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Sending a report--HIPAA compliant

Posted By: Kris on 2007-04-01
In Reply to: Sending a report--HIPAA compliant - Kris

This may be easier and less expensive than I thought.  I could just encrypt the file,  zip it and send via email.  The client could then print it out.  Has anyone successfully used a free encryption program that meets HIPAA requirements, maybe the free CenturionMail? 


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Sending a report--HIPAA compliant

I am searching for possibilities to streamline getting reports back to my client.  Is there a HIPAA-compliant way to send medical reports securely via email so that they could be printed on site?


Is it HIPAA compliant?
That certainly does sound like a great solution! You are right, I would probably want them to zip their files anyway since I have only dial-up available to me at home and would need it at a CG if I ever get to that point in my life.

Thank you for your feedback. It is sincerely appreciated.
This is HIPAA compliant? nm
I found out it is HIPAA compliant. :) (nm)

HIPAA compliant at home sm
How does one become HIPAA compliant at home? Used to working in an office - don't want to make a mistake. How do all of you do it?
HIPAA compliant email

Is it HIPAA compliant to send reports via email if they are password protected, or does it have to be certified email?   

hto seail

HIPAA compliant email

 Does winzip qualify as hipaa compliant when used with a password?  Does anyone out there work directly for a doctor and have experience with this?


Any help would be appreciated!

MPWord has been around for years. It is HIPAA compliant and a
contact Vann Joe and ask him questions.  He is a very open and honest person.
Need help today with HIPAA compliant form sm
I have agreed to help someone out in their office tomorrow as they had a problem in the office. I realized I will be handling a lot of patient charts, company problems, etc., and would like to bring with me a simple confidentiality statement for their protection and mine without going into a long, lengthy contract. Is there anywhere on the Web I can get something quickly? This is strictly volunteer, I am not charging them, so it's kind of a sticky situation. I just want to cover both of us as they have litiginous minds in there who are very unhappy; this is why they're having problems. Help! Short and sweet, I hope, so I can type it up tonight and bring it along with me. TIA
New Software: MPTools -- Invoicing and HIPAA-compliant e-mail with just a few clicks

MPTools, a new release from Emmaus, is a set of six utilities designed to answer real needs by MTs and MTSOs. Among the utilities are these:

1. Create invoices for your clients and pay stubs for your MTs.

  • Select client.

  • Verify dates.

  • Select files.

  • Create invoice.

2. E-mail transcribed reports in HIPAA-compliant encrypted zip files with just a few clicks.

  • Select client

  • Click Suggest filename

  • Select files (the actual transcription, not zip files you've made, for the program will zip, encrypt and password protect when it fashions the email)

  • Click Send Email. (In the Sent History, each file you've sent is separately listed with abundant information about it: to whom sent, date and time, name of the email, name of the zip file, etc.)

3. Unzip / zip files, even password protected ones, automatically.

4. Print files anywhere on your network.

You'll find MPTools exceptionally easy to use and intuitive. To better explain things we've posted screen captures on the website, and make the program available for download and trial so you can see firsthand how using MPTools will make your workday shorter and easier.

How is keeping a patient database on your personal computer HIPAA compliant?

I would love an effortless line counting program too, but...


Just curious if anyone has investigated that issue with this software.

Also, this is a public forum not an actual report I am sending to a client...
so give me a break...shows nothing about how qualified I am...You wouldn't know what qualified is since you are not qualified yourself...
What FTP HIPPA Compliant do you use?
I am setting up my web site and I am having trouble understanding FTP and is it HIPPA Compliant. Which one do you use?
You do not need the 1099. You just need to report the income. Report the company/person ...sm
to the IRS for not sending out the 1099. 
I charge the same amount for a "normal" report as for any other report.
You still have to listen to the dictation and change anything that's different.  I had one woman try to pull this on me.  She'd dictate, "Just pull up my normal, but change this, change that, switch that around, move that, add this, delete that, and change the other."  Then she'd only want to pay me what equated to $.03 per line.  She wanted 1:1 on her dictation to transcription ratios.  I told her to take her cheap account down the road because I'm worth more than that.
Oh, a report just came in. A report actually just slid in, can you believe it. Hip Hip Hooray. I

had better get that sucker typed before it gets out of ONE MINUTE TAT.

If you are careful with putting the correct report in the correct report shell and patient, you will
not have any problems. I only take away this option when someone is careless. There can be NO room for error on this. One mistake can be very serious. Many do it well though, so just double check and you will be fine.

Sending ES?

I have .DSS files being sent to me via email.  If I want to send them to another person's computer so that when I go there I can pull it up and transcribe from their house - is this a possibility?  I can't seem to get ES to forward the actual .DSS file.  I am so confused.

What has that got to do with sending
the work there.  What about 911?  That was a much, much, much larger scale event.  Besides it seems like the target were American and British tourists. 
They are all sending more to India
But don't you get grief for sending
too much to QA? I know I am only allowed a certain percentage, so I am still going back over the audio 2 or 3 times to try to stay within my allowed percentage (and why I have crap for production). However, I think it stinks that one could easily get a whole batch of dictations by the same nasty dictator and your sending-stuff-to-QA stats go down the dumper. And of course, the worse the dictator, the more he/she dictates and the longer they are, according to the MT Murphy's law!
Looking for suggestions on sending out
letters to local doctor offices looking for work. I have tried using flyers with no response and want to try a more professional letter letting them know that I'm available. Any suggestions would be greatly appreciated.
What is she sending you in the packages?
I know after I turned Focus down it took several months for them to leave me alone, but they never snail mailed me anything.

I agree with putting return to sender on whatever she is sending you and just add her emails to your spam mail.
I think I will be sending it back.

I noticed that the CD seems to "skip" over some questions or items that it used to ask. Since I do a lot of searching on the 'net, I guess I will call this one a "not needed" item anymore.  I just thought it would be a bit easier instead of going to the 'net to do a search...you know "information at your finger tips" type of deal.

Thanks for the input. I'm a little dissapointed in this version to say the least. I have no idea why they took a great product and ruined it.


re-sending reports
The company I work for has this problem.  They came up with the following policy:  We send you the work.  You lose it, we resend it.  We also bill you again for it.  It has cut down on a lot of calls.
I think other way, for receiving not sending
Looks like that's only for sending, not receiving?
RE: sending files
Why are we getting punished for sending things to QA?
We are paid by the line, it seems logical that if we cannot understand something, we shouldn't have to take the time as QA personnel because it affects OUR paycheck, not theirs! Otherwise, pay us by the hour, minutes tick tock away and so do our dollars and cents!
promptness of sending a check
you should know by now the only reason they're doing it is because of the MTs who are filing the lawsuit --- if no one was questioning it they would continue along their merry way miscalculating away!!
sending back work
I have made it a point to learn the *hard* doctors, cause they are sent to me quite a bit, cause MQ knows I can do the *hard* doctors..Its crummy having to learn them and knowing you are losing money in the process but once you learn the *hard* doctors, you know the ones who are ESL or English as third or fourth language (smile), you can do them and then it is no big deal.  Yesterday, I got a half transcribed report with at least seven blanks for Q/A..I was able to do the report with no blanks cause I have learned this doctor, who has what I think is a Middle Eastern French accent..He is quite hard but I can do him as I have learned him over the years (since 2000).  Practice makes perfect and the way transcription is going with voice recognition, I think the only transcriptionists who will be left in the end are the ones who can do the ESL, mumblers, speed talkers or speech impediment doctors, the ones who voice recognition cannot do.
MQ doesn't know what THEY are sending out. They even call you to

It's all very dumb.  I'd like to have the money for my paycheck they have wasted on this production. 

It just is another dig to show MTs they have the power and we sit out here like hogs at the trough waiting for more scraps.  I'm tired of it.  I'm a professional or at least I used to be.  My profession used to be respected.  They do tricks like this and jerk us around and think it's cute.  Well, here's a news flash - It Isn't Cute.  And it certainly is not professional.

Absolutely, sending prayers their way.
What do you think about sending out Christmas cards with
a business card inside to solicit for local accounts?  Tacky?  Different?  Original?  I've got a list of small locals I'd like to solicit but was waiting until after the new year.  Then I found a couple of boxes of Christmas cards that I bought on clearance last year.  Why not kill two birds with one stone?  Unclutter the Christmas box and send holiday greetings to potential clients?
Anyone being penalized for sending reports to QA?
I guess I have it all wrong when it comes to QA.  I thought it stood for quality assurance.  I send reports to QA when I have a blank.  I put a blank when I am not 100% sure of what I heard, including the spelling of the patient's name.  I want to make sure the patient gets their report typed up accurately.  I want to turn in the best work I can do.  Why is it that wanting a second set of ears to confirm what you thought you heard a bad thing ending up in being penalized or terminated if it goes beyond a certain %?  I am very confused.  I refuse to "guess" just to fill in blanks even if it means I will be fired. 
No, at this co. QA is good about sending back

that's the usual process so that we can listen to our errors. How do you ever learn if you don't see your errors?

sending/receiving dictation
I am looking at taking on another account.  My account I currently have I did not have to set up the send/receive aspect because it was already done for me.  My first client uses a software called Send-It.  They upload the handheld recorder tapes onto the computer on thier end and it transfers to my FTP site.  Now they do not make this software because it is not compatible with XP.  Is there any software out there like this that is compatible with XP so I can let my new client know where to get it?  He wants to do a call in situation, but I know nothing about this and would like to keep both clients the same.  Thanks for any information!!
I don't agree w/ sending our jobs over there BUT
to me your logic makes no sense; we had the world trade center bombings here but that didn't mean that we weren't secure enough to handle transcription.....???
I am sending cheers your way - I am jealous -
always wanted to write - but thrilled for you.  Best of luck.
Understood. Sending a smile your way for a better day. nm
Sending their MT's home could substantially - sm
lower the hospital's overhead, without having to lower the MTs' pay. It would also keep higher-quality work with seasoned employees, rather than have people who are out of the area (or out of the country) struggling with details. They'd also have less sick-time, to deal with, as it's easier to work at home than inhouse if you have a cold or some other fairly minor ailment.
are they sending you work to check
all of their work? I don't THINK the gal I work for checks all of my work. I send her a list daily of every job I've typed and which ones I had questions on or blanks and she checks those. I can't imagine not ever having a question whether it be from a bad connection, mumbling, whatever. I would think that is normal. If you never have questions or blanks, I would question what kind of work is being passed along to the client. Of course if I was having to check every report because of mistakes, I would definitely question why I still am paying the transcriptionist.
I read my reports before sending
I read my reports word-for-word before sending (not my posts though! LOL). I started off a little slow at first, but like anything, once I got used to the account my speed increased. Nothing was ever said to me about my counts (which were slightly below the requirement). When I mentioned it to my supervisors just to cover my behind, they told me that they much preferred my 99-100% accuracy on QA checks. I would never put my name on a report without making sure that it was as accurate as possible. These are patient's lives here. If I could not produce accurate reports fairly quickly, I would get out of this business. For me, accuracy comes first and speed second.
AAMT/AHDI is what is sending all US MT's to
Whom she is sending MT files now a days?
I am interested, I have a software house in India.
I would have corrected the errors first before sending it in... nm
Yes, keystroke lag is sending me over the edge.
Start sending resumes now

I'd start sending resumes now.  The way things seem to be going, it will take several months to get anything anyway, so don't delay.  Really try to pump up the good aspects of how you work - good accuracy, building speed, reliability to schedule, etc.  That may help when employers see that you've only been at it for 9 months.  You will find someone who will take a chance on you.

As to your other questions, there are so many variables, there's no one situation that works for most people.  A lot of people like being employees, but a lot of us like being IC.  Some people hate large corporations and others love them and would never think of working for a small company.

I know for my situation, it took a couple of tries until I found a situation that I think works for me.

If I were in your situation (and I have been) I'd send out resumes to every company that is advertising and even some that are not.  If a company is advertising and they want someone with 2 years or less, send them a resume or take their online test.  The worst that can happen is they say no, but you just might hit someone on a good day where they think you're worth talking to.

Good luck.

I have a question regarding sending a gift for Chistmas
What if you want to acknowledge your account managers with a gift but they work from home?  Do most people just send something to the main company address for the office personnel?  I think it would be strange for me to e-mail these managers and ask them for their home address.  Any suggestions?
Sending prayers for your friend and your family.
Praying for strength for you.
Also sending prayers your way. Both my parents are cancer
survivors and hopefully your best friend will be also.

My mother has been in remission for seven years and my Dad a little over one year.