this service. Has anyone had experience

> with this kind of problem and do most people charge for such work.

>

> Thanks.

>

> C.J.

>

>

>

> TO UNSUBSCRIBE send a blank email to NMTC-unsubscribe

>

>

>

[Guest guest]

As I understand it the difference is, by HIPAA definition, you are the

Business Associate

your account is the Covered Entity.

http://www.compsi.com/mt/FAQHIPPA.html

The Business Associate (BA) is person/organization that performs a

function or activity FOR the Covered Entity (CE), but is not a part

of the covered entity's (in house?) work force. A medical transcription

service provider

would be a Business Associate.

As I understand it - The Covered Entity has the right to keep the PT

information ( in a HIPPA compliant manner) - the Business Associate does

not. The BA does the work and should delete reference to the PT information

in a timely manner - that is what HIPAA is all about - limiting the PT

confidential information that is " floating " around.

The good news is, according to the site listed above, criminal charges can

be brought against the CE but not the BA.

aloha,

Pam

----- Original Message -----

> In regards to the HIPAA issue about keeping copies on file, my account has

> not mentioned anything about this, and I think they like knowing the other

> transcriptionists and I have copies so we can pull up old files if need

be,

> as do I, BUT, am I HIPAA compliant if I store the files on a disk which is

> then locked in a safe? Or is it all about my having them and having access

> to them? Don't the other office staff also have access to them if I send

> them on disk? What's the difference? Is it just because we our IC that

this

> comes into play?

[Guest guest]

Ms. Pam... THANK you so much for this link... it sure cleared up the muddy

water of info that I had been given regarding HIPAA compliance on OUR end.

I had searched the world over and could not find a site that would answer my

questions.. and this was it...

THANKS again...

-- Re: Question re old transcribed files

As I understand it the difference is, by HIPAA definition, you are the

Business Associate

your account is the Covered Entity.

http://www.compsi.com/mt/FAQHIPPA.html

The Business Associate (BA) is person/organization that performs a

function or activity FOR the Covered Entity (CE), but is not a part

of the covered entity's (in house?) work force. A medical transcription

service provider

would be a Business Associate.

As I understand it - The Covered Entity has the right to keep the PT

information ( in a HIPPA compliant manner) - the Business Associate does

not. The BA does the work and should delete reference to the PT information

in a timely manner - that is what HIPAA is all about - limiting the PT

confidential information that is " floating " around.

The good news is, according to the site listed above, criminal charges can

be brought against the CE but not the BA.

aloha,

Pam

----- Original Message -----

> In regards to the HIPAA issue about keeping copies on file, my account has

> not mentioned anything about this, and I think they like knowing the other

> transcriptionists and I have copies so we can pull up old files if need

be,

> as do I, BUT, am I HIPAA compliant if I store the files on a disk which is

> then locked in a safe? Or is it all about my having them and having access

> to them? Don't the other office staff also have access to them if I send

> them on disk? What's the difference? Is it just because we our IC that

this

> comes into play?

[Guest guest]

Oops, ARE, not OUR. I musta been tired.

Lynn

RE: Question re old transcribed files

Is it just because we our IC that this

comes into play?

Lynn

[Guest guest]

Do they define " in a timely manner " , or is that left up to interpretation? I

will go read up a little later when I have more time, but did anyone check

it out already?

Lynn

Re: Question re old transcribed files

As I understand it the difference is, by HIPAA definition, you are the

Business Associate

your account is the Covered Entity.

http://www.compsi.com/mt/FAQHIPPA.html

The Business Associate (BA) is person/organization that performs a

function or activity FOR the Covered Entity (CE), but is not a part

of the covered entity's (in house?) work force. A medical transcription

service provider

would be a Business Associate.

As I understand it - The Covered Entity has the right to keep the PT

information ( in a HIPPA compliant manner) - the Business Associate does

not. The BA does the work and should delete reference to the PT information

in a timely manner - that is what HIPAA is all about - limiting the PT

confidential information that is " floating " around.

The good news is, according to the site listed above, criminal charges can

be brought against the CE but not the BA.

aloha,

Pam

----- Original Message -----

> In regards to the HIPAA issue about keeping copies on file, my account has

> not mentioned anything about this, and I think they like knowing the other

> transcriptionists and I have copies so we can pull up old files if need

be,

> as do I, BUT, am I HIPAA compliant if I store the files on a disk which is

> then locked in a safe? Or is it all about my having them and having access

> to them? Don't the other office staff also have access to them if I send

> them on disk? What's the difference? Is it just because we our IC that

this

> comes into play?

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