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Chiropractic Office Compliance Program Solution

Is Your Chiropractic Practice at Risk?

Chiropractic Office Compliance Program SolutionAs a chiropractic health care provider, you can no longer rely on staff alone to safeguard your practice from audits and investigations.

Take Control
You are a hard working doctor with a lot of responsibility to your patients’ wellbeing, your family’s financial future, staff member payrolls, and to the third parties that provide a significant portion of your practice’s income. What you may not know is that your practice could be at risk without an organized, comprehensive compliance training program. Now is the time to take control and protect your practice.

Develop a Culture of Compliance with an Effective Compliance Training Program
It’s no secret that Medicare/Medicaid and others are serious about fraud, abuse, and overpayments. Health care providers must immediately take steps to ensure that their practices fully comply with statutory and regulatory requirements of all third-party payor's with an effective office compliance training program.

Is Your Compliance Program Working?
If your practice was audited by a third party, do you feel comfortable that you can show documentation that your office is in compliance with federal and state healthcare laws? Are you sure you’re compliant with the rules and guidelines of the managed care “Provider Contracts” that you have signed?

Each day that passes without an effective compliance plan in place increases the possibility that your current practices may be unknowingly subjecting you and your practice to staggering fines, penalties or even criminal liability.

What's the Solution?
Now the good news!  The Chiropractic Office Compliance Pro is the solution to developing and maintaining an effective office compliance program for your chiropractic practice.  With the Chiropractic Office Compliance Pro you will have an outstanding set of compliance training and organizational tools at your fingertips to help you create a truly custom federal and state compliance program to safeguard your hard earned practice.

Personnel Training and Organizational Tools
The Chiropractic Office Compliance Pro provides a full suite of tools that include forms and templates with suggested text for standard chiropractic policies, procedures and health record documentation policies, reference to federal and state laws and other important compliance information (HIPAA included), an electronic "Bulletin Board" for efficient office communications, information on tracking "contract" rules for managed care from common providers, forms for organizing and communicating your action plan, a unique compliance documentation (record keeping) system, and more.

Medical Office Compliance Program Solution Download the Flyer

What Does It Take To Develop a Federal Compliance Program?

The HHS Office of Inspector General or OIG - the Medicare (CMS) "police" - has developed a Compliance Program Guidance for Individual and Small Group Physician Practices to help you cultivate a culture of compliance within your practice and stay compliant with federal healthcare laws.

The following 7 elements is an overview of a few key points recommended by the OIG for Individual and Small Group Physician Practices*, that treat Medicare/Medicaid beneficiaries, and how the Office Compliance Pro can assist you in the creation of a custom compliance program for your office.

Seven Steps to an Effective Compliance Program:

1. Develop Written Policies and Procedures

Establish compliance standards through the development of a code of conduct and written policies and procedures.

OIG Recommends The Office of Inspector General

Recommendations:
  • Regularly review and update with department managers and compliance committee
  • Assess whether they are tailored to the intended audience and their job functions
  • Ensure they are written clearly
  • Include “real-life” examples

 

Office Compliance Pro - Solutions Office Compliance Pro Solutions

Training and Organizations Tools:
  • The included Chiropractic Office Policy Manual is an Office Compliance Policies & Procedures Manual that you will use to develop your written policies and procedures that accurately reflect your practice compliance standards.  The manual system can be edited and updated by using Microsoft® Word
  • The included forms and templates with suggested text will save time in the development of your office compliance policies and procedures training manual
  • We have provide over 135 policy examples with suggested text that is specific to a chiropractic practice environment to help you get started.  Add, edit, or delete policies until it meets your specific needs.
  • Policies:  Code of Conduct  |  Compliance Program Elements
  • Office Policy Manual - Print Version:  You can print the Office Compliance Policies & Procedures Manual for all staff members by using Microsoft® Word
  • Office Policy Manual - Electronic Version:  You can view the Office Compliance Policies & Procedures Manual on your office network computer system as a quick reference without the need to find your office "paper" manuals
  • Office Policy Manual - Electronic Version:  The Office Compliance Policies & Procedures Manual can also be viewed on your office "Wi-Fi Tablet" computer as a replacement for your "paper" manuals

2. Designate an Individual or Team Responsible for Compliance

The physician/board must designate and empower an individual or team responsible for compliance within the healthcare facility.  Assign compliance monitoring efforts to a designated compliance officer or compliance team.

OIG Recommends The Office of Inspector General

Recommendations:
  • Appoint an individual or team responsible for developing, maintaining and monitoring a compliance program to insure compliance with federal and state health care laws and to identify potential risk areas associated with your health care facility
  • Empower the individual or team responsible for compliance with the proper financial support and direct access to the top level physician/board

 

Office Compliance Pro - Solutions Office Compliance Pro Solutions

Training and Organizations Tools:
  • Job Description:  Detailed description of compliance officer responsibilities, job qualifications, contact information, and supervisory authority
  • Dashboard:  Quick access to organizational chart and compliance officer contact information
  • Control Panel:  Compliance Documentation Records System designed to assist the compliance officer/team in documenting and planning your compliance efforts

3. Measure Compliance Program Effectiveness

Develop a compliance program with benchmarks and measurable goals.

OIG Recommends The Office of Inspector General

Recommendations:
  • Set up a system to measure how well you are meeting your compliance goals
  • Involve the physician/board in creating the compliance program and regularly update the physician/board regarding compliance risks, audits, and investigations
  • If one or more goals are not met, investigate why and how to improve in the future
  • Assess whether the compliance program has sufficient funding and support

 

Office Compliance Pro - Solutions Office Compliance Pro Solutions

Training and Organizations Tools:
  • Policies:  Coding, Billing Reimbursement  |  Maintenance of Compliance Records
  • Policy:  Compliance Program Development - Participant Statement
  • Dashboard:  Daily Tasks | Goal Setting | Top 10 Risk Areas
  • Control Panel:  Compliance Documentation Records System - Expense Record

4. Provide Compliance Training and Education

Develop a system to conduct comprehensive training and education on practice ethics, policies and procedures and strict adherence to federal and state healthcare laws.

OIG Recommends The Office of Inspector General

Recommendations:
  • Regularly review and update training programs. Try different approaches. Use “real-life” examples
  • Make compliance training completion a job requirement
  • Test employees’ understanding of compliance training topics
  • Maintain documentation to show which employees received training
  • Train the physician(s)/board members as well
  • Train yourself and your compliance staff.  Attend conferences and webinars, subscribe to publications and OIG’s email list, monitor OIG’s website, and network with peers to stay up-to-date and get ideas

.

Office Compliance Pro - Solutions Office Compliance Pro Solutions

Training and Organizations Tools:
  • The included Chiropractic Office Policy Manual is an invaluable tool for training and educating new and established personnel the importance of compliance with your office policies and procedures and adherence to federal and state health care laws
  • Policies:  Education & Training Policy | Compliance Program Development - Participant Statement
  • Control Panel:  Compliance Documentation Records System
  • My Policies:  Personnel Acknowledgement of Receipt
  • Personnel Policies:  Employment Process Policy | New Personnel Orientation Policy
  • Personnel Job Descriptions
  • Dashboard:  Internal and external resource links to various information sources for personnel compliance training and educational materials
  • Control Panel:  Internal and external resource links to to various information sources for the compliance officer training and educational planning efforts

5. Provide Open Lines of Communication From the Top to the Bottom

Develop accessible lines of communication, such as discussions at staff meetings regarding fraudulent or erroneous conduct issues, and the use of community bulletin boards to keep your practice employees updated regarding your office compliance activities.

OIG Recommends The Office of Inspector General

Recommendations:
  • Have open lines of communication between compliance officer/team and employees
  • Maintain an anonymous “hotline” to report issues to the compliance officer/team
  • Enforce a non-retaliation policy for employees who report potential problems
  • Establish a direct line of communication between compliance officer/team and the Board
  • Use surveys or other tools to get feedback on training and on the compliance program
  • Use newsletters or internal websites to maintain visibility with employees
  • Regularly meet with the Board and brief them on the compliance program

 

Office Compliance Pro - Solutions Office Compliance Pro Solutions

Training and Organizations Tools:
  • Policy:  Communication Policy
  • Control Panel:  Compliance Meeting Minutes  |  Communication Log
  • Policies:  Alleged Non-Compliance Reporting | Policy for Hotline
  • Compliance officer/team contact information
  • Organizational Chart | Code of Conduct
  • Office Compliance Pro functions as a internal website - intranet system
  • Dashboard:  Daily Tasks | eBulletin Board
  • Control Panel:  Compliance Documentation Records System | Hotline Log

6. Internal Auditing and Monitoring to Detect Risk Areas

Develop a system to conduct internal monitoring and auditing focusing on high-risk billing and coding issues through performance of periodic audits.

OIG Recommends The Office of Inspector General

Recommendations:
  • Perform proactive reviews in coding, contracts & quality of care. (Third Party Audit Program)
  • Create an audit plan and re-evaluate it regularly
  • Identify your organization’s risk areas.  Use your networking and compliance resources to get ideas and see what others are doing
  • Don’t only focus on the money – also evaluate what caused the problem
  • Create corrective action plans to fix the problem
  • Refer to sampling techniques in OIG’s Self Disclosure Protocol and in CIAs to get ideas

 

Office Compliance Pro - Solutions Office Compliance Pro Solutions

Training and Organizations Tools:
  • Policies:  Coding, Billing Reimbursement  |  Chiropractic Records Audit
  • Dashboard:  Goal Setting and Strategies | Top 10 Risk Areas
  • Control Panel:  Compliance Documentation Records System - Internal Audit Schedule

7. Enforcement and Prompt Response to Non-Compliance Issues

Enforce disciplinary standards by making clear or ensuring employees are aware that compliance is treated seriously and that violations will be dealt with consistently and uniformly.

Respond appropriately to detected violations through the investigation of allegations and the disclosure of incidents to the appropriate government entities.

OIG Recommends The Office of Inspector General

Recommendations:
  • Delegate/empower an individual/team closest to the issues to perform reviews, but be careful of possible conflicts or personal relationships that may interfere with getting an objective review
  • Act promptly, and take appropriate corrective action
  • Create a system or process to track resolution of complaints
  • Enforce your policies consistently through appropriate disciplinary action

 

Office Compliance Pro - Solutions Office Compliance Pro Solutions

Training and Organizations Tools:
  • Job Description:  Detailed description of compliance officer responsibilities, job qualifications, contact information, and supervisory authority to perform non-compliance reviews
  • Compliance-Code of Conduct Statement
  • Policies:  Communication Policy | Compliance Program Participant Statement
  • Policies:  Non-Compliance Penalty | Maintenance of Compliance Records
  • Control Panel:  Compliance Documentation Records System
  • Control Panel:  Non-Compliance Disciplinary Record
  • Control Panel:  Anonymous Compliant Log
  • Control Panel:  Alleged Non Compliance investigation report

*Please read the entire Compliance Program Guidance for Individual and Small Group Physician Practices to fully understand the OIG recommendations.

Don't Make It More Difficult Then It Needs To Be

As you can see, many of the 7 elements recommended by the OIG are already part of your practice environment.  In many cases, doctors offices are already doing some of the things that a compliance program requires, they just are not calling it that.  With the Office Compliance Pro you will have an outstanding set of compliance training and organizational tools, and a documentation system, designed to help you put all the pieces together and improve upon your compliance program efforts.

A Few Reasons Why You Will Love The Office Compliance Pro!

  • We have already designed the systems to get you started quickly - that saves you time and money
  • It provides the tools that you need for your practice to become and remain compliant
  • Streamlines the time needed to create key components of your office compliance program
  • Addresses all seven foundational elements as stated by the Office of Inspector General (OIG)
  • OSHA:  Compliance Policy | Quality Assurance Program Policy | Infection Exposure Control Plan
  • CLIA: Laboratory Policy | Specimen Handling Policy | logs, and worksheets examples
  • HIPAA: 45 page Privacy Policies and Procedures Manual | HIPAA: Security Policy
  • Easily customizable to your individual office environment
  • The electronic portion of the Chiropractic Office Policy Manual replaces the need for "paper" manuals
  • Facilitates training your employees and keeping them up to date with changes in policies and procedures
  • It's more than compliance - "office specific" operational and personnel policies and procedures included
  • A great tool for staff turnover - get new staff members up and running in no time
  • Provides a records system to document that your compliance program is in fact functional and working

 

What Is The New Electronic Compliance Records System? 

Now you will be able to create, access and store your office compliance information and your office policies and procedures electronically.

Our new "ECR" will also enable your compliance officer to update your policies and procedures quickly "on the fly" to keep your office updated with the very latest, and constantly changing, federal and state compliance regulations.

The system includes a wide variety of forms designed specifically for your practice environment.

By doing a simple “find and replace” within the policy templates, you are able to customize the policies and procedures to your individual office. You can also easily make your own edits to the forms so you can tailor them to your exact training and personnel needs.

Our New Dashboard System Can Even Make It Fun!

Well, at least a little FUN. With the all new "Dashboard System" all personnel will have instant access to your office policies, procedures, and compliance information. And since it’s all viewable using Internet Explorer, you already have everything that you need for quick viewing on your office computer or new tablet computer.

Quickly access your favorite compliance related "internal" and "external" links. The Dashboard System allows you and your staff to easily access your own office policies and procedures manual, internet websites, pdf files, audio/podcasts, PowerPoint presentations, video/webcasts, webinars, and much more. And you can change it at any time to keep pace with your own needs and personnel.

Create your own video educational materials explaining common office procedures and how you want them carried out.  Create a video explaining a lab procedure, how to answer the phone, how to greet and check in the new patient, how you want personnel to administer therapy procedures on patients, and add these to the Dashboard and Chiropractic Office Policy Manual. for personnel to quickly reference as needed.  Involve the whole staff and make setting up your policies and procedures for the office a little fun!  This will be time well spent reviewing your policies and procedures training protocol and especially in training new staff members.

The Dashboard system also has a convenient electronic "Bulletin Board" area where the compliance officer or doctor can post compliance information and alerts to communicate to office personnel.

Personnel Dashboard

Create a completely customizable “Dashboard” for office personnel.  The Personnel Dashboard provides instant access to your office compliance related information.
 

Personnel Dashboard Dashboard Features Include:

  • Daily Tasks - Internal Office Compliance Alerts
  • eBulletin Board System - Current Compliance Related Postings
  • Health Record Documentation Policy
  • Compliance Resource Links
  • Compliance Resource Documents
  • Quick Access To The Chiropractic Office Policy Manual Chapters
  • Quick Access To Your Office Auditing & Monitoring Policies and Procedures
  • Quick Access To Help Screens For Proper Use Of The Chiropractic Office Policy Manual
  • And More

Administrator Control Panel

The Compliance Officer can customize the Administrator "Control Panel" to provide quick access to federal and state compliance updates, the Office Policy and Procedures Manual chapters, and the internal Compliance Documentation Records System.
 

Control Panel Control Panel Features Include:

  • OIG Compliance Program Guidance
  • Federal Compliance Regulations Linkage
  • State Compliance Regulations Linkage
  • Managed Care Contract Rules Linkage
  • Health Record Documentation Policy
  • Compliance Resource Links
  • Compliance Resource Documents
  • Quick Access To The Chiropractic Office Policy Manual For Manual Edits
  • Quick Access To A Complete “User Guide” And "Help" Section
  • Compliance Documentation Records System - Document Your Compliance Program
  • And More

Chiropractor Dashboard

And doctor, we haven't left you out. You will have your own customizable "Chiropractor Dashboard" to help you track compliance information specific to your practice.
 

Physician Dashboard Dashboard Features Include:

  • OIG Compliance Program Guidance
  • Quick Access to OIG Physician Guidance
  • Fraud & Abuse - Five Important Laws
  • Quick Access to the Federal Exclusions Program - Excluded Individuals List
  • Chiropractic Practice Standards Policy
  • Medicare Physician Guide Linkage
  • Federal Compliance Regulations Linkage
  • State Compliance Regulations Linkage
  • Managed Care Contract Rules Linkage
  • Health Record Documentation Guidance
  • Compliance Resource Links
  • Compliance Resource Documents
  • And More

Chiropractic Office Policy Manual

The Chiropractic Office Policy Manual is the centerpiece of the all new Office Compliance Pro and provides the vehicle to create, access, and update your office policies and procedures.  By using the electronic portion of the manual you can create and customize your compliance policies and procedures, print staff training manuals, and allow staff to quickly access your office compliance information and resources without looking for their "paper" manual.

The Chiropractic Office Policy Manual is specifically designed to make it as easy as possible for your chiropractic office to create and update a customized policies, procedures, and compliance training manual.

The Office Policy Manual is a wealth of information with hundreds of forms that cover all aspects of your office policies and procedures.  We have provided over 135 policy examples with suggested text that is specific to a chiropractic practice environment to help you get started.  Add, edit, or delete policies until it meets your specific needs.

The main sections of the Office Policy Manual are:

1. Compliance Program Policies
2. Operational Policies
3. HIPAA Security & Electronics
4. HIPAA Privacy (HIPAA Policies & Procedures Manual included!)
5. Documentation Standards
6. Coding & Billing Standards
7. Radiology & Ancillary Testing
8. Civil Rights Policies
9. Personnel Policies
10. Job Description

Each section is filled with in-depth, fully developed information and customizable policies and procedures for chiropractic office personnel training.

Read more...

Why Do I Need A Compliance Program?

Mandatory Compliance Programs Are Coming

With the passage of the Patient Protection and Affordable Care Act (ACA), mandates that, [under section 6401(a) of the ACA, which established a new section 1866(j)(8) of the Act, a provider of medical or other items or services or a supplier shall, as a condition of enrollment in Medicare, Medicaid or CHIP, establish a compliance program that contains certain ‘‘core elements’’] of a Federal Compliance Program.

While the timeline for the Secretary to determine the date that providers and suppliers must establish the required core elements as a condition of enrollment in Medicare, Medicaid, and CHIP has not been clearly established the requirement to establish a compliance program and a penalty for not having one is obviously getting closer.

And in reality, it just makes good business sense to go ahead right now and establish a compliance program for your health care facility.  It will help you get your office organized and will allow you to re-evaluate your office policies and procedures and improve upon your staff training protocol.  That makes you more efficient and being more efficient saves you time and money.

Important Note:

Some managed care contracts are now requiring, as a condition of participation, that you implement a compliance program that closely resembles the OIG federal compliance program.  BCBS Advantage Plan is an example.  Watch your contract(s) and make sure you know what you are signing.  The Office Compliance Pro is a great tool to assist you with these programs as well.

Resources

The Office Compliance Pro is an invaluable compilation of resources.  The program brings together information and links to many resources necessary for you to keep your practice compliant.

The program has links to various information sources such as federal and state laws and regulations, laws and information from the OIG (such as the OIG Compliance Guide), information about Medicare and Medicaid, and more. Additionally, the Office Compliance Pro provides you with custom linkage to information such as contract rules for managed care providers with whom you may contract, such as Aetna, BlueCross and BlueShield, Humana, United Health Care and others.  Make sure you are following the rules of the contract you signed before the insurance company does a "post payment" audit on your practice.  As you find new resources continue to build your reference library within the Office Compliance Pro dashboard system and the Chiropractic Office Policy Manual itself.

We Recommend Compliance Education Materials From The Source
We go to the source for information to assist you in your compliance program and training efforts.  The OIG, HHS, DOJ, CMS and others are doing a great job proving compliance information and materials to assist you in your training and education planning for your office.

Visit the OIG website and see how they can assist you with Compliance Education Materials.

OIG Provider Compliance Training at oig.hhs.gov

It’s Time to Get Started!

Regardless of where you are in the process-the initial stages or the final stages of development-the Office Compliance Pro is a great complement to your existing compliance program efforts.  The program’s full set of tools and resources will streamline the time needed for your practice to develop a compliance program, and will help you stay abreast of industry information, laws, rules and regulations so that you can stay compliant.  The Office Compliance Pro is a must for every practice.

Special Time-Sensitive Offers!

Chiropractic Office Compliance Pro:
20% Introductory Discount

Right now, for a limited time, you can purchase the Chiropractic Office Compliance Pro at a 20% savings.

You pay just $499.20 after your $124.80 discount off the normal low price of $624.00.  There’s too much at risk not to begin developing a culture of compliance within your health care facility and keep your office protected.

Order Today.  It may just be the right thing to do for your practice.

Chiropractic Office Compliance PLUS
35% Discount - Best Value
Right now, for a limited time, you can bundle the Chiropractic Office Operations Manual and the Chiropractic Office Compliance Pro and save 35% on your purchase.

You pay just $551.85 after your $297.15 discount off the normal low price of $849.00 for both products.

There’s too much at risk not to get your office organized and your staff properly trained so that you can maximize your patient care and the profitability of your practice.

Order Today.  It may just be the right thing to do for your practice.

User Guide & Help Section

A complete “User Guide” and "Help" section gives you the information you will need to learn the proper use of the application and how to quickly customize it to meet your individual practice needs.

Requires Microsoft© Word.

Order Today and see how much time and money this application can save your practice.