A rule is now in effect to reduce interference with the exchange, access, and use of electronic health information (EHI), and it’s in your practice’s best interest to follow it.

Medical practices, IT developers, health information exchanges, and networks must comply with this information blocking rule, which is part of the 21st Century Cures Act of 2016. The Office of the National Coordinator published clarity and guidance for compliance in the May 1, 2020, Federal Register.¹ While there are exceptions to the rule (eg, a provider determining potential harm to a patient if information is shared), those who don’t make information available soon after it is received or created face significant civil monetary penalties. With certified versions of EHRs, the capability to meet this rule exists.

As an eye-care technician, you can help your practice be compliant with the rule. Here are some ways.

Instill a same-day callback protocol.

Call patients back the same day to help ensure there are no delays in fulfilling any information requests. Consider a triage assignment rotated among team members to make that happen. A same-day callback policy helps ensure the timely fulfillment of requests, and builds on the positive patient experience and quality of care provided.

Follow up on test results.

Work to ensure providers receive outside test results as soon as possible and complete their test interpretations in a timely fashion. Afterward, notify patients that their results are available, with the patient portal serving as an efficient means for making that information accessible.

Help mitigate record requests delays.

Make sure common medical record release hold-ups are avoided, such as unsigned charts, delayed provider reviews and approvals, and workflow backlogs. Your efforts in monitoring and nudging in the spirit of compliance will be appreciated!

Ensure timely responses to prescription requests.

Respond to and/or fulfill medication prescription inquiries and requests as well as requests for glasses and contact lens prescriptions every day. This best practice is supported by the Contact Lens Rule, which requires providing patients with a copy of their contact lens prescriptions at the completion of a contact lens fitting.² A similar Eyeglass Rule is also in effect.³

Examine chart readability.

Evaluate the information available on the patient portal, and consider it from the patient’s perspective. Where possible, work to improve readability, such as limiting abbreviations. While the chart information required to be available now is the basic Common Clinical Data Set (e.g., problems, medications, and allergies, etc.), come October 2022, the information to be made readily available to patients expands greatly to the Designated Record Set, which includes chart notes, other provider notes, billing records, etc.⁴

It takes a village.

As a member of the eye-care team, you should become knowledgeable on the information blocking rule and assist with its compliance where applicable. It takes a village to ensure the practice covers all its bases regarding compliance—and the information blocking rule is no exception. OP

REFERENCES:

1. Federal Register. 21st Century Cures Act: Interoperability, Information Blocking, and the ONC Health IT Certification Program. https://www.federalregister.gov/documents/2020/05/01/2020-07419/21st-century-cures-act-interoperability-information-blocking-and-the-onc-health-it-certification#p-1890 . Accessed July 7, 2021.
2. Federal Trade Commission. Contact Lens Rule. https://www.ftc.gov/enforcement/rules/rulemaking-regulatory-reform-proceedings/contact-lens-rule . Accessed July 7, 2021.
3. Federal Trade Commission. Eyeglass Rule. https://www.ftc.gov/enforcement/rules/rulemaking-regulatory-reform-proceedings/eyeglass-rule#:~:text=Rule%20Summary%3A%20The%20Eyeglass%20Rule%20 requires %20that%20optometrists,completion%20of%20an%20eye%20examination%20without%20extra%20cost . Accessed July 7, 2021.
4. American Medical Association. Patient Access Playbook: Information Blocking. https://www.ama-assn.org/practice-management/digital/patient-access-playbook-information-blocking . Accessed July 7, 2021.

Ms. Brown is a senior consultant with BSM Consulting in Tucson, AZ. She has experience in the ophthalmic industry holding managerial, clinical, and surgical roles for more than 30 years.