Agenda. Google versus Microsoft. Google Gatherings: Google Forms. Cost Effective Sharing. Microsoft Formatting Issues

Transcription

1 Google Gatherings: How Ohio Valley Medical Center used Google to promote more effective communication, better monitoring and improved compliance on a shoestring budget Presentation by Jill Medley, MS, CHC, CHPC Agenda 1. Google versus Microsoft 2. Using Google applications for communication, training and monitoring 3. Using Google to improve and automate compliance monitoring processes Google versus Microsoft Cost Effective Sharing Microsoft Formatting Issues Google Forms

2 Microsoft Office 365 was cost prohibitive. OVMC was able to secure special pricing through Google as a nonprofit. Organizational devices had various versions of Microsoft Office products causing multiple formatting issues. Google wins when it comes to creating forms. The Forms application makes it easy to collect data for further analysis. Cost Formatting Forms

3 Drive Keeps It Organized Cost Effective Sharing

4 Google Applications Slides Forms Sites Google Slides

5 Slides is the Google version of PowerPoint No formatting issues. All that is needed is an Internet connection. Slides Training Presentations Communication

6 Ease of Use Comply Track It s More Than You Think Example Application HIPAA Hints for Department Managers: Example Application Reporting an Inappropriate Privacy Disclosure

7 Embedding a Video Google Forms Collect Data

8 Form can be uploaded to a smartphone to be accessed as an app

9 Analyze Data Forms can be set up to collect user information or be anonymous Collect User Information Not Collect User Information Electronic signature with date and time stamp Evaluations and Surveys For purposes that require Use for monitoring or when anonymity it s important to know the author of the entry

10 Security for the Form and corresponding Spreadsheet are set separately. Summarize Data

11 Google Sites Sites provide a convenient way to post related documents and information

12 Compliance Program Site Using Google Forms for Compliance Monitoring OVMC entered into a five year Corporate Integrity Agreement (CIA) with the Office of Inspector General (OIG) on September 9, 2011.

13 The CIA requires an annual audit of the hospital s focus arrangements. OVMC must demonstrate adequate monitoring during its annual audit. Space Leases

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15 Documentation not centralized Difficult to piece together documentation supporting space lease monitoring Incomplete and missing documentation for some space leases

16 Challenges: Multiple Space Locations Multiple Staff Involved in Monitoring Schedule Monitoring Physical Space Monitoring Information Accessible for Client Billing Document Administrative Reviews Demonstrate Compliance to Auditor Requirements: Document lease schedule compliance Document physical reviews of spaces Document administrative oversight Data centralized and accessible to appropriate personnel

17 Created a Google Form Space Lease Monitoring Form Full Time Space Lease

18 Part Time Space Lease Purchased Services

19 Began Evaluation of Google Forms as Activity Logs Created Space Lease Monitoring Form Created Purchased Services Monitoring Form 2016 Continued Process Refinements Summary Cost Effective Forms has enhanced monitoring processes Sites makes it easy to package related documents and information Google Forms helped improve our compliance score for space lease monitoring from 68% to 100%