MEDsys Tips – Email Security

In MEDsys, we provide you HIPAA and HITRUST compliant communication tools to manage your business internally and externally while protecting and securing information. In your day-to-day personal and work email use, it is important to familiarize with email security practices to identify issues that may lead to your account and other information being compromised. Here is a list of safety tips when sending or receiving emails:
  1. Don’t open an attachment unless you know who it is from & are expecting it.
  2. If you receive an attachment from someone you don’t know, don’t open it. Delete it immediately.
  3. Never give out your payment information over email.
  4. Change your passwords often and use strong passwords
  5. Use anti-virus software on your local machine, and make sure it’s kept up-to-date with the latest virus definitions.
  6. Hover your mouse over links before you click on them to see if the URL looks legitimate.
What are Phishing Emails?
Phishing is a type of online scam where criminals send an email that appears to be from a legitimate company and ask you to provide sensitive information. How to recognize phishing emails:
  1. Messages that contain threats to shut your account down
  2. Requests for personal information such as passwords or Social Security numbers
  3. Words like “Urgent” – false sense of urgency
  4. Forged email addresses
  5. Poor writing or bad grammar
If your email has been compromised or you notice any suspicious activity always contact your IT department first. If you do not have an IT department, be sure to change your passwords as soon as possible, block and delete suspicious emails, and update your anti-virus programs. If an email was sent from your address to others, be sure to alert those who received it that your account was hacked and not click or download unfamiliar links/files.

MEDsys Presents EVV at MHHA

MEDsys Software’s CEO, Ritch Adams presents Electronic Visit Verification at Michigan’s Home Care Annual Conference in Traverse City, MI.

EVV is a technology solution that automates the time and attendance process by verifying the exact time and location that the caregiver clocked in and out of a in-home visit. In December 2016, the 21st Century Cures Act was signed into law mandating all Medicaid Provider Service Agencies must require Electronic Visit Verification by January 2019. That date has then been delayed to January 2020. States that do not implement a system for personal care services that accept government reimbursements by 2020 will face an escalating reduction in FMAP funding.
The presentation covers:
1. Michigans current EVV Status
2. How to comply with the 21st Century Cures Act
3. How to improve operational effectiveness using EVV
4. How EVV can improve patient care

Earth Day – Why You Should Go Paperless



MEDsys has been providing software for more than a decade helping agencies automate their workflow and help build their business by providing an all in one web-based solution. To this day, there are still many agencies on paper. Here are some examples of why going paperless and switching to an online platform can benefit your agency.

  1.  Save Time – Manual processes like filling out paperwork can take less than half the time switching to an automated system, instead you can focus on your caregivers performance and your clients satisfaction.
  2. Electronic Forms and Paperwork – MEDsys being an EMR can turn any forms electronic, because it is stored in the cloud you can access it whenever, wherever, on any device. Have a pesky piece of paper lying around? Scan it and upload it into the system and you will wont have to worry about misplacing it.
  3. No More Time Sheets – MEDsys EVV/MVV makes clocking in and out effortless and takes less than a minute. Caregivers will not need to take the time to drop off their timesheets or sending them into the office. They can clock in/out conveniently  via landline or mobile app. Their attendance including tasks performed will be collected and synced into the system automatically.
  4.  Billing and Payroll – Completed schedules go right into scheduling and billing, a step that takes takes minutes into seconds turning it into a streamline solution.
  5. Save paper = Save money – The average amount of office supplies such as paperwork can cost a business over $1,000 per employee. By going digital, not only are you helping the environment, you can also help save yourself  thousands of dollars a year.

Preparing for EVV (Part 1) – How To Choose Your EVV Vendor

With the mandate deadline less than a year from now, agencies that are located in “Provider Choice” or “Open” model states and provide medicaid services are required to select and implement an EVV vendor by January 2020.
Finding a vendor with these key items will help bring long term success to your agency while complying with the federal mandate:
Not all EVV systems are web-based (cloud-based). A web-based system will allow more flexibility to access and you do not need to install anything, all you need is a web browser. With web-based software, all your data is centralized and accessible anytime, anywhere, and on any smart device. Web-based is a safer alternative. Traditional systems have everything stored on one device which is not secure and can not be updated and backed-up daily.
While using a web-based system is more secure than a traditional system, you want to choose a system that has been certified in securing data and information. HITRUST certification ensures the appropriate information protection requirements are met when sensitive information is accessed or stored in a cloud environment.
If you have not chosen a system yet, choosing one with a dedicated training staff can make the process easier and can help cater to what your agency needs during the transition. Choosing a vendor that provides different training options gives your staff flexibility to learn in different environments such as webinars, online video training, or onsite training. You should also choose a vendor with friendly, and knowledgeable customer support that can assist quickly and efficiently. Customer Support should also provide different channels of communication such as a call center, online help desk, and live chat.
Most software companies do not understand home care and do not tailor their system to each agencies unique structure as not all agencies work the same. Finding a vendor who has a Home Care background and experience will give you more of a competitive advantage and provide growth and success for your agency.

Your EVV vendor should be able integrate with other software that your agency utilizes. If you use a management software or any third party systems, it is important to keep in mind that the vendor you choose should integrate with those systems. If your state is using the “Open Model” your vendor should be able to integrate with the state data aggregator.

There are three different EVV technology options for different Home Care environments. First being Landline EVV also known as Telephony, where a caregiver clocks in and out via the clients home phone. Second option is a Mobile App, where the caregiver can access via their smart phone on a downloadable app where they can clock in, clock out and record tasks, signatures, and more. Third option is an Alternate Device, which MEDsys refers to as a “Token”, where a small device is fixed in the clients home. A button is pressed during a clock in and clock out and generates a unique code that coordinates within the time the button was pressed to validate the visit. The Alternate Device is used when there is limited or no connectivity. Check with your vendor to see if they offer different technology options for your caregivers and clients devices.

Introducing Next Generation Mobile Visit Verification App

MEDsys Software Solutions releases its next generation Mobile Visit Verification (MVV) for the Home Care industry. MVV is an extension of the MEDsys VinCENT Electronic Visit Verification (EVV) which is utilized by home care agencies across all 50 states. Providing options such as Landline, Token, and access to mobile browser has allowed us to upgrade to an even more user-friendly, mobile app interface.
The MEDsys MVV App is free to download for any smart device, caregivers will be able to clock in with their credentials and start their visit right away. MVV functions Online and Offline Modes, for environments where internet service is not available. Offline mode allows caregivers to enter in tasks, clock in and out until Wi-Fi is available then will auto sync.  MEDsys is completely web-based and utilizes MVV to allow caregivers to verify visits and tasks, and document notes utilize interactive forms. Signatures can also be captured.
MEDsys is HIPAA Compliant and HITRUST certified, confirming all data is secure within the system. GPS will only be enabled during the duration of the visit (after the clock in and before the clock out) to confirm the caregiver is with the client. MVV offers a Message Center (Live Chat) with staff, where you can communicate in real-time and stay in compliance.
Read the Press Release Here

Communicate With Your Staff and Clients in Real-Time

What makes an agency run smooth is communication between the staff and clients, or the family of the client receiving care. MEDsys Agency Management Software features different channels of communication like Live Chat and Broadcast Messaging options. MEDsys is HITRUST certified making data exchange and communication in the system more private and secure than standard text messaging and emailing.
Live Chat – Designed similarly to Facebook Messenger, MEDsys Live chat can be used to communicate in real-time with field staff before, during, or after a visit. The client or clients family also has access to live chat through the client/family portal.  This is a quicker and more efficient way of communication and is secure in the system. Permissions are also available to authorize who can message specific users
Broadcast Messaging –  Broadcast messaging is where an admin can send out a message to everyone in a particular group set like for example, Staff Only, Clients Only, and System Users Only. This saves time on picking up the phone or sending emails one by one. This is useful for emergencies and when you need to communicate to a specific group all at once.

To find out more about Real-Time Communication and see how they are used in our MEDsys Software System, click here