Performing Legal Holds in a Hybrid EHR Environment
Product Description:
Audio Conference on CD or Audio On-Demand
Sponsored by Medical Records Briefing
presented on February 18, 2009
When your hospital or practice receives a legal hold notice—an order to preserve and sequester all documentation related to potential litigation—do you have a process in place to do so? As more hospitals and practices implement a hybrid record to transition to a complete electronic health record (EHR), the once fairly straightforward process of producing documents during discovery becomes far more complicated.
HIM directors and practice managers must now orchestrate a hospital-wide effort to access data—much of which is electronic and stored in various formats and mediums. This process (called data mapping) is overwhelming in today's world of HIM, yet directors and practice managers must have a plan in place when a legal hold is issued to prevent potentially disastrous legal consequences.
Ensure that your facility or practice is prepared to implement a legal hold.
Don't put your facility or practice in the position of having to scramble to preserve the documentation necessary to comply with a legal hold notice. Listen to HCPro for the 90-minute audio conference Performing Legal Holds in a Hybrid EHR Environment. Legal expert Douglas Grimm (Associate, Squire, Sanders & Dempsey) and healthcare consultant Chris Meyers (President, eCatalyst Consulting) discuss strategies for handling hybrid EHR challenges, including forming a discovery response team, performing an efficient data mapping plan, and informing the proper individuals in your facility or practice of their roles in the process.
LEARNING OBJECTIVES
At the conclusion of this audio conference, you will be able to:
- Prepare for the receipt of a legal hold by identifying proper notification channels and important individuals within those channels
- Develop a data mapping system to account for both electronic and paper formats of important documentation relevant to potential litigation
- Develop retention and suspension policies
- Identify the consequences of not properly sequestering your data
- Identify legal hold triggers (i.e., situations that may arise that would warrant a legal hold)
- Proactively prepare for legal holds before they are issued
TAKE A LOOK AT THE AGENDA
- Receiving the external legal hold notice (trigger)
- eDiscovery basics
- Definition of a legal hold
- Example of a notice
- Tracking notices as they enter a facility
- Identifying legal hold triggers
- Internal notification of a legal hold
- Identifying which individuals or departments maintain relevant data
- The importance of a discovery response plan
- Data mapping
- Processing a legal hold
- Preserving information in light of relevant Federal Rules of Civil Procedure
- Understanding the breadth of data on which a legal hold may be necessary
- Preventing auto-deletion and other hybrid/EHR challenges
- Consequences of a failure to preserve
- Preserving and collecting information
- Data freezing versus conversion
- Maintaining the chain of custody
- Importance of suspending retention and destruction policies
- Providing legal hold education
- Discovery readiness in an EHR environment
- Importance of educating legal hold recipients
- Educating external participants
- A question and answer session follows the presentation
CONTINUING EDUCATION CREDITS
This program has been approved for 1 continuing education unit for use in fulfilling the continuing education requirements of the American Health Information Management Association (AHIMA). Credits expire on Jan. 31, 2010.This program has prior approval of the American Academy of Professional Coders for 1.5 Continuing Education Units. Granting of this approval in no way constitutes endorsement by the Academy of the program, content or the program sponsor. Credits expire on Jan. 31, 2010.
MEET THE SPEAKERS
Chris Meyers, RHIA, ECMm, President, eCatalyst Consulting, Phoenix, AZ. eCatalyst Consulting is a healthcare consulting firm that specializes in the design and implementation of EHR systems, healthcare software development, enterprise content and records management, and eDiscovery and legal holds. As a technical editor, Ms. Meyers recently edited AHIMA's new publication Documentation for Medical Records. She is past chair of AHIMA's EHR Practice Council and former director of AzHIMA's Board of Directors.
Douglas A. Grimm, Associate, Squire, Sanders & Dempsey, Washington, DC. . Mr. Grimm's principal area of practice is advising healthcare providers and suppliers on the full spectrum of legal and regulatory issues. He focuses on providing assistance to hospitals and physician groups regarding operational, transactional and reimbursement issues. Previously, he served as COO for multiple investor-owned hospitals and has held positions in not-for-profit hospitals and academic medical centers.
BONUS TOOLS
In addition to the expertise and advice presented during this audio conference, you'll also receive a slide presentation of the program materials and:
- Flowchart listing the appropriate steps to take when receiving a legal hold notice
- Article from HCPro Medical Records Briefing
These materials are provided with PDF links.
WHO SHOULD LISTEN?
Professionals in acute-care hospitals, ambulatory surgery centers, and physician practices, including the following titles and departments:
- HIM director
- Practice manager
- Compliance officer
- Release of information specialist
- Information technology specialist
- Legal counsel
AUDIO ON-DEMAND
In addition to the regular purchase options for HCPro audio conferences, we are pleased to offer another option, audio on-demand. Audio on-demand allows you to download the program and play it back at your convenience through your computer or MP3 player. Purchase a CD or audio on-demand of the program and listen when you can. It's also a perfect training tool for new staff or as a refresher for veteran staff.
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