Recording HIPAA Information

1. Click the HIPAA tab in the Patient Demographic window.
2. Select the Read and Understand Notice check box if the patient has read and understood your office’s privacy practices.

   The color-coded HIPAA box on the right side of the Patient Demographic window changes from red to green. The Date Recorded and the Recorded By user appears.

3. Select the Modified Form on File check box if you updated a paper HIPAA file for the patient.

1. To modify existing patient privacy, consent, or authorization forms, double-click the form, type your User ID and Password in the Access Secured Function window, and click OK (if you do not already have access to this area). You must be a HIPAA Privacy Officer to modify forms. For more information on setting up HIPAA Privacy Officers in OfficeMate, see To modify or add provider information.
2. To view a Patient Privacy, Consent, or authorization form, select the form and click View.
3. To delete patient privacy, consent, or authorization forms, select the form, click Delete, type your User ID and Password in the Access Secured Function window, and click OK (if you do not already have access to this area). You must be a HIPAA Privacy Officer to delete forms. For more information on setting up HIPAA Privacy Officers in OfficeMate, see To modify or add provider information.
4. To print a list of the patient’s privacy, consent, and authorization forms, click Print List.
5. Click Add in the Patient Privacy, Consent and Authorization Forms box to open the HIPAA Form Information window opens.
6. Select a form from the Document Type menu.
7. Type or select an expiration date in the Expires on Date text box.
8. To add notes to the form, type in the Notes text box.
9. Click Browse to navigate to and select an electronic document to link to the patient’s privacy, consent, and authorization forms or click Scan to scan documents directly into OfficeMate and save them as an eDocument in the patient’s record.
• Because all documents scanned directly into OfficeMate must be saved as a PDF file, you must have Adobe Reader installed on your computer. Go to www.adobe.com to install Adobe Reader for free.
• Eyefinity does not recommend a specific scanner brand or model; you can use any scanner that can create an electronic document with the OfficeMate eDocuments feature. For more information on scanners, go this knowledge base article, or consult your hardware technician.
• Eyefinity does not support your hardware and highly suggests consulting your hardware technician before purchasing a scanner to use with your computer. For installation, support, and troubleshooting issues related to your scanner, contact the scanner’s manufacturer.

If you clicked Scan in step 9 in the Record patient privacy, consent, and authorization forms drop-down menu, follow the instructions below; otherwise, skip to the Record patient PHI disclosures drop-down menu

1. Select the following Scan Options on the Scan Document(s) window:
   • B/W if you want to scan the document in black and white.
   • Greyscale if you want to scan the document in greyscale.
   • Color if you want to scan the document in color.
   • Duplex if you want to scan two sides of a document (and if it is supported by the scanner).
   • Hide UI if you want to hide the scanner’s user interface. If you deselect this check box then the scanner’s interface will open with additional scanning options. For information about these additional options, view the scanner’s documentation.
2. Click the … (ellipsis) button in the Scan Options box to open the Select Source window and select a scanner.

   If you select a scanner different from the one that is already displayed on the blue title bar in the Scan Document(s) window, the window will close and you will have to reopen it by clicking Scan on the HIPAA Form Information window.

3. Click Start Scan to scan the document.
4. Click Scan Complete after the document is finished scanning.

   Do not click the Save icon in the Scan Preview section of the Scan Document(s) window to save the document. You must click the Scan Complete button to properly save the document.

   OfficeMate automatically names the document using the current date and saves it as a PDF file in the OfficeMate\DATA\eDocuments folder (if you are a new user or were an OfficeMate Enterprise user who upgraded to OfficeMate 9.0 or above) or OMATE32\DATA\eDocuments folder (if you were an OfficeMate user who upgraded to OfficeMate 9.0 or above).

5. Click OK to close the HIPAA Form Information window.