Author Topic: Relocating Business  (Read 1230 times)

Billing2

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Relocating Business
« on: January 15, 2014, 08:38:36 AM »
I'm having a very hard time figuring out the best way to relocate my business. My husband is active duty military and we're being reassigned to another state, actually we are being moved across the United States. Going from East coast to West Coast.

I've told all my providers and they would like me to keep doing their billing. I want to make sure I meet all the laws for PHI still while moving.

So my question to all of you would be how would you all go about making sure all files are kept private in the move. The military comes and moves us.

My brain is totally on overload this time. After 24 years of military life and moving all over, this is the first time  I've ran into an issue because I started my own business.

So any input advice I would greatly appreciate.


Michele

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Re: Relocating Business
« Reply #1 on: January 15, 2014, 10:00:35 AM »
You need to do everything reasonably possible to ensure the confidentiality of the PHI in the files that you have.  I would package them up in boxes with lids, tape them shut.  I would be very liberal with the tape.  And I would write "Confidential Medical Records Enclosed".  I would also number the boxes and keep track of how many boxes you have containing PHI.  That way you know when they arrive that ALL boxes made it.

I am curious to see what others think as well.

Linda?

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PMRNC

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Re: Relocating Business
« Reply #2 on: January 15, 2014, 10:01:41 AM »
I've done 2 state moves during course of my business. THE best way and the only way I would take is to move the files YOURSELF. For my first move I went from NJ to PA and we too had a relocation / moving company but I boxed up, loaded and moved my own files, That really is the ONLY way to have peace of mind. I was told moving companies will sign agreements similar to BA Agreements that say they will not go through, so boxing them sealing them for them to move I suppose is possible.. but I was thinking that providing them with the knowledge of the files might be a curiosity thing.. I'm a pessimist that way.
Linda Walker
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Billing2

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Re: Relocating Business
« Reply #3 on: January 15, 2014, 10:28:06 AM »
Thank you both. I'm taking both your ideas and putting it into one. 

 They are all in locking filing cabinets. So I think I'll keep them that way tape the cabinets with lots of tape and then have the moving company put them in box's with lots of tape. Label them confidential on that box then put in another box. I think that way I should be covered. 

I'll work with our legal and the moving company and have them sign a BAA.  I think that is the best for me. It's going to be a long move.

I would not sleep very well if I moved them my self and we were stopped at a hotel for the night and someone broke into my car, it will take us about 8 days to get from one unit to the other.

Again Thank you both so much for your help.

PMRNC

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Re: Relocating Business
« Reply #4 on: January 15, 2014, 10:36:34 AM »
Quote
I would not sleep very well if I moved them my self and we were stopped at a hotel for the night and someone broke into my car, it will take us about 8 days to get from one unit to the other.

LOL you think exactly like I do.. I always imagine the worst scenario's when I have to make a decision like this. ;)
Linda Walker
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asilva03

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Re: Relocating Business
« Reply #5 on: January 16, 2014, 07:33:37 AM »
Hello,

I am a military spouse as well so I can understand the concern. What you have decided to do is exactly what I did. I did not want them to even know about what was in the boxes, so keeping them in the locked file cabinet and taping it was the easy for me. It was a long drive us because we also went to visit family and I could not see myself keeping up with everything going on and the files. I informed my providers of the move and how there files would remain stored and confidential and they were all fine. I did not have any issues when we received our things, which was such a relief.

Good Luck to you and your family!