Best practice re: volunteer visit reports. Paper documentation from volunteer? Reports sent by e-mail? Would the latter be HIPPA compliant?
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Comments
Thank you! I will pass this on to our corporate office.
Sincerely,
Laynie
Hi Laynie,
You may wish to take a look at HVA's PDV service as an alternative. Volunteers these days are discouraged by pushing paper. We recently had a subscriber to our service that was acquired by a larger hospice organization and they had to revert to paper after using the PDV for 3 years. The volunteer coordinator and the volunteers were extremely unhappy. E-mail is inefficient and can violate HIPAA because even seasoned hospice workers and volunteers are not good at anonymizing emails. I personally have had experienced volunteer coordinators send emails with patient information without even realizing it...not once but several times. The PDV not only allows volunteers to reports, it has many other features that make your volunteer program easier to manage and enhance patient care.
The Patient Data Vault (PDV) is a member-exclusive service offered to HVA Member hospices. For the cost of what you would spend on postage for sending out forms to volunteers and paying the return-mail postage for their completed form, only $1.95/month per volunteer -- you get a giant leap in productivity in volunteer management and electronic reporting that is HIPAA compliant. The PDV is a volunteer information management system that provides an electronic record system for your hospice's volunteer activities. It continues to grow in functionality and our volunteer managers and volunteer subscribers love it.
The Patient Data Vault (PDV) is a secure place to electronically store and retrieve patient data over the Internet using security measures that comply with the requirements of the HIPAA Security Rule. Data that is stored in the PDV is encrypted and can only be accessed by the hospice that reposited the data. The greatest benefit of the PDV is that it permits volunteer coordinators and volunteers to efficiently communicate patient data between themselves and other hospice staff.
A brief description is below and you can click on the link in the previous paragraph to see more on our website.
The PDV was principally developed to resolve the long-standing security problem associated with sharing sensitive patient data electronically over the Internet while meeting the stringent HIPAA Security Rule. Resolving this problem with the PDV service has led to many side benefits relating to operating a more efficient volunteer program. HVA's PDV service permits the volunteer coordinator (VC) to move from a burdensome paper-based volunteer reporting system to an electronic one while enhancing communications at the same time.
Greg Schneider
HCF Creator
President, HVA
I am interested in this too. My former company allowed electronic notes for our volunteers and our volunteers LOVED them! It made my life easier as well. We merged with Compassus Hospice and no longer have that available to us. We are back to using paper and having to mail visits notes. We hope that we will soon have electronic notes at our disposal. Good luck to you!