27 Sep Outlining Documentation Needs for Mental Health Practices
Mental health practices must adhere to strict, detailed regulations related to patient records, documentation, and privacy laws. Mental health documentation is an integral part of managing your practice, and it’s important to comply with laws and regulations that govern patient privacy, communication and collaboration, quality assurance, and continuation of care. Here are some of the most important things to consider when creating a documentation protocol for your mental health practice.
Secure Record Keeping Software
Mental health practices need to invest in secure record keeping software that uses multi-factor authentication and secure passwords for access. All patient records should be access-controlled and only accessed by authorized parties who are actively treating the patient. Mental health providers and general office staff who are not treating the patient should not be able to access, update, or share patient records.
Robust Client Management System
You also need a robust, carefully monitored client management system. If you use paper files, you should always have an electronic backup that can still be accessed in the event that you cannot get to your office, or the paper file has been destroyed or lost. Your client management system should be a 1:1 duplicate of the information that is contained in paper patient files.
Careful Handling of Paper Files and Documentation
If your office is not paperless and you still use paper files and documentation, it should be under lock and key and access should be carefully controlled. You should use a log system to track who accesses the records, what is done with them, and when they are returned so that you can ensure no unauthorized parties have access to personal, private health information about your patients.
Streamlined Intake Plan
Your patient intake plan should be carefully detailed and streamlined to protect patient privacy. Paper intake documents should be immediately scanned into your electronic records system, and the original should be shredded or added to the paper patient file, which should be secured. You should not relay patient information out loud so that unauthorized people can hear, and you should not leave any paperwork out where unauthorized parties can access it.
Adherence to Patient Privacy Laws When Sharing Documentation
There are times when you will need to collaborate with others in the healthcare industry related to your patient care. When sharing patient documentation, you must adhere to HIPAA regulations and local and federal privacy laws. Electronic patient files should be encrypted when sent, and they should be password protected. You should never let an unauthorized third party have access to information or be responsible for transmitting oral or written patient documentation.
At Arizona Business Equipment, we can provide your mental health practice with all necessary office supplies and office equipment in Southern Arizona. We offer business equipment rental services, office equipment repairs and maintenance, and expert guidance in choosing the right tools and equipment for your needs. Our professional service technicians offer on-site emergency repairs and tech support for any equipment rented from us. Call us at (520) 888-2679 or contact us online with questions.