IntelliSoft Group Blog

by Mike Aha

In the beginning was the image file, and the file was stored on the hard drive, and all images were combined into the single file, and all uses accessed the same file.  If a single mistake was made by a user the integrity of the file could be compromised.

Back in version 5 of IntelliCred and IntelliApp, we provided support for storing images in the database.  With this modification, each image file was separate and would not be compromised by an error made inputting another image.

From version 6 forward, all new customer systems were set to use the database storage option.

It was our recommended approach for image management at that time and continues to be so.

Now several years later, we still have some older customers using the legacy Hard-drive Storage option.  This is primarily because we have not pushed them to the database option.

The advantages of storing images in the database are many:

• All image data in one place; One backup of the database will do all important data.
• Ease of data management, as errors in scanning/attaching images can be remedied by correcting only the affected image.
• Improved security to what may be very sensitive data on a common drive.

As we make improvements to the imaging module for the release of version 12, support will end for the old method of storing on the hard drive.  Any customers still using that methodology will be required to migrate their images to the database after version 11.  The program has a migration utility that works quite well and will even identify image files that are out of sync with the data records.  Please contact the support team for assistance. 1-888-634-4464 Option

by Mike Aha

Tracking Expiring Credentials can be critical to any Credentialing organization.  There is a basic workflow for verifications in IntelliCred, as well as some options on the creation of Expiring Verifications.  The key to expiring credential verifications is the verification rule setup in the Facility Painter.  The screen specific rules define the number of days in advance of the data record expiration the expiring verification is created. 

The basic process is as follows: the Primary Source Verification(PSV) is created at data entry of the data record.  Until the PSV is completed, the program assumes the verification is in process and will not create the expiring verification.  (System functionality will remind you to complete outstanding verifications when the expiration date is updated).  Once the PSV is completed, it is available to generate the expiring verification.  Once the data record expiration date is within the expiring days setting from the verification rule, the expiring verification is created; the PSV record is copied and various fields are reset or cleared.  The original PSV is set to not generate another expiring verification.
The expiring verification is then processed normally.  When completed it becomes the next step in the process for creating the next expiring verification.  It is very important that this process is not broken.  A verification deleted or sent to history can cause the next cycle expiring verification to not be created.

Options in the system include (on a screen by screen basis):
- The ability to complete verifications as they are created.  This allows for the creation of expiring verifications without doing the PSV work.
- Verification type created: Creation of the default Exp Cred letter verification, a new PSV verification or both (which might be used to get a copy from the provider while the Credentialing person verifies the status)
- Assignment to a specific user when the exp credential is created.

by Mike Aha

In this age of identity theft, personal data security is an important topic.  HIPPA compliance, and laws like Massachusetts 201 CMR 17.00 require extra care regarding personal identity data including systematic protections of that data from being accessed by unauthorized individuals. 

While the IntelliCred and IntelliApp systems typically do not contain significant patient data, the data of practitioners, particularly Name/SSN combinations can be just as damaging in the wrong hands.  The IntelliSoft Group programs contain a number of security functionalities that can be utilized by customers as part of their system setup.

 Logins:  IntelliSoft recommends that each user in the system have their own login.  Passwords are stored in the database encrypted, and no one, even administrators, has access to those passwords.  There are security settings for passwords to make them ‘Strong’ including minimum length, inclusion of a number in the logon, and prevention of the password from being the same as the login.  There are also settings for password expiration, user lockout after a specified number of attempts, and automatic disablement of a login that has not been used in a specified period of time.  These setting are located in the Security Painter which is accessed from the Administrative utilities. 

 Roles: Each user login is assigned a role which can further define the access of a particular user to certain areas of the program.  Roles are accessed from the Role Painter.

 Credentialing data:  Access to Credentialing Data screens and fields can be controlled via the View and Screen Painters.  Individual screen access can be blocked, and individual fields on a screen can hidden from view, or given read-only access. 

 Timeout: The systems have a timeout setting that will close the program after a set period of idleness.

 SSN: The Social Security Number is a key piece of data, and a number of institutions are starting to remove it from systems other than Human Resources.  In the IntelliSoft program there are settings to hide the SSN and DOB from the search screen, and the ability to have the standard profile not show the SNN.

 If you need help with any of these functionalities check out our online help or contact the support team at support@intellisoftgroup.com. 

Dealing with security can be a pain-in-the -neck, but not as big as the pain created if sensitive data is obtained by the wrong people.

By Mike Aha

Those of you using it know that IntelliBatch can be a timesaver when you are working with a selected group of providers.  But are you aware of all the places in the program this functionality touches?

Printing Correspondence letters.  Add your list of Providers all at once rather than one at a time.

Standard Reports: Running Practitioner Profiles and other Practitioner-selected reports.  Filter any Practitioner report, after it has been run, by a Batch list, by clicking the Practitioner Filter button on the results page.

Action Items: Use Additional Filters from the tool bar, to filter the Actions list to the providers in a Batch.

Search Screen: You can use the Batch buttons to retrieve the providers in your batch list.  You can set the My Batch 1 and the My Batch 2 buttons to batches that you use, and other users can set them to their own batches.  Also from the search screen, you can save the results of a search to an IntelliBatch.  Just right-click on the search results, one of the options is to save as a Batch.

Batch utilities: Some of the Batch update utilities utilize IntelliBatch for selecting providers including Batch Add Insurance, Batch update of Privileges and Batch Recredentialing.  Batch Add Applications also utilizes IntelliBatch.

The Batch Add Address function from the Group Practices Window allows selection of a Batch of practitioners.

In Meeting setup, you can add attendees from a Batch.

IntelliBatch is an incredibly useful tool.  If your not already using it to streamline your workflow, I encourage you to explore its many uses.

If you have any suggestions for additional functionality for IntelliBatch, or if you would be interested in a Webinar, let us know.