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Comprehensive Compliance Regulatory Inspections

Health Management Solutions, Inc.’s Comprehensive Compliance Regulatory Inspections is a thorough and lengthy detailed inspection of the practice’s compliance level with federal, state, and local regulations. HMS’s Comprehensive Compliance Inspection is meant to address in detail all regulating bodies of the dental profession and to clarify misunderstandings. It is not what is generally referred to as a walk-through; however, we provide that service to address general requirements and recommended standards of practices.

The Comprehensive Compliance Inspection consists of two reports and a financial proposal:
I. A detailed itemized excel written reports or audits summary.
II. A written narrative presentations presentation with objective explanations of positive findings and deficiencies with explanations of the deficiencies found and the regulations that need to be addressed, and.

III. A compliance corrective action plan and a detailed corrective action plan and financial proposal.

Our Comprehensive Compliance Regulatory Inspection encompasses the following Standards, regulatory agencies, and Professional Organizations:

I. (OSHA) Blood-borne Pathogen Standard Part 1010.1030

II. Hazard Communication Requirements OSHA Hazard Communication Standard 29 CFR 1910.12001(HCS) and Globally Harmonized System2(GHS)

III. (OSHA) Standard (29 CFR 1910.145(f) 4) for Occupational Exposure to Tuberculosis, “Enforcement Policy and Procedures for Occupational Exposure to Tuberculosis,” Oct. 8, 1993
IV. (OSHA) Covid-19 Emergency Temporary Standard June 21, 2021

V. Florida Administrative Code Chapter 64E-16 (Biomedical Waste Protocol/Practices)

VI. Florida Administrative Code Chapter 64B5-25 (Board of Dentistry) Dental Disinfection and Sterilization Procedures.

VII. HIPAA – US, Department of Health & Human Services- Office of Civil Rights, – Office of the Secretary 45 CFR Parts 160 and 164, Federal Register, Vol. 78, No. 17, Friday, January 25, 2013, “Action FINAL RULE “

VII. Guidelines and recommendations for Dentistry, from the Center for Disease Control.
VIII. OSHA Covid 19 ETS Healthcare – 29 CFR 1910.502 as of June 21, 2021

OSHA COMPLIANCE SERVICES AND INFORMATION

HIPAA COMPLIANCE RISK MANAGEMENT consultant SERVICES

QUARTERLY DENTAL DOCUMENTATION QA AND RECORD-KEEPING AUDITS PROGRAM.

GOALS: Encourage dentists to implement quarterly dental documentation and record-keeping practice audits, to reduce risks and improve their dental risk management practices. Health Management Solutions, Inc’s goal is to raise the dental practitioner’s level of compliance with community standards of dental care and to provide a thorough and comprehensive dental practice documentation analysis and dental documentation improvement program.

PROGRAM DESCRIPTION: This was developed with the purpose of offering periodic dental documentation and record-keeping practice audits to reduce the practice’s liability risks and to improve compliance with “recommended” community standards of the dental practice, and or “required” professional community standards of dental practice.

We closely look for Florida’s Dental Board Compliance as well as other regulatory agencies’ requirements. It is a detailed audit concentrating on dental documentation, record-keeping, and billing practices. We will look in detail for the implementation of all of the topics discussed in Health Management Solutions Inc.’s risk management seminar—which is an expansion of the Florida Laws and Rules course—and the topics discussed in the dental documentation management and record-keeping requirements seminar.
Health Management Solutions, Inc. quarterly documentation audits are comprehensive, and they encompass “detailed individualized record audits” per patients’ records audited and a “Narrative Audit Report” with findings and recommendations, and a written “Corrective Action Plan”. Additionally, we will provide a written outline of our findings in each area. Finally, we will aid in obtaining recommended forms to assist the dental practice in the implementation process of the recommended dental documentation practices.

1* Price for this service depends on the size of the practice; depth of investigation; length of time requested and level of commitment and cooperation from the dental practice.

HUMAN RESOURCE MANAGEMENT PRACTICES

Health Management Solutions, Inc. will provide personnel management assistance for healthcare facilities that lack management expertise or need additional assistance with their human resources efforts. HMS takes a proactive approach in managing the healthcare facility’s staff. Some of the services offered are:

• Create and update a Personnel Policy Manual tailored to the organization’s needs. The Personnel Policy Manual will help the practice comply with the Americans with Disabilities Act (ADA), a federal law that covers all companies with 25 or more employees; Equal Employment Opportunities, Employment Medical Examination, and the Family and Medical Leave Act (FMLA)
• Assist in determining and changing personnel assignments as needed; assist in interviewing, selecting hiring, and terminating clerical and managerial staff. Test applicants for required skills; conduct interview analysis and run references background check; train employees; conduct performance and salary reviews and conduct regular staff meetings
• Create accurate Job Descriptions describing the technical requirements and industry standards for the healthcare facility’s employees. The health services industry Job’s descriptions must include the technical requirements and industry standards; a well-written job description will spell out the employer’s expectations and make sure that each employee clearly understands their duties. This lays the groundwork to discuss employee problems objectively
• Health Management Solutions, Inc. will assist in creating, or updating, personnel files to ensure compliance with immigration, OSHA, HRS, State and Federal requirements in order to reduce employee-related Risk Management.

Our goal is to educate healthcare professionals on the legal requirements of having properly implemented human resources practices, and in teaching them how important this practice – is often overlooked or is improperly carried out by management–can be the source of huge liability risks.

Personnel Policies and Procedures Manual

We understand that it is often difficult for small to medium size organizations, particularly healthcare providers, to comprehend the importance of implementing personnel policies and procedures for their small to medium-size practices. Healthcare professionals’ consensus is that “these Human Resource’ practices do not apply to our type of business; this is for larger organizations, and we do not have the professional resources to do this.”

This attitude is perpetuated by the fact that “Business Principles” are not something most dental or medical schools make part of their educational curriculum; yet when healthcare providers go into private practice, they face a mountain of legal requirements and business-related challenges, and they are totally unprepared to manage them appropriately, let alone implement required practices to comply. Thus, a myriad of frustrating experiences and liability issues arise. Health Management Solutions, Inc.’s mission is to help dental professionals meet these challenges by clearly defining “Written Personnel Policies and Procedures” that are documented, implemented, updated, and followed by Staff, Managers and Administrators, with the goal to bring structure and significantly reduce the practice’s liability risks. Personnel Policies and Procedures add financial value to the practice and are a remarkable tool in the daily decision-making processes, and the many challenges associated in managing effectively, any size, healthcare facility; they bring structure to a dental practice, significantly reduce liability risks, and add financial value to the practice.

At HMS we recognize that “Personnel Policies and Procedures” need to be malleable to the needs of the company and it needs to be enforced across the dental practice or group. Additionally, they must be “industry-specific” to be able to address and incorporate employer and employee’s legal and/or professional requirements and/or responsibilities. Health Management Solutions, Inc., with the collaboration of the practice’s administrator and/or healthcare provider/s, will develop for your dental practice “industry-specific” Personnel Policies and Procedures. We understand that every private practice or healthcare facility has specific internal practices, concerns, requirements, and issues that are sensitive and must be incorporated into the Personnel Policies and Procedures Manual, in order to address them effectively and professionally without unnecessary personal confrontations with any of the staff.

Healthcare professionals need to understand that there is a direct relationship between policies and procedures; for each clearly defined policy, there needs to be a written statement communicating to the staff how to apply the specific policy, how it is enforced, whom it affects, and who is in charge. Policies provide several types of information that new and established employees need to know. New employees need to understand such factors as dress requirements, breaks and lunch practices, working hours, electronic equipment use, treatment of company property, confidential information, what constitutes sexual harassment and violence in the workplace. All employees must understand policies regarding vacation, sick time, leaving early, holiday pay, medical leaves, and benefits. Supervisors and managers have policies that explain discipline processes, coaching, and counseling employees.

“Personnel Policies and Procedures” serve as an intricate risk management vehicle to ensure employees, managers, and administrators’ compliance, not only with the company’s rules but legal and professional requirements. Therefore, they create a structure and a system of accountability, to clearly define the organization’s expectations, goals, responsibilities, and corporate philosophy. If properly enforced, “Personnel Policies and Procedures” create a viable corporate system, capable of having far-reaching unimaginable positive benefits for any size organization; not only capable of reducing corporate liability risk from employees, Federal, State, Local and Professional organizations, but Personnel Policies and Procedures create a responsible management infrastructure, with clearly defined corporate goals and objectives creating a viable source of potential capital acquisition and increase the practice resale value. Capital lending organizations and most dental and/or healthcare insurance providers, during their accreditation process, look at their potential risk of either lending the money to a practice capable of generating sufficient revenues to meet their financial obligations; or in the case of a dental or healthcare insurance provider, they want to know whether the practice has implemented risk management systems to reduce all types of liabilities. This is significantly important to them because dental and medical insurance carriers when they engage in a contractual relationship with a dental or medical healthcare provider, become “vicariously” responsible for any potential liabilities from any of their healthcare providers. Therefore, the importance of implementing Personnel Policies and Procedures goes beyond having manual collecting dust on a book shelf, they bring structure to a dental practice, significantly reduce liability risks, and add financial value to the practice.

TABLE OF CONTENTS

40 INTRODUCTORY STATEMENT
41 HIRING PROTOCOL
41 A. EMPLOYEE INTERVIEW ANALYSIS
42 MISSION STATEMENT
43 YOUR ROLE AT CORAL GABLES DENTAL HEALTH CENTER
44 CREDENTIALING PROCESS
45 DENTIST’S CREDENTIAL CHECKLIST
46 RECERTIFICATION OF STATE LICENSE
47 POLICIES AND PROCEDURES ACKNOWLEDGEMENT FORM
70 REPORTING INJURIES
71 STEPS TO BE TAKEN IN CASE OF AN EXPOSURE INCIDENT
80 STANDARD PRECAUTIONS
81 OSHA’s REGULATIONS
82 CHAPTER 64E-16 F.A.C.
83 HIPAA REGULATIONS
84 WORKFORCE CONF. AGREEMENT
85 TUBERCULOSIS SCREENING OF HEALTH CARE WORKER
101 NATURE OF EMPLOYMENT
102 EMPLOYEE RELATIONS AND PROBLEM-SOLVING
103 EQUAL EMPLOYMENT OPPORTUNITY
104 DISCIPLINARY PROCEDURE
105 HIRING OF RELATIVES
106 EMPLOYEE MEDICAL EXAMINATIONS
107 IMMIGRATION LAW COMPLIANCE
108 CONFLICTS OF INTEREST
110 OUTSIDE EMPLOYMENT
112 NON-DISCLOSURE
113 NON-DISCLOSURE STATEMENT
201 EMPLOYMENT CATEGORIES
202 ACCESS TO PERSONNEL FILES
203 EMPLOYMENT REFERENCE CHECKS
203 A. REQUEST FOR EMPLOYMENT REFERENCE
203 B. REQUEST FOR REFERENCE
204 PERSONNEL DATA CHANGES
204 A. EMERGENCY NOTIFICATION
205 INTRODUCTORY PERIOD AND EMPLOYEE ORIENTATION
206 JOB DESCRIPTION
207 EMPLOYEE ACKNOWLEDGEMENT FOR OF INTRODUCTORY PERIOD
208 EMPLOYMENT APPLICATIONS
209 PERFORMANCE EVALUATION
301 EMPLOYEE BENEFITS
303 DOCTORS APPOINTMENTS
304 VACATION BENEFITS
305 CHILD CARE BENEFITS
306 HOLIDAYS
307 WORKERS’ COMPENSATION INSURANCE
308 SICK LEAVE BENEFITS
309 TIME OFF TO VOTE
310 BEREAVEMENT LEAVE
311 SALARY ADMINISTRATION
312 JURY DUTY
313 WITNESS DUTY
314 LEAVE OF ABSENCE
315 EDUCATIONAL ASSISTANCE AND STAFF TRAINING
315 A. EMPLOYEE TRAINING RECORD
401 TIMEKEEPING
403 PAYDAYS
405 EMPLOYMENT TERMINATION
407 SEVERANCE PAY
409 ADMINISTRATIVE PAY CORRECTIONS
410 PAY DEDUCTIONS
500 AFTER HOUR’S EMERGENCIES PROTOCOLS
501 SAFETY AND SECURITY
501. EMPLOYEES AWARENESS SAFETY ITEMS FORM
502 WORK SCHEDULES
503 E-MAIL AND INTERNET POLICY
504 USE OF TELEPHONES
505 SMOKING
506 MEAL PERIODS
507 OVERTIME, PAY ADVANCES AND LOANS
508 USE OF EQUIPMENT
509 STAFF MEETING
510 EMERGENCY CLOSINGS
512 BUSINESS TRAVEL EXPENSES
513 PARKING SPACE ASSIGNMENT
514 VISITORS IN THE WORKPLACE
515 LEAVING AND REMAINING ON-PREMISES
516 PATIENT AND PUBLIC RELATIONS
517 INTERPERSONAL RELATIONSHIP WITH CO-WORKERS
518 GOOD HOUSEKEEPING
520 MEDICAL EMERGENCY PROTOCOL
521 ADVERSE OCCURRENCE PROTOCOL
522 ORAL HYGIENE RECALL PROTOCOL
523 PATIENT REFERRAL PROTOCOL
524 SCHEDULING PROTOCOLS
525 MEDICAL ALERTS PROTOCOL
526 BILLING PROTOCOL
527 COLLECTION POLICY
528 PURCHASING POLICY
529 FINANCIAL AGREEMENT AND TREATMENT POLICY
601 MEDICAL LEAVE
602 FAMILY LEAVE
603 PERSONAL LEAVE
604 EDUCATIONAL LEAVE
605 MILITARY LEAVE
607 PREGNANCY-RELATED ABSENCES
701 EMPLOYEE CONDUCT AND WORK RULES
702 DRUGS AND ALCOHOL USE
703 SEXUAL AND OTHER UNLAWFUL HARASSMENT
704 ATTENDANCES AND PUNCTUALITY
705 PERSONAL APPEARANCE
706 RETURN OF PROPERTY
708 RESIGNATION
710 SECURITY INSPECTIONS
712 SOLICITATION
714 DRUG TESTING
715 FALSIFICATION OF RECORDS
800 LIFE-THREATENING ILLNESS IN THE WORKPLACE
802 RECYCLING

PRACTICE MANAGEMENT ASSESSMENT

Health Management Solutions, Inc. will be looking to significantly improve the healthcare facilities management needs. We offer objective professional advice from an impartial position. Our experience demonstrates that healthcare professionals and office managers spend countless hours trying to evaluate their practice’s performance lacking the proper tools to make proper management decisions. They are simply too busy with the daily practice’s demands, and many management tasks are simply overlooked. This leads to costly oversights due to improper decision-making processes which can be the source of potential liability risks!

• Health Management Solutions, Inc., will help healthcare facilities to re-focus on planning, organizing, and controlling the business practices of the healthcare facility.

Our objectives are to:

• Provide healthcare professional with the managing tools to effectively organize and monitor the practice’s performance. This will include the evaluation of existing computer software and implementation of newer more cost-effective state-of-the-art ELECTRONIC HEALTHCARE RECORDS (EMR) dental management programs and totally HIPAA Compliant Dental or Medical software systems.
• Identify problem areas, after speaking with Administration and Employees, and offer alternative solutions in a written Corrective Action Report;
• Assist and guide the practice’s staff to implement a management information system (MIS) in order to monitor performance and develop Marketing Strategies;management” strategies to maximize profitability;
• Show the practice’s staff what information is important; how to properly gather and use information effectively to determine referral trends–in order to implement or improve marketing strategies;
• Measure service quality, reduce financial risks; and implement “Cash Management” strategies to maximize profitability;
• Evaluate current telephone techniques and the dental practice’s use of telephone services, such as answering service company being used, electronic answering service system, and make sure it meets the practice needs and requirements with Florida’s Board of Dentistry’s requirements; patient recalling system or appointment reminder services; make an evaluation of current practices and provide recommendations for services to improve patient care, treatment plan compliance and appointment retention;
• Ensure that the practice is in compliance with all Federal, State, and Local regulatory agencies;
• Establish utilization review systems to monitor overutilization or under the provision of certain modalities, such as preventative care, smoking sensation, or other issues such as improper documentation of suspected domestic violence incidents, or suspected Human Trafficking cases;
• Implementation of patient’s files Quality Assurance (QA) review;
• Establish Management Systems for technical and management staff to follow and create a practice accountability tracking system for the practice.

Our goal is to establish management systems that:

• improve productivity
• reduce cost
• increase patient treatment acceptance
• improve marketing results
• improve employee retention
• obtain quality employees
• improve patient care
• improve profitability
• stress reduction