Never Be Unprepared for Meaningful Use Audits

Very few industries are free from the threat of audits from government agencies looking to ensure that stakeholders are adhering to established regulations. In health care, providers – includingmedical imaging specialists – have to deal with the chance of receiving a Meaningful Use audit from the U.S. Centers for Medicare and Medicaid Services as part of the agency’s incentive payments program for using electronic health records.

Due to the unannounced nature of audits, it can be difficult for practices to be ready when the day arrives. However, with proper documentation strategies and planning, providers can be adequately prepared in case of a sudden audit from CMS.

Maintaining records
Any providers – whether radiologists conducting digital imaging or pediatricians working with young children – using EHRs and receiving federal payments for Medicare or Medicaid could be subject to audits. Because of this, it’s important that they maintain documentation of attestation data for objectives from Meaningful Use for at least six years.

According to Rob Anthony, deputy director of the Health Information Technology Initiatives Group for CMS’ Office of E-Health Standards and Services, as much as 10 percent of participants in the program could face an audit. The audits can be targeted to specific practices or randomized, regardless of any potential errors being made by practices.

With well-managed records to corroborate accurate numbers in the attestation to Meaningful Use, the audit can become a relatively simple and easy-going process. The documentation can provide sufficient evidence to prevent any possible financial sanctions from being levied against practices.

Creating mock audits
HealthcareITNews reported that Scripps Health, a health care network in California with four facilities, has undergone 11 audits and uses a mock audit system to stay prepared for the real thing. By sifting through copious patient records and reporting on clinical quality measures, the team was able to create what they called a “book of evidence” that supported all of their attestation data.

Everything from vendor agreements to completed menu objectives from Meaningful Use should be systematically organized into folders and other media types. The book itself should be stored on a secure device that has access limited to a small group of individuals.

Conducting mock audits can be integral to being adequately prepared for when – or if – the CMS comes knocking.

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Ronny Bachrach

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Responsible for all marketing activities including, press, advertising, trade show coordination, website management, dealer and customer communications.