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Faxing via Apex

This document outlines a resolution plan addressing outstanding issues in the APeX system related to faxing clinical documentation and operational requirements for provider notifications. Key findings include unrestricted provider access to send documentation via RightFax and undefined operational requirements concerning patient wishes. Recommendations involve assessing secure email options, improving APeX training for patient access staff, and streamlining workflows to comply with HiTech regulations. A follow-up is recommended in six to nine months to evaluate progress.

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Faxing via Apex

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  1. Faxing via Apex Outstanding Issues and Resolution Plan

  2. #1 – System functionality and content scope for faxing of clinical documentation not formally defined • Findings & Recommendations: • Providers have unrestricted access to send clinical documentation from APeX via RightFax to external PCPs and referring providers • Time needed to evaluate other options, including secure email • Reassess in six to nine months

  3. #2 – Operational requirements and system capabilities for restricting provider notifications based on patient wishes not formally defined • Findings and Recommendations: Work Group under ARC with representatives from Pediatrics, Women’s Health, APeX, and Revenue Cycle assessing basic needs in order to support HiTech compliance in Patient Access Areas. Initial Findings: • Insufficient or non-existent APeX training provided to patient access staff; lack of clarity about who does what and why • Outdated workflow diagram (APeX) and Med Ctr Policy (5.02.01—Appendix A – HiTech) • Current process flow has Registration, Patient Relations and SBO performing HiTech related activities from HIPAA regulation onset through IDX; streamlining with APeX needed • Variable workflows; some ambulatory practices (Women’s Options, Pre-natal Testing) handling with many manual steps, while others like Pediatrics, unaware of processes, requirements, and flow. Plan: • Workgroup continue to sort out; engage Privacy, Patient Relations, and SBO. • Engage ARC and AWG in reviewing workgroup recommendations; refer to other governance committees as indicated. • Complete revised workflows, communications, and training in 60-90 days.

  4. #3 – Inaccuarate PCP and Referring Physician data in Apex may inhibit appropriate routing of ADT notifications and clinical documentation • Findings & Recommendations:

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