Choosing the Right Documentation Quality Assurance Partner

April 25, 2023 Monika De Veas

Effective documentation quality assurance (QA) is essential for any home health agency that depends on the precise and comprehensive documentation of in-home patient visits.

The accuracy of your visit notes can significantly impact the efficiency and effectiveness of your operations, as well as your reputation among customers and stakeholders.

Therefore, it is imperative to select the appropriate quality assurance company that can ensure your adherence to quality standards and enhance your overall performance.

Here are some steps to consider when selecting the right company:

Define your requirements

The first step in choosing the right QA service provider is to define your specific needs and requirements for the process. This includes:

identifying the types of visits that will be reviewed,
the quality standards that need to be met,
the kind of feedback and reporting that you require.

Whether you need visit notes review, OASIS review and coding, or admissions paperwork audits, defining your requirements will help you narrow down your search and find a company that can meet your specific needs.

2. Research potential companies

Once you have defined your requirements, you can start researching potential companies that provide documentation review services.

Look for companies that have years of experience in your industry and that specialize in the types of visits you want reviewed. Read reviews, testimonials, or ask the company for references to get an idea of their quality of service and customer satisfaction.

3. Check their expertise

Look for a company that has a team of experts with experience in the relevant fields.

For example, if you require visit notes reviews look for a company with a team of QA specialists or clinicians who are familiar with the compliance standards and regulations.

This will ensure that your visit notes are reviewed by professionals who understand your specific requirements and challenges.

4. Check for technology and tools

Check if the company is adept at using the same EMR software or system that your agency is using. This will not only make the QA process more efficient and effective, but it also ensures that the QA company understands the specifics of the EMR software or system in order to maximize utilization of its functionality and suggest user experience improvements.

If the QA company is not familiar with the EMR software, they may miss important details or overlook errors. This could result in a less effective visit note review and potentially lead to issues with patient care, compliance, or other important aspects of your agency's operations.

While there may be some variations in format, user interface, and additional features, most EMR software share common concepts, standards, and content. All EMRs include essential components such as a patient chart, a visit schedule, and a "To-Do" list. Fortunately, learning and adapting to EMR systems has become easier over time.

If you are considering partnering with a QA company, it is important to confirm their willingness to assess your EMR system. You should also inquire about the timeframe for familiarizing their staff with your software. By doing so, you can ensure that the QA company has the necessary skills and expertise to assess your EMR system effectively.

5. Consider cost and turnaround time

Compare the cost and turnaround time of different companies. Look for a company that offers competitive pricing, while still delivering high-quality services within the required time frame.

Evaluate the volume of documents you need reviewed. Providers offer their services in varied pricing models. Some providers have tiered flat monthly rates corresponding to your patient census, some allow you to pay per note or by productivity. Knowing the amount of work you need to be done will help you in finding the right pricing structure.

Remember that the cost and turnaround time should not be the only factors that you consider. The quality of review, the expertise of the team, and reliable customer support are also important factors that can affect the overall value that you get from the quality assurance process.

6. Evaluate their communication and customer service

Look for a company that values good communication and customer service. Check if they have a dedicated team that is responsive to your queries and concerns.

A good quality assurance company should be able to provide you with regular updates and feedback, as well as address any issues or questions that you may have in a timely and professional manner.

7. Schedule a consultation

Finally, schedule a consultation with the company to discuss your requirements and get a better understanding of their approach and services.

This will give you an opportunity to assess their expertise and determine whether they are a good fit for your business. A good quality assurance company should be able to provide you with a customized solution that meets your specific needs and requirements, without compromising its standards and integrity.

FINAL THOUGHTS
Choosing the right quality assurance company is an important decision that can have a significant impact on the quality of your documentation compliance process and the overall performance of your business.

By following these steps and taking the time to research and evaluate potential companies, you can find a partner that can help you meet your quality standards, improve your operations, and achieve your business goals.

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