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© 2013© 2013
David Kearney
MS, PMP, CEDS
Legal Medical Record:
Mystery Novel or
Reference Guide?
© 2013
Topics Covered
• Legal Medical Record Overview
• Legal Process of Litigation/Anticipated
Litigation
• Data & Information Governance
• Response & Preparedness
• Tips
• Summary
© 2013
Legal Medical Record Overview
• Electronic Health Record
• Legal Medical Record
• Designated Record Set
Why?
What is the Difference?
© 2013
Legal Medical Record
• “generated at or for a healthcare
organization as its business record and is the
record that would be released upon
request”
American Health Information Management Association (AHIMA)
• Each organization must identify the content
required for its own legal medical record as
well as the standard for maintaining the
integrity of the content
© 2013
Electronic Health Record
• Document at Point of Care
• No concept of completeness
• For Clinical decision support
• Focus – present/near future
• Contains Discrete data (data
centric)
• On-going
• Authentication on entry
• Continually modifiable
• Not designed to distribute
• Some tracking
Legal Medical Record
• May Document Post Delivery of
Care
• Concept of Completeness
• For Justification/analysis
• Focus – past
• Contains Documents/Pictures
(document centric)
• Episodic
• Authenticated by signature
• Unalterable
• Produce consistently
• HIPAA “trackable”
EHR vs LMR
© 2013
• EDRM Overview - Info Management is Key
• Includes Electronic and Paper Records (Evidence)
• Process of Evidence
• Preservation
• Consistency of Process
• Value of Data/Risks of Data
• Penalties
• Reasonableness
Legal Process of
Litigation/Anticipated Litigation
© 2013
Information Management
Addressed at the Far Left of the
Electronic Discovery Reference Model
© 2013
Information Management
“Part of the reason eDiscovery is so expensive is
because companies have so much data that serves no
business need. … Companies are going to realize that
it’s important to get their information governance
under control to get rid of the data that has no
business need … in ways that will improve the
company's bottom line…” — U.S. Magistrate Judge
Andrew J. Peck, CGOC Faculty Member, in a video
interview courtesy of JD Supra Law News, February 4,
2013.
© 2013
Data & Information
• Data Growth
• Data Sources
• Information Governance
• Developing Data Management Practices
© 2013
Response & Preparedness
• Why
• How
• Results
Proactive vs. Reactive
Planning vs. Panic
© 2013
Tips
• Assemble Team
• Know Where Your Data Is
• Assess Risks – Legal Dept.
– Business needs
– Legal holds
– Regulatory obligations
• Develop Plan - Collaboration
• Document Plan
• Implement Plan
• Follow Plan – Consistency is Key – Not following a plan is
worse in some instances than not having a plan at all
• Audit Plan – Verify compliance regularly
• Revisit Standards, Regulations, Laws
© 2013
Summary
• Coordination & Collaboration
• Plan First
• Recognize Potential Consequences
• Connect legal, privacy and regulatory retention
obligations directly to relevant information.
• Work closely with each other…
– Counsel with Technology Groups
– HIM with Counsel
– C-Level with HIM
– Inside Counsel with Outside Counsel and vice-
versa
© 2013
In Practice…
• Context of a Matter/Event
• Internal Policy
• Demonstrated Compliance/Consistency
• Data Maps
• Preservation & Collection
• Data Chain of Custody
• Data Review by Counsel/Legal Team
© 2013
Thank You
Don't be caught trying to extinguish a fire
when fire prevention was really the answer
David Kearney
MS, PMP, CEDS
www.linkedin.com/in/davidjkearney/

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AHIMA 2013 Presentation - LHR/LMR

  • 1. © 2013© 2013 David Kearney MS, PMP, CEDS Legal Medical Record: Mystery Novel or Reference Guide?
  • 2. © 2013 Topics Covered • Legal Medical Record Overview • Legal Process of Litigation/Anticipated Litigation • Data & Information Governance • Response & Preparedness • Tips • Summary
  • 3. © 2013 Legal Medical Record Overview • Electronic Health Record • Legal Medical Record • Designated Record Set Why? What is the Difference?
  • 4. © 2013 Legal Medical Record • “generated at or for a healthcare organization as its business record and is the record that would be released upon request” American Health Information Management Association (AHIMA) • Each organization must identify the content required for its own legal medical record as well as the standard for maintaining the integrity of the content
  • 5. © 2013 Electronic Health Record • Document at Point of Care • No concept of completeness • For Clinical decision support • Focus – present/near future • Contains Discrete data (data centric) • On-going • Authentication on entry • Continually modifiable • Not designed to distribute • Some tracking Legal Medical Record • May Document Post Delivery of Care • Concept of Completeness • For Justification/analysis • Focus – past • Contains Documents/Pictures (document centric) • Episodic • Authenticated by signature • Unalterable • Produce consistently • HIPAA “trackable” EHR vs LMR
  • 6. © 2013 • EDRM Overview - Info Management is Key • Includes Electronic and Paper Records (Evidence) • Process of Evidence • Preservation • Consistency of Process • Value of Data/Risks of Data • Penalties • Reasonableness Legal Process of Litigation/Anticipated Litigation
  • 7. © 2013 Information Management Addressed at the Far Left of the Electronic Discovery Reference Model
  • 8. © 2013 Information Management “Part of the reason eDiscovery is so expensive is because companies have so much data that serves no business need. … Companies are going to realize that it’s important to get their information governance under control to get rid of the data that has no business need … in ways that will improve the company's bottom line…” — U.S. Magistrate Judge Andrew J. Peck, CGOC Faculty Member, in a video interview courtesy of JD Supra Law News, February 4, 2013.
  • 9. © 2013 Data & Information • Data Growth • Data Sources • Information Governance • Developing Data Management Practices
  • 10. © 2013 Response & Preparedness • Why • How • Results Proactive vs. Reactive Planning vs. Panic
  • 11. © 2013 Tips • Assemble Team • Know Where Your Data Is • Assess Risks – Legal Dept. – Business needs – Legal holds – Regulatory obligations • Develop Plan - Collaboration • Document Plan • Implement Plan • Follow Plan – Consistency is Key – Not following a plan is worse in some instances than not having a plan at all • Audit Plan – Verify compliance regularly • Revisit Standards, Regulations, Laws
  • 12. © 2013 Summary • Coordination & Collaboration • Plan First • Recognize Potential Consequences • Connect legal, privacy and regulatory retention obligations directly to relevant information. • Work closely with each other… – Counsel with Technology Groups – HIM with Counsel – C-Level with HIM – Inside Counsel with Outside Counsel and vice- versa
  • 13. © 2013 In Practice… • Context of a Matter/Event • Internal Policy • Demonstrated Compliance/Consistency • Data Maps • Preservation & Collection • Data Chain of Custody • Data Review by Counsel/Legal Team
  • 14. © 2013 Thank You Don't be caught trying to extinguish a fire when fire prevention was really the answer David Kearney MS, PMP, CEDS www.linkedin.com/in/davidjkearney/