DataArk User Tips & Tricks: August 2024

Frequently Asked Questions: You Asked, We Answered!

From reporting to project management, our experts share practical and actionable insights to help you navigate DataArk more effectively.

1. What is the difference between an ‘Active’ and a ‘Static’ DataArk system?

Managing the lifecycle of healthcare data is crucial as your organization grows. An Active Archive allows for ongoing access to and management of your data, typically used during the initial years when receivables are being worked down and audits are still active. In contrast, a Static Archive preserves data with minimal functionality once it’s no longer actively needed but still must be retained for compliance and reference. DataArk provides both Active and Static modules, ensuring your data is managed effectively throughout its lifecycle. Below is an overview of the differences between both within our Financial and Practice Management modules.

Most providers choose to utilize the ‘Active Archive’ module for about a three-year period while they are working down their receivables, collecting and posting bad debt payments, and responding to RAC audits. After this period, when a provider has either collected most of their outstanding reimbursement on their AR and/or Bad Debt inventory and has minimal RAC audit activity, they can choose to reduce the Patient Accounting functionality and associated support to a ‘Static’ mode.

‘Static’ includes Storage and End-User Graphical User Interface (GUI) access to:

• Patient and guarantor demographics
• Account & billing summary data
• Account charge, payment, adjustment, and refund transactional detail
• Insurance coverage and balance detail
• Coding abstract data
• Associated physician detail
• Account notes detail
• Medicare questionnaire data
• DataArk user access audit record tracking
• Custom patient accounting Fields from client legacy system (as needed)

‘Static’ End-User Functionality Includes:

• View and add notes to legacy records
• Produce itemized statement from legacy detail
• Produce claim (i.e., UB or 1500) detail from legacy data
• Run analytical reports on transaction history and/or abstract related trend data

‘Active’ includes all features listed in ‘Static’ version plus the following:

• Posting of payment, adjustment, and refund transactions to account records
• Maintenance of General Ledger starting and ending balances with supporting detail
• Ability to transfer balances between insurance plans and maintain updated account level
• Insurance and patient level balances
• Update insurance Information to produce revised claims
• Modify charge transactions in response to audits (i.e., RAC audits)
• Incrementally age accounts based on service or bill dates
• Provide needed interface files for outside AR or collection agencies
• Monitor all interface files being generated or received
• Utilize automated routines to apply batch write-offs, agency assignment changes, etc.

‘Active’ reporting capability:

• Batch posting reporting
• General Ledger journal entry summary and detail reporting
• Active inventory summary and detail reporting
• Make use of additional optional interfaces (i.e., 835 Posting, 837 generation, decision support Files, etc.)

Note: Optional interfaces may also be utilized with the above ’Active Archive’ Patient Accounting/Practice Management module.

2. What retention policies do we follow and recommend clients adhere to for compliance?

MediQuant Record Retention Policy

Medical Records

MediQuant recommends evaluating and including archived medical record data as part of the legal medical record definition based on existing organizational data retention policies in order to comply with state and federal guidelines. Please reference the state and federal requirements below:

• Retention Requirements by State
• Federal/CMS Requirements
• ONC Cures Act
• Organizational: Consider all use cases for medical records: research and analytics, audits, continuity of care, recoupments, release of information, and compliance with regulations such as the 21st Century Cures Act. As organizational retention policies change, archived records must be considered with and by HIM and legal resources.

In cases where the federal standard requires a more stringent standard than local and/or state law, MediQuant recommends deferring to the federal requirement.

Business Records

MediQuant recommends evaluating and including archived data based on existing organizational data retention policies in order to comply with state and federal guidelines. Please reference the state and federal requirements below:

• Employee Retention Requirements by State
• Federal:
  – Equal Opportunity Employment Commission (EOEC)
  – Acquisitions through Federal Funding
  – SEC Retention of Records Relevant to Audit and Review
  – Internal Revenue Service (IRS)
• Organizational: Consider all use cases for business records: research and analytics, audits, recoupments, and employment history.

In cases where the federal standard requires a more stringent standard than local and/or state law, MediQuant recommends deferring to the federal requirement.

Historical Medical Record Definition

The historical medical record is a longitudinal account of a patient’s legal medical record across the continuum of care that complies with federal, state, local, and organizational retention requirements. It also aligns with HIPAA patient privacy laws and information blocking policies as detailed in the 21st Century CURES Act. It contains data required to support all USCDI versions, EHI and the designated record set.

Preservation of the historical medical record in an accessible electronic format is vital for continuity of care, legal compliance, and population health initiatives.

In cases where the federal standard requires a more stringent standard than local and/or state law, MediQuant recommends deferring to the federal requirement.

Have a Question about DataArk?

Email us here.