Editor

How to use ChatGPT ensuring HIPAA compliance

Artificial intelligence (AI) has the potential to revolutionize the way we deliver medical care, from scheduling appointments to creating personalized treatment plans. However, it's crucial to understand the potential risks of using AI in healthcare, particularly in HIPAA-compliant environments, before delving into the basics of AI and GPT-4. Although AI language models like ChatGPT offer numerous benefits, compliance with HIPAA regulations is essential to maintain patient confidentiality and protect sensitive data. It's also important to note that while AI is revolutionary, it is not yet ready for widespread use in all aspects of our lives. At Office Puzzle, we believe that understanding AI, GPT-4, and HIPAA compliance is crucial for anyone interested in implementing AI language models in their practice.

AI and GPT-4: Understanding the Basics

AI refers to computer systems that can perform tasks that typically require human intelligence. ChatGPT is an AI language model developed by OpenAI that can process natural language and write human-like text. GPT-4, or Generative Pre-trained Transformer 4, is an advanced AI model that builds on the capabilities of ChatGPT to answer questions, summarize text, and generate patient emails.

HIPAA Compliance Basics

HIPAA or the Health Insurance Portability and Accountability Act is a law that sets specific standards for maintaining the privacy and security of a patient's health information, known as Protected Health Information (PHI). Healthcare providers must follow HIPAA regulations when using AI language models like ChatGPT to ensure that PHI is protected and patient confidentiality is maintained. The incorporation of artificial intelligence (AI) language models in healthcare has the potential to revolutionize the industry. However, healthcare providers must ensure that their use of these models is in compliance with the Health Insurance Portability and Accountability Act (HIPAA) to safeguard patient privacy and prevent data breaches. Here are some strategies that healthcare providers can use to ensure HIPAA compliance when using AI language models:

Data Storage and Transmission: Healthcare providers should ensure that sensitive patient data is stored and transmitted securely, with data encryption both at rest and in transit. AI language models should be hosted on secure and compliant infrastructure such as private clouds, on-premises servers, or HIPAA-compliant cloud services.
De-identification: To reduce the risk of data breaches, PHI should be de-identified or anonymized. AI language models should be trained to recognize and redact personally identifiable information before processing the data.
Access Control and Auditing: Access to PHI and the AI language model should be restricted to authorized personnel only. Regular audits should be conducted to monitor compliance and identify potential vulnerabilities.
Data Sharing and Consent: The use of AI language models should comply with data-sharing agreements and patient consent. Healthcare providers should collect, process, and store data in accordance with HIPAA guidelines.
Minimizing Bias: AI language models can unintentionally perpetuate biases present in their training data. Healthcare providers must take steps to minimize these biases and ensure that the AI model's outputs are unbiased.

In addition to these strategies, healthcare providers can also use AI language models like ChatGPT in a variety of settings to improve patient care. Here are some potential use cases:

Appointment Scheduling: ChatGPT can manage appointment scheduling and automate reminders while ensuring that all communication is HIPAA-compliant and that PHI is protected.
Patient Triage: ChatGPT can help streamline patient triage by processing and summarizing patients' symptoms and medical history, enabling healthcare providers to make informed decisions more quickly.
Treatment Plan Assistance: ChatGPT can assist healthcare professionals in developing personalized treatment plans by summarizing relevant medical literature and guidelines.
Patient Education: Healthcare providers can use ChatGPT to create tailored patient education materials that are accurate, up-to-date, and easy to understand while safeguarding patient privacy.

In conclusion, AI language models have the potential to revolutionize healthcare by improving patient care and streamlining workflows. However, healthcare providers must ensure that their use of these models is in compliance with HIPAA guidelines to protect patient privacy and prevent data breaches. By following the strategies outlined above and using AI language models like ChatGPT in a responsible and ethical manner, healthcare providers can unlock the full potential of this technology.

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How Office Puzzle Can Help Providers Stay HIPAA Compliant

Healthcare providers are increasingly working in public places, making it difficult to keep patient information confidential. However, with Office Puzzle, you can ensure that your patient's personal and protected information stays secure while working remotely.

One of the cool features of Office Puzzle that helps providers stay HIPAA-compliant is the lock button on the top right bar. With just one click, you can hide all personal information, such as patient names, and replace them with initials, ensuring that the information stays secure and compliant with HIPAA regulations.

Not only does this feature help providers stay HIPAA-compliant, but it also gives them peace of mind while working in public places. Providers can focus on their work, knowing that patient information is safe and secure.

Try Office Puzzle today and ensure that your patient's personal and protected information stays secure while working remotely. Sign up now!

https://youtu.be/yP8RK1-9AWU

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How the LEIE can meet HIPAA compliance

Under HIPAA regulations, individuals and entities, who are included in the HHS Office of Inspector General's List of Excluded Individuals/Entities (LEIE), are prohibited from participating in federal healthcare programs, including Medicare and Medicaid. The LEIE can be found on the OIG's website and is updated monthly to ensure that individuals and entities who have been excluded are not able to participate in federal healthcare programs and receive reimbursement for their services.

Covered entities, such as healthcare providers, health plans, and healthcare clearinghouses, are required to regularly check the LEIE to ensure that they are not employing or contracting with excluded individuals or entities. HIPAA regulations require covered entities to check the LEIE at least once a month, and to retain documentation of these checks as part of their compliance program.

The LEIE can be used by covered entities to verify the exclusion status of individuals and entities that they are considering employing or contracting with. Healthcare providers and organizations can also use the LEIE to ensure that they are not employing or contracting with excluded individuals or entities. The OIG also encourages the public, including patients and their families, to check the LEIE to ensure that healthcare providers and organizations are not employing or contracting with excluded individuals or entities.

In summary, the LEIE is an important resource for ensuring compliance with HIPAA regulations regarding excluded individuals and entities in federal healthcare programs. The list can be found on the OIG's website, is updated monthly, and is used by covered entities to verify exclusion status and ensure that they are not employing or contracting with excluded individuals or entities.

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Restrict user due to missing HR documents.

Name: Restrict user due to missing HR documents.
Description: How to restrict user actions if they have missing or expired documents.
Difficulty: Easy
Duration: Less than 2 minutes
Summary:
1. Go to the Agency's Dashboard.
2. Click on Configuration.
3. Scroll down till HR Documents.
4. Click the Edit button of the document(s) you would like to restrict the user if it is missing or expired.
5. On the new window, enable the “Restricts” feature.
6. Finally, click on “Update”.

Important - These restrictions do not apply to Administrators of the Agency.

Restrict user actions due to missing or expired documents.

Step 1: Go to the Agency's Dashboard.

Step 2: Click on Configuration.

Step 3: Scroll down till HR Documents.

Step 4: Click the Edit button of the document(s) you would like to restrict the user if it is missing or expired.

Step 5: On the new window, enable the “Restricts” feature.

Step 6: Finally, click on “Update”.

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Are electronic signatures legal?

Electronic signatures, which indicate a person's consent to an agreement, have been widely accepted and used in many countries around the world for years. But are electronic signatures legal? The short answer is yes, electronic signatures are legal.

Over one billion users across numerous nations trust their digital signature to attest agreements; this form of authentication has also proven itself more secure than paper alternatives due to the drastically reduced risk of forgery. Have you ever wondered what makes an electronic signature, or e-signature, legally binding?

In 2000 the United States government passed two major pieces of legislation - the Electronic Signatures in Global and National Commerce Act (ESIGN) and the Uniform Electronic Transactions Act (UETA). These laws confirm that digital signatures are just as valid a form of agreement between parties compared to traditional written methods.

Different capture technologies can be used when creating these signatures, including attaching images to documents or using Public Key Infrastructure-based systems. Next time you need to make sure your document is securely signed electronically… think about all the ways e-signatures provide peace of mind!

Agreeing to terms on websites, providing signatures for mobile apps, entering PINs and names online or employing an e-signature solution – these are just some methods available when capturing electronic agreements.

Do electronic signatures have legal force?

When combined with a tamper-proof system, strong authentication, world-class security, and an audit trail, electronic signatures provide stronger evidence that is admissible in court than a simple wet signature or a scanned image of a signature on a PDF.

What types of documents can be signed electronically?

Offer letters, new hire documentation, and personnel policy updates.
Confidentiality agreements and statements of work.
Master service agreements.
Account opening documents.
Insurance applications and claims.
Patient admission forms

https://www.youtube.com/watch?v=S9ZD8WtLw_c

https://www.youtube.com/watch?v=c7xVrST07vM

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Exporting data from Behaviorsoft

Name: Exporting data from Behaviorsoft to Office Puzzle
Description: How to export data from Behaviorsoft and import it to Office Puzzle
Difficulty: Middle
Duration: Less than 10 minutes
Summary:

Exporting from Behaviorsoft
1. On the Client’s screen, click the Maladaptives tab or the Replacements/Skills tab.
2. Select the specific maladaptive behavior or replacement, and then click on the EXPORT DATA button under the GRAPHS column.
3. The EXPORT DATA pop-up screen will then appear.
4. Lastly, you can specifically choose to export data on specific dates. There is an option to enter a From Date and a To Date.
5. Once you have selected the Collection type and choose the specific dates, click Download Data. The data will then be exported in an Excel file.

Importing to Office Puzzle
6: Go to Client's Dashboard.
7: Click on the Service Plan button.
8: Click on ABA Therapy Service Plan.
9: Choose the required Category tab: Maladaptive Behaviors, Replacements, etc.
10. Click on the Edit button on the right side of the desired item.
11. Click on Imported Data tab.
12. On the main box, you can paste the dates and values from the Excel file that you’ve exported from Behaviorsoft.
13. Once you’ve finished, click on Update.

Exporting client data from Behaviorsoft to Office Puzzle

Exporting from Behaviorsoft

Step 1: On the Client’s screen, click the Maladaptives tab or the Replacements/Skills tab.

Step 2: Select the specific maladaptive behavior or replacement, and then click on the EXPORT DATA button under the GRAPHS column.

Step 3: The EXPORT DATA pop-up screen will then appear.

Step 4: Lastly, you can specifically choose to export data on specific dates. There is an option to enter a From Date and a To Date.

Step 5: Once you have selected the Collection type and choose the specific dates, click Download Data. The data will then be exported in an Excel file.

Importing to Office Puzzle

Step 6: Go to Client's Dashboard.

Step 7: Click on the Service Plan button.

Step 8: Click on ABA Therapy Service Plan.

Step 9: Choose the required Category tab: Maladaptive Behaviors, Replacements, etc.

Step 10: Click on the Edit button on the right side of the item.

Step 11: Click on Imported Data tab.

Step 12: On the main box, you can paste the dates and values from the Excel file that you’ve exported from Behaviorsoft.

Step 13: Click on Update.

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Florida Medicaid Transition to Procedural Terminology (CPT) Codes for Behavior Analysis

On November 10, 2021, AHCA communicated is converting the Behavior Analysis fee schedule from its current Healthcare Common Procedure Coding System (HCPCS) Level III code structure to the American Medical Association (AMA) Behavior Analysis Current Procedural Terminology (CPT) code structure.

The Agency plans to transition the Behavior Analysis fee schedule from its current Healthcare Common Procedure Coding System (HCPCS) Level 3 code structure to the American Medical Association (AMA) Behavior Analysis CPT code structure. In 2019, the AMA adopted CPT codes for behavior analysis services. Behavior analysis CPT codes will align Florida Medicaid behavior analysis service and billing codes with national standards and improve transparency into the types of interventions delivered to Florida Medicaid recipients to promote service quality.
The Agency plans to have the CPT-based behavior analysis fee schedule effective July 1, 2022.
Additional details will be forthcoming.

Later on this year, the transition date was also extended to August 1st, 2022.

The new CPT codes are listed below

CPT Code	HCPCS Code	Description
97151	H0031	Behavior Analysis Assessment (24 units maximum allowable)
97151-TS	H0032	Behavior Analysis Re-assessment (18 units maximum allowable)
97152	H0031	Behavior Analysis Assessment (additional information provided after 9751, not commonly used unless needed for changes to the Prior Authorization, 8 units maximum allowable)
97153	H2014	Behavior Analysis Treatment by protocol by Technician (RBT, if provided by BCBA or BCaBA will be paid at the same rate as the RBT)
97154	H2014-GK	Group Behavior Analysis Therapy Services by protocol
97155	H2019	Behavior Analysis Treatment with protocol modification by Lead Analyst (BCBA)
97155-HN	H2012	Behavior Analysis Treatment with Protocol modification by Assistant Analyst (BCaBA)
97156	H2019	Behavior Analysis Family Training by Lead Analyst (BCBA)
97156-HN	H2012	Behavior Analysis Family Training by Assistant Analyst (BCaBA)
97158	H2014-GK	Group Behavior Analysis Therapy Services with protocol modification

More details are available here:

Changes for each individual Credential?

RBTs: H2014 ➩ 97153

There is no big change for the Registered Behavior Technician (RBT), they simply need to select a different code, in this case, they change from their previous H2014 to 97153,

BCaBAs: H2012 ➩ 97155-HN, 97156-HN, 97153*

Please note that 97153 will be paid at the same rate as an RBT. For the current rate equivalent to H2012, please use the 97155-HN or 97156-HN.

BCBAs, LMHC: H2019 ➩ 97155, 97156, 97153*

Please note that 97153 will be paid at the same rate as an RBT. For the current rate equivalent to H2019, please use 97155 or 97156.

Example of Protocol Modifications:

97155 or 97155-HN

Adjustments to specific components of a protocol (e.g., treatment targets, treatment goals, observation and measurement, reinforcers, reinforcer delivery, prompts, instructions, materials, discriminative stimuli, contextual variables)
Observations to determine if the protocol components are functioning effectively for the patient or require adjustments
The active direction of a technician while the technician delivers a service to a patient to ensure that the procedures are being implemented correctly, to correct errors in implementation, or to train the technician to implement a modified protocol
Analyst implementation of the protocol with the patient to determine if changes are needed to improve patient progress or to test a modified protocol

97156 or 97156-HN

The Analyst reviews the treatment protocol with the parents, which involves the use of prompting and reinforcement to promote the individual’s use of picture cards and gestures to indicate his desire to stop an activity and to request help.
The Analyst demonstrates those procedures with the individual while the parents observe, then has each parent in turn implement the procedures with the individual while the Analyst observes, provides feedback, and records data on the individual’s performance.
The Analyst gives the parents a copy of the treatment protocol and data sheets with instructions for implementing the protocol during typical family routines.

Changes for Billing

The most important change is that for a typical visit you only had to bill using 1 billing code, now you might need to use more than one. This is extremely significant since in the Claim form (CMS-1500) you will need to include not only 1 billing code but all the billing codes applicable for the session with their applicable number of units. This only applies to BCaBAs or BCBAs.

Office Puzzle changes

We don't have to do much since Office Puzzle natively supports all types of billing codes and the split of units by individual billing codes. Below you will find an example of a BCaBA working for 4 hours (16 billable units), out of which 2 hours were for direct implementation with protocol modification and the other 2 hours for family/caregiver training.

Readiness Checklist for Administrative Staff

The following checklist is intended to make sure everything is configured correctly. Depending on the Agency and the complexity level some elements might be optional.

Word of advice, DO NOT REMOVE previous Billing Codes before all visits with the previous Billing Codes have been created, doing so will prevent Providers from actually creating new visits with the OLD billing Codes.

1. Allowed Billing Codes for the Agency

Step #1: Go to the Agency Dashboard
Step #2: Click on Configuration
Step #3: Click on Billing Codes

By now all the new billing codes should be available for all Agencies providing ABA Services. If you are missing any of the billing codes and need help adding them, please contact support.

2. Allowed Billing Codes per Credential Type

Step #1: Go to the Agency Dashboard
Step #2: Click on Configuration
Step #3: Click on Credentials
Step #4: Click on each individual credential and look for the "Allowed Billing Codes" selector.

This is an optional requirement but it helps greatly to prevent providers choosing a Billing Code they are not allowed to use.
An empty field here will allow all Credentials Types to select all Allowed Billing Codes for the Agency.

3. Allowed Billing Codes per Insurance/Payer

Step #1: Go to the Agency Dashboard
Step #2: Click on Configuration
Step #3: Click on Insurance
Step #4: If you have more than one insurance click on Florida Medicaid to check for available rates.

This is an optional requirement for agencies not using Prior Authorizations, without a rate for a specific Billing Code, you will not be able to create Prior Authorizations for the Billing Code.

4. Allowed Billing Codes per Event Type

Step #1: Go to the Agency Dashboard
Step #2: Click on Configuration
Step #3: Click on Events
Step #4: Click on the Event Type you would like to configure.

This is an optional requirement, but an important one to prevent Billing Codes for being selected in every type of Event.

As a team, we are confident that our software will definitely make your work easier. If you need more information, just email us at hello@officepuzzle.com.

by Editor

Backup Client

Name: Backup Client
Description: How to create a full backup of a Client.
Difficulty: Easy
Duration: Less than 2 minutes
Summary:
1. Go to Client's Dashboard.
2. Click on Manage.
3. Click on the Backups tab.
4. Click on the Request Backup button.
5. Once the Backup is completed you will receive an email and the backup file will appear here for you to download.

Important Notes:

This will backup all Documents associated with the client.
You are responsible for the storage required for the data.

Backup Client

Step 1: Go to Client's Dashboard.

Step 2: Click on Manage.

Step 3: Click on the Backups tab.

Step 4: Click on the Request Backup button.

Step 5: Once the Backup is completed you will receive an email and the backup file will appear here for you to download.

After is done:

by Editor

Charts

A chart is a highly effective way of presenting information since it tends to highlight the data behavior and trends better than tables. Any study or investigation that requires recollecting and managing data should include charts for a better analysis, interpretation, and visualization of the results. Among these, ABA Therapies need them to analyze client behavior over time.

Why use charts?

Provides immediate access to the behavioral log.
Having real-time info about the variations of data incentives exploration.
Offers assistance when judging.
Promotes independent judgment and interpretation.
Effective source of feedback.

Charts in Office Puzzle
Office Puzzle offers the possibility to create charts with a powerful and fully customizable system while also providing a friendly and usable interface.

One of its main features is having multiple types of datasets available:

Dataset	Description
Baseline	Expected behavior of data, used for comparative purposes
Average	Average of values through a day, week, month, or year
Total	The total value of data during a day, week, month, or year
Rate	Occurrence of an event during a unit of time
Count	The total value of data collected
Session count	Count of sessions during a day, week, month, or year

There are other multiple features available such as:

Show multiple datasets at the set time on the same chart
Customize X and Y axis (title, color, max value, min value, etc)
Customize each dataset (title, color, associated axis, type, etc)
Add tags, solid, dashed, and dotted lines
Show data on daily, weekly, monthly, or yearly intervals

As a team, we are confident that using the charts from our software will definitely make your work easier. If you need more information, just email us at hello@officepuzzle.com.

by Editor

Create client event with EVV

Name: Create client event with EVV
Description: How to create an event/visit/session with EVV (Electronic Visit Verification)
Difficulty: Easy
Duration: Less than 2 minutes
Summary:
1. Go to Client's Dashboard.
2. Click on the Clock in button.
3. Fill in all the required fields.
4. Click on the Start Session button.
5. Now you can collect Data, capture Signatures, access linked Documents, etc.
6. Once the visit is over, click on the End button.
7. Fill in all the required fields. (including Signature if required)
8. Click on the End Session button.

Important Notes:

You are recommended to use our Mobile APP on your cellphone since GPS coordinates are more accurate.
If you don't see the Clock In button, your agency might have disabled this feature for you.
If GPS coordinates are required by the agency the device used (Phone, Tablet, Laptop) will need to have GPS capabilities and permission granted to Office Puzzle.
You can also create an event directly from the Calendar, but this will not include EVV information. Please click here for more details.