The Smart, Automated Solution
to provide Release of Information (ROI) or RAC copies on Encrypted Disc!
Harvard Children's Hospital Purchase DISCO
How DISCO® – Digital Secure Copy helps you
Dramatic savings vs. paper copies!
Works with any EMR
Centralized Tracking for HIPAA
Eliminate Human Errors!
Greatly Streamlines Workflow
Eliminates All Manual Processes
Burns, Encrypts, Tracks
Indelibly Labels Discs
Save Time, Save Money, Secure PHI!
Save – Processing Copies & Time
- Reduce the cost of printing patient charts (toner, paper, copiers, postage, courier costs).
- Free staff time from printing or making manual CDs
- Make a full medical record CD in minutes
Centralize – Tracking & Security
- Automate Encryption for HIPAA
- Document all CD details in the database
- Document all encryption codes
- Track productivity with Reporting feature
Automate – To Avoid Human Error
- Mislabeling names on CDs
- Forgetting to encrypt each disc
- Forgetting encryption codes
- Not logging that multiple copies were created, or who was the requestor or recipient
DISCO® – Digital Secure Copy Adoption
DISCO® has been adopted as the ROI solution of choice for VA and Department of Defense Hospitals,
along with many high-profile hospital chains such as Kaiser Permanente, Sutter Health, St. Jude’s Children’s Research and many others.
“DISCO® allowed us to centralize and automate our Release of Information process. We increased staff productivity, reduced copying costs, increased PHI security, and reduced staff errors.”Karen H.
“DISCO® provided us the flexibility ease of use for generating our own in-house ROI fulfillment requests more efficiently.”Cheryl Craig
“After the VA Choice Act, we have seen an huge increase on requests for discs. Thank goodness for your system.”J.P. - Tech
“DISCO® allowed us to centralize and automate our Release of Information process. We increased staff productivity, reduced copying costs, increased PHI security, and reduced staff errors.”Linda Lovell
DISCO® – Digital Secure Copy Workflow
It only takes a few minutes and few steps to produce a completed ROI Disc!
1. From your EMR, send the files, or PDF, to a network share folder, on the DISCO® – Digital Secure Copy CD publisher.
2. Select the file(s) to copy to disc, select encryption or password protection.
3. Click “Copy to CD”.
DISCO® – Digital Secure Copy will send the encryption code to the requester via email or will print it to paper.
A fully labeled encrypted patient CD is ready in the output bin.
DISCO® – Digital Secure Copy is the standard solution for ROI & Audit copies chosen by important health systems such as:
• Kaiser Permanente Corporate, and its sites nationwide
• Sutter Health
• Veterans Affairs Health System, sites nationwide, including the entire VISN 20
• DOD, with validation done at Fort Gordon Army Hospital
• University of California sites, University of Louisville, etc.
• Children’s Hospitals such as St Jude’s, Harvard Children’s, Children’s Wisconsin
Benefits for YOU
Hardware to meet your specific needs and budget
All DISCO® – Digital Secure Copy Systems include the CD Publishing Hardware, DISCO® Software, onsite installation & training, and 1 year of service and support with next business day replacement on defective hardware. There are 3 sizes of hardware (publishers), all with a very small footprint. Your choice of publisher is dependent on your estimated daily volume of disc production. Each publisher includes an embedded PC (where the DISCO® – Digital Secure Copy software processes ROI requests); the drives (for recording and encrypting the discs), the disc printer (which thermally prints to the surface of the disc), the robotics (which places the discs where they need to go). The system works intelligently with the DISCO® – Digital Secure Copy software to multi-task, processing multiple ROI requests at the same time, always ensuring that correct label is printed to the correct patient’s disc.
No more manual tracking and reporting
All details regarding the discs created with DISCO® are logged and tracked in the DISCO® – Digital Secure Copy database to comply with HIPAA. DISCO® gives administrators the ability to run productivity reports per staff person, time period, requestor type, disc creation turnaround time, etc. Reports can be saved in a variety of standard formats. Authorized users can quickly see who created a certain ROI or RAC disc, for the requestor, the date, time, how many, etc. The DISCO® – Digital Secure Copy database also tracks all encryption code or password generated for each disc and can resend it to the requestor, if necessary.
Stay HIPAA-Compliant with Encryption
DISCO® – Digital Secure Copy uses AES 256-bit Hash Algorithm encryption, based on the requirements of the HITECH Act. Additionally, DISCO® is FIPS 140-2 compliant and allows users to set permissions for the content; to determine if recipients can Copy, Modify or Print the contents of the encrypted or password protected disc. For sites that do not wish to encrypt discs, there is an option to protect discs with a simple password, or create discs without a password. All of these features and permissions are configurable and can be managed at the administrator’s level.
Installation, Training, Support, all Inclusive!
Data Distributing provides complete onsite installation, training and ongoing support. Systems are customized to your preferred workflow. We work with you to designate proper field tags, label designs and user-level permissions. We also train your staff thoroughly on how to use the system and make sure everyone is up and running immediately. Data Distributing provides ongoing technical support after the installation is completed, so you only deal with one company before and after the installation.
Ease the burden of RAC/Audit Requests
Hospitals have been hit hard by RAC, MIC, and MAC and are required to produce multi-patient records to 3rd party establishments. DISCO® – Digital Secure Copy provides a module which specifically produces discs for those audit organizations. Systems can be configured to run audit requests at night or during off hours, freeing the system to produce regular ROI requests during busier periods.
Provide more convenience to your patients
with PACS/RIS Connectivity
DISCO® – Digital Secure Copy has the option of burning a second CD of images from the medical imaging department, providing a one-stop shop for patients who can pick up their imaging discs and medical record discs at the same location.
Frequently Asked Questions
We are already burning CD’s with our EMR, why would we need DISCO® – Digital Secure Copy?
Will DISCO® – Digital Secure Copy work with my EMR?
DISCO® – Digital Secure Copy resides on your hospital network as a “network printer.” DISCO® – Digital Secure Copy will work with any EMR that has the ability to print files.
We get a lot of RAC Audit Requests. How does DISCO® – Digital Secure Copy handle these types of requests?
Users simply select multiple patient files to be burned to DISCO® – Digital Secure Copy. There is no limit to the number or size of files that can be burned to an encrypted CD. For very large files, DISCO® – Digital Secure Copy has the option to burn to DVD.
We use paper because most of our patients are seniors; they are not tech-savvy enough to use a CD?
Though many patients that request medical records are seniors, it is usually the care-giver that handles these issues with a senior patient. Recent census studies show that over 90% of households in the US own a computer. Caregivers will appreciate receiving all the records in one compact disc and being able to get multiple copies inexpensively.
Does patient information reside on this system? Is it secure?
DISCO® – Digital Secure Copy acts just like your department’s paper printer on the hospital network. Thus, no confidential patient records are saved, nor accessible on the DISCO® system, after CD production is completed.
Is there any flexibility when assigning encryption codes and passwords?
DISCO® – Digital Secure Copy has the option of creating discs using a simple password, or no password at all. Preferences and permissions can be set up system-wide, or for an individual user or administrator.
How does the encryption code get to the recipient?
Passwords/encryption codes are sent to the recipient of the disc either by printing & mailing or e-mailing via Outlook. Triggers to print/e-mail the password are activated during the process of burning the CD.
What happens if the patient forgets or loses the encryption code?
All encryption codes are tracked in the DISCO® – Digital Secure Copy database. A very simple query can pull up the encryption code for a previously burned CD and re-e-mailed or printed for a recipient.
Does the software need to be installed on my EMR? On my network?
DISCO® – Digital Secure Copy is simply another network printer, and operates completely independent from your hospital EMR, HIS, or RIS System.
How do I justify the cost of this system?
Not only does DISCO® – Digital Secure Copy save money in printing and paper costs, but it streamlines your workflow, so your staff’s time can be allocated to other tasks. By automating the process, DISCO® – Digital Secure Copy takes away potential liability by eliminating human error.