General Category > General Questions

BILLING FILES ON MY SYSTEM

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DMK:
Putting a different spin on it, what if they bought an entirely different software?  You would NOT be responsible for helping them with data conversion.

Linda's right that a flash drive with their info would be the quickest way to resolve it, then they have to figure it our from there.  ie: how to load the data in their software.  They let you go, that's the price they pay.  You're not responsible to train them in the software or transfer their data.  You only have to give them the data entered during the period you were working for them.

This is a learning experience for all of us.  Make sure your future contracts with clients spells this out.  I don't think many of us would have thought to put that in our contracts.

MABB:
UPDATE TO SITUATION -
Well I explained to the former client that my company has already provided them with the hardcopy data which I am required to do, so the company's obligation has already been filfilled and business with them has concluded.  I rcvd a reply to that as though they didnt hear a word and want to know when I am available to allow a third party access to my system!  I have not responded becasue I feel that my previous expaination said it all.  My obligation has been filfilled and business has concluded.  I'm sure that they will continue to harrass me about this becasue they are not getting the answer that they want.  All of the time that they are wasting on this, they could have had their project completed aas they have had their data for several weeks now!

Thanks all! ~MABB

PMRNC:
First, no the data does NOT belong to you. Second.. the process of termination in your contract should address the method to which data will be returned. There have been many cases of providers taking billing companies to court for this data because indeed it does belong to them, your entry of that data came from their source documents, the source documents given to you (copies) is all you claim legal ownership over.   The simplest solution I see where everyone wins and you get to keep a bridge unburnt, is to simply setup a login/password and have your options set to where they cannot make changes but they can have access ONLY to their files.  Your PM software should accommodate  this easily since they are all required for audit trails.   JMHO.. I think it would be the most professional thing to do rather than being forced to do it in court.

Michele:
I do agree with Linda that it is easier and more professional to cooperate.  I do have a problem with giving them access to my system though.  Without a doubt the data belongs to them, and it needs to be provided.  It did appear that she did provide data so I was curious if she had to continue to provide it in different formats.  Of course the key to what Linda said is that the process of termination should be spelled out in the contract.  If it is spelled out well, you won't run into these problems.  (Or at least they will be fewer!)

Happy New Year!  It's a good time to start out fresh and make sure we have these things covered!

PMRNC:
I've seen these cases in court.. it always swings in the best interest of everyone. IF the provider HAS said software that is same as billing company, the data must be supplied in that same format.. If that's not possible and the only route is access. then that is what has to be done. Since there are many ways to secure the transmission there is no danger to the billing company's files so long as they are HIPAA compliant they need only setup an admin login for the practice that would cover themselves.  The data is only being copied, not exported.  A judge is going to rule for this and will enforce it with a liaison on both ends at the parties expense, much easier to comply and be done with it and secure a good reputation and reference. To me it makes no sense to draw this out to go to court.

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