There are currently four options for automatic data entry: Treatment, Payment, Health Care Operations, and Coverage. The first three are from the HIPAA definition of what is acceptable disclosure of Protected Health Information (PHI). Selecting any of these three options will automatically fill the Description and Basis field with their respective definition from HIPAA.

The fourth option is called Coverage. This option has a special meaning that facilitates creating the proper documentation when a non-authorized provider is covering for an authorized provider of care. When this option is selected, a box will appear over the Disclosure screen to select the provider you are covering and the end date of that coverage. Once you accept the selection with the ‘Ok’ button, the system will remember this choice and automatically create disclosures for any client accessed by the covering provider for the first provider to the end of the disclosure coverage date. The Description and Basis fields are disabled to discourage entering any additional patient-specific information that would be copied to the next record.

How to Set Up a Coverage Disclosure for Another Person

Example:  As a front desk person, I know Doctor 1 is covering for Doctor 2 until the end of the week. I want to create a coverage disclosure to help facilitate this process.

Solution:

From the schedule, go to Doctor 2’s first patient and click on the client’s name. Once you are on the Inquiry screen, click on the ‘Disclosure’ link in the lower right-hand side of the window. When the screen pops up, change the Disclosed By field to doctor 1 and the Date of Disclosure to the first day of coverage. Use the Auto-Fill field and select ‘Coverage’. Select Doctor 2 from the list, set the date to the end of the week, and then click ‘Ok’. Sign and Save the record.

That is it. Doctor 1 will not need to fill out any disclosures during the coverage time. After that time, the system will revert back to requesting disclosures on a per-client basis.