HealthPoint Blog Post Archives

 

Welcome to the May Compliance Blog Post!

As part of HealthPoint’s ongoing HIPAA Security Program, Brian Thurston and Katherine Hall (the HIPAA Security and Privacy Officers) are sending out quarterly HIPAA reminders. To kick off the second Quarter of 2023, we will discuss how to report a phishing email!

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What is Phishing?

Phishing is when hackers send emails, text messages, etc., pretending to be someone else. They normally encourage you to click on a link and look like it has come from a trusted source. In the image below, you can see that this looks like a legitimate email from PayPal. However, upon closer inspection, we can see that the email address is from outlook.com, not paypal.com.

 

Clicking on any of the links in this email could download harmful viruses to your computer, and inputting credentials could lead to your account being hacked.

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What to do if you suspect Phishing?

Both the Outlook desktop and web apps are equipped with a feature called “Phish Alert” that allows users to securely send phishing emails to the IT department for review. To do this, you will click the suspicious email and then select the “report phishing” button in the upper right-hand corner of the panel (see images below)

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You can also select the message, and choose the “Report” option on the left side of the panel and select report phishing (see images below).

Once you have reported, you will see this message.

Together, we can all keep our data safe from phishers!

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We are Here to Help!

As always, if you have any questions about this material, please contact Brian Thurston (Bthurston@healthPoint-tx.com) or Katherine Hall (KHall@healthpoint-tx.com).

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Welcome to May 2023 Training Tips!

Welcome to the May Training Tips blog post.

We’re back with a few Training Tips from the Training and Development department! This month, you’ll get reminders about AIDET, Rotarix vaccines, and the importance of spinning blood in the lab. 

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All Staff

Please remember to use AIDET in every interaction with our patients.

What is AIDET?

AIDET is a framework that helps staff communicate with patients, their families, and each other. It is a simple acronym representing a very powerful way to communicate with people who are often nervous, anxious, and vulnerable.
You do not need to use every aspect of AIDET in every interaction. It also does not need to be used in any specific order.

PM

Please ensure you ask every patient on every encounter if the address and phone number on file are current.

Clinical

The ROTARIX vaccine now comes in a liquid formulation that does not require reconstitution. First, watch an instructional video on the administration of the new formulation HERE.

Always be sure you are using the correct vaccine:

Please Note:

1. HTW pays for only certain vaccines. If the patient needs a vaccine not covered by HTW, they can use Private Stock but must pay the cost of the vaccine and admin fee.

2. Then note Family Planning (FP), Primary Health Care (PHC), and Sliding Fee Scale (SFS) are NOT insurance.

3. A patient can have private insurance/Medicare and qualify for SFS, BUT their vaccines will come from Private Stock.

4. Insurance sources noted as ‘pending’ are considered ‘no insurance.’

5. A patient who qualifies for TVFC or ASN and needs a vaccine that is not currently available from those programs can receive Private Stock, but the patient must pay for the vaccine and admin fee.

6. When using TVFC/ASN stock, the TVFC or ASN Eligibility template must be completed in the same Progress Note to document the patient’s eligibility.

 

Lab

What happens if blood is not spun?

Serum or plasma must be free of red blood cells and platelets within two hours after collection.

If tubes are not spun, these cells can remain in the serum or plasma without being visible and radically alter results prior to testing.

Serum must be separated from cells within 30 minutes to two hours, depending on the test

Finally, Use your resources for specimen collection instructions:

In this situation, those are:

labcorp
St. Joseph Health Details on Laboratory and Specimen Requirements

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Obviously, we are Here to Help!

For any questions or concerns, please contact Jeannie Delgado jedelgado@healthpoint-tx.com.

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Attention all patients of HealthPoint – Hearne Clinic hours of operation are changing!

HealthPoint – Hearne Clinic hours of operation are changing! Our clinic hours of operation will be changing as of May 15, 2023, to better serve the needs of our patients in the Hearne community. Beginning May 15, our clinic will be open Monday through Thursday from 7 AM to 6 PM, with a lunch break from 12 PM to 1 PM. We will also be open on Fridays from 7 AM to 12 PM.

We understand that many of our patients have busy schedules and may have difficulty seeing a doctor during the standard 9-to-5 workday. By extending our clinic hours, we hope to make the healthcare you need more accessible and convenient for everyone in our community.

At HealthPoint – Hearne Clinic, we are committed to providing high-quality healthcare services to our patients. We believe that these changes to our clinic hours will help us achieve that goal by allowing us to see more patients and provide better care to those who need it.

Thank you for your understanding and cooperation during this time of transition. We look forward to continuing to serve you and your family.

Return to our Hearne Clinic page.

 

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Referral Process Change Alert!

We have an URGENT Referral Process Change Alert for you today.

CHI St-Joesph’s notified us unexpectedly that they will no longer be assisting us with our referrals.  Moving forward, Leadership and the Referral Coordinators worked urgently to take on the additional referrals starting ARPIL 3rd, 2023. 

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What does this mean?

PROVIDERS:

• Please ensure the referral is appropriate. (Patient having a headache that day vs referral to neurology.)
• Criteria for referrals are done prior to sending out referral (i.e. required imaging, bloodwork, or test.)
• Please be sure that the patients are aware of the referral and have been communicated with any critical labs or results before the referral is placed. (Notify patients that they had an abnormal result before a referral is placed. That way, referral coordinators are not trying to explain why they are being referred to rad/onc.)

FRONT DESK:

• Please ensure that up-to-date information is in the patient’s chart:

• • Address, phone number, current insurance card (with correct PCP)- This creates a HUGE delay in a patient’s referral being processed timely.
  • Any minors have the correct guardian information, and the minor consent form is filled out.

MEDICAL ASSISTANTS

• Referral Types

• • STAT REFERRALS- will continue to be processed by the PCP team.

• • • STAT Referrals are referrals that need to be scheduled for the next day or the same week.  PCP must reach out to the provider to get the patient seen that week.

• • URGENT REFERRALS- will be processed by referral coordinators
    • Referrals Coordinators will be given 24-72 hours to make initial contact with the patient.
    • The expectation is patient will be scheduled within 2-4 weeks.

• • ROUTINE REFERRALS-
    • Referrals Coordinators will be given up to 7 days to make initial contact with the patient.
    • The expectation is the patient will be scheduled for the next available appointment with a specialist (anywhere from 4 weeks to 6 months)

• Telephone Encounters

• • If a patient is calling about their referral, please check the patient’s chart.

• • • Patients wondering if their referral has been sent- CHECK FAX LOG FIRST
    • Check for telephone encounters regarding referrals before transferring patients to referral coordinators. Most information in telephone encounters is up to date.

Director of Nursing Amanda Dominguez added:

TEAM….thank you for helping us help our referral coordinators as they take on this HUGE undertaking.  They are amazing and work hard to care for our patients. So please give patience and grace during this transition.

We are Here to Help!

For any questions or concerns, please contact Amanda Dominguez adominguez@healthpoint-tx.com.

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Welcome to April 2023 Training Tips!

Welcome to the April Training Tips blog post.

We’re back with a few Training Tips from the Training and Development department! This month, you’ll get reminders about HPV vaccines, Labs, and Eligibility reminders. 

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Clinical

Tip #1)

• Do not forget to spread the word about the importance of getting the HPV vaccination!

What is HPV?

• HPV (Human Papilloma Virus) is the most common STD in the US. About 14 million people become infected with HPV each year. Some types of HPV are associated with certain cancers, and some can cause genital warts. It’s estimated that 90% or more of Anal and Cervical Cancers, 70% of Vaginal and Vulvar cancers, and 60% of penile cancers are caused by the HPV virus. It is also associated with some oral cancers as well. So yes, this means even males are affected by this STD.

Can HPV be treated?

• There are treatments available for the complications and symptoms caused by HPV, but there is no cure for the HPV infection.

Who should get the HPV vaccine and when?

• Routine vaccination with the HPV vaccine is recommended for all 11-12-year-old males and Females. The vaccine can be given as early as 9 years old and can be given up to age 45 if desired but is generally recommended for up to age 26.

Why should someone get the HPV vaccine before they are sexually active?

• The HPV vaccine produces better immunity the younger it is administered. It is important to receive the vaccine before becoming sexually active so there is more immunity to protect against infection when/if exposed.

Why do some people get 2 injections of the HPV vaccine, and some get 3?

• If the vaccine is first administered at ages 9-14, the vaccine has been proven to give more immunity. If the first dose is given after age 15, there are 3 doses required to improve the immunity the vaccine obtains.

Lab

• Remember to check your outstanding labs DAILY!

PM

Tip #1) Eligibility presumptions are only permitted once a year.

• Keep in mind eligibility scheduling!

Tip #2) What is a new patient?

• A person is considered a new patient if they have never received care at a HealthPoint clinic OR they have not been seen at HealthPoint in 3 years.

 

We are Here to Help!

For any questions or concerns, please contact Jeannie Delgado jedelgado@healthpoint-tx.com.

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PATIENT NOTICE: Dr. Osman Khair will no longer practice at ABC Clinic

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March 28, 2023

Dear Patients:

Effective May 1, 2023, Dr. Osman Khair will no longer practice at HealthPoint’s ABC Clinic. Khair said, “It has been a great honor to care for you and your family over the years, and it is not easy for me to leave.”

We are pleased to inform you that you can continue your care at HealthPoint’s ABC Clinic without interruption. You will have the opportunity to meet and establish a relationship with one of our highly skilled providers:

• Veena Anand, MD
• Nicole Marietta, DO
• Stacy Smith, MSN, CPNP-BC
• Christy Robbins, WHNP
• Roland Garza, MD

“While I am sad to leave my patients, I know you are in capable hands and will welcome the new providers with the same warmth I experienced. HealthPoint is invested in the Bryan – College Station community and committed to being the BEST place to receive primary care,” said Khair.

Should you choose to seek medical care from a provider outside the HealthPoint network, a copy of your medical records will be transferred to that provider or released to you or a person you designate at your request. You can scan the QR code at the bottom of this letter to request your records or ask your local clinic for a medical records release form. Once completed, please return it to any of our clinics.

While we are sad D. Osman Khair will no longer practice at our ABC Clinic, we thank you for helping to make Dr. Khair’s time at HealthPoint – ABC Clinic memorable and fulfilling. If you have any questions, the staff at the clinic would be happy to answer them. Give them a call: (979) 693-7400.

Sincerely,

Osman Khair, MD
Pediatrician
HealthPoint – ABC Clinic

Return to the ABC Clinic page.

 

Welcome to the April Compliance Blog Post!

Welcome to the April Compliance blog post! This month, we are talking about Variances.

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What is a Variance?

A variance is an undesired outcome not expected within the normal course of care or treatment. HealthPoint encourages open and honest reporting of actual or potential injuries or hazards to patients, visitors, and employees at all sites and services and at all levels of care throughout the organization as a continuing effort to promote a safe environment for all involved. You can learn more about variance reporting here.

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How many did we have in the last year?

In 2022, HealthPoint had a total of 328 variances submitted. Of those, the highest number of variances received occurred in May. This was due to the weather-related closures. We entered a separate variance for each clinic closure which caused the total number of variances in May to be unusually high.

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What’s the leading cause of variances at HealthPoint?

The top 5 categories of variances were medication, “other”, patient complaints, lab-related, and service interruptions.

• Within the medication category, most of those had to do with wasted medication,
• In the “other” category, most of them were non-patients seeking care. In many situations, we have to call 911 to assist those individuals because they are not established as patients and need a high level of immediate care,
• The patient complaints mostly related to clinical issues,
• Lab variances were related to preparation errors and
• Service interruptions had to do with power outages.

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Overall, how did HealthPoint do in 2022?

The compliance rounding for all of 2022 averaged between 98-99% for every location. This is amazing and you get all the kudos from the Compliance Team! Since we can always be better, Compliance is working on a new checklist for 2023 rounding. Once completed, it will be shared with all of the clinic managers.

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We are Here to Help!

As always, if you have any questions about this material, please reach out to either Fatima Naeem (fnaeem@healthpoint-tx.com) or Katherine Hall (KHall@healthpoint-tx.com).

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Welcome to March 2023 Training Tips!

Welcome to the March Training Tips blog post.

We’re back with a few Training Tips from the Training and Development department! This month, you’ll find instructions and reminders for injections and social history tracking in eCW. 

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Clinical

Tip #1)

• Unless advised differently by the manufacturer’s guidelines, multidose vials are only good for 28 days after the first dose has been withdrawn.

Tip #2)

• REMEMBER your six rights of medication administration for ALL medications

Tip #3)

• Single-dose vials and prefilled syringes are for single-patient use. DO NOT use them for more than one patient.

Lab

• Don’t forget to check your outstanding labs DAILY!

PM

Tip #1) Information on the Federal Poverty Level

• What is FPL (Federal Poverty Level), and who does this apply to?

Tip #2)

• Where do I find the FPL/SFS (Sliding Fee Scale) in eCW?

• Remember to utilize the non-clinical staff urgency triage/BUZZ WORDS!

• Remember to link the responsible party and utilize the copy demographics option! Additional information can be found in your manual. Please contact the Director of Training or PM Training and Development Specialist if you have additional, specific questions!

We are Here to Help!

For any questions or concerns, please contact Jeannie Delgado jedelgado@healthpoint-tx.com.

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Welcome to February 2023 Training Tips!

Welcome to the February Training Tips blog post.

We’re back with a few Training Tips from the Training and Development department! This month, you’ll find instructions and reminders for injections and social history tracking in eCW. 

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Clinical

Tip #1)
Remember to preload lot numbers for injections into ECW. This step helps you verify you have selected the correct medication. It would be best if you did this before preparing the injection. Leave the injection as “pending” in ECW until you administer it.

Tip #2)
You must fill out social history at every WCC, every adult wellness appt, and once a year if it still needs to be done.

• If the chart timestamp says 1/10/22 and today is 1/20/23, even if it’s not a wellness appointment or a WCC, the social history needs to be updated because it has been more than a year.

PM

Tip #1)
Give GFE to our patients that are on one of our programs: SFS, FP, PHC, Title V, or are Full Fee.

GFE also applies if the patient has 3rd party coverage but will not be using their insurance coverage to pay for the visit.

Tip #2) Remember only to put the first name, last name, and middle initial where it belongs. Do not put extra names in these boxes.

We are Here to Help!

For any questions or concerns, please contact Jeannie Delgado jedelgado@healthpoint-tx.com.

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Welcome back to the Behavioral Health Blog!

Welcome to the February Behavioral Health Blog!

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HealthPoint Behavioral Health Summit Updates:

Behavioral Health just wrapped its’ second Behavioral Health Summit. Organization-wide integration of Behavioral Health is progressing and gaining momentum as we’ve added more resources to expand the services offered and increase patient access to Behavioral Health-related care. The Behavioral Health team is doing this by utilizing the Collaborative Care Model, which emphasizes the importance of Team-Based Care. We are also partnering with a tele-psych company called Integrative Health Centers (IHC). IHC will be credentialed along with all other HealthPoint employees and will document their visits in eCW. IHC will provide a Psychiatric Nurse Practitioner for medical management, a Licensed Clinical Social Worker (LCSW) for traditional counseling services, and a psychiatrist to serve as a professional consultant for our PCPs. 

 

Our internal Behavioral Health is also growing to include LCSWs, who will be available for “warm-handoffs”/brief interventions. We’ve also just hired a Behavioral Health Services Coordinator Medical Assistant who will be housed in our internal Behavioral Health Department at our BCS Clinic, which is moving to the far east end of the building and into the old TAMU CAC space. More support is on the way to help our PCPs care for our patients with Behavioral Health-related issues, but it will be a few more months before all the resources are in place and IHC is fully on-boarded. Please reach out to our Complex Care Management and Behavioral Health Program Manager, Charise Troncin (ctroncin@healthpoint-tx.com), with any questions!

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