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Jordan River Family Medicine Passes Stage II Meaningful Use Audit

By: Paige Fieldsted, Sr. Communications Specialist, HealthInsight Utah

When Jordan River Family Medicine was selected for a Stage II Meaningful Use audit it was overwhelming and intimidating.

Janice Allred, clinic manager, said they were notified by the Centers for Medicare & Medicaid via email about that two of the clinics five providers were being audited and said they didn’t provide a lot of direction.

“We just got an email that said, ‘You’ve been chosen,’ and that incentive payments were being withheld until the audit was complete and we passed,” Allred said.

Allred said the email included a list of documents and reports the clinic needed to provide as part of the audit and were given a month to submit all the required pieces. Allred said although the clinic has been doing Meaningful use for four years it wasn’t clear what the auditor was asking for. Allred enlisted the help of Ryan Brown, HealthInsight project manager, to help the clinic get through the audit process.

“He reassured me that we had just passed Stage II Meaningful use, we just needed to show proof,” Allred said. “The process is intimidating, even though you know you’ve passed. The toughest part is the translation, figuring out what they are really looking for.”

Allred said Brown walked her through the whole audit process, directing her to secure documentation from partner clinics and the State, as well as and helping her pull the right reports to prepare for final submission.

Jordan River Family Medicine recently received notification that they passed the audit, after several months of waiting. Allred said she’s relieved they passed and said she couldn’t have done it without Brown’s help.

“He held my hand and told me exactly what reports they were looking for,” Allred said. “The wording was confusing and I was so afraid of making a mistake. I don’t think I could have comfortably done it by myself without a lot more stress. I don’t think we would have been successful without Ryan’s help.”

Allred said for other clinics that are going through the audit process or who might be audited in the future, get help.

“Don’t do it alone, get help,” Allred said. “It is impossible to be an expert on everything, so get help from someone who is.”

Brown also shared a few tips for preparing and submitting an audit. Brown said make sure to provide all documentation in a way that is organized such that the auditor is not searching elements; starting with a standard naming convention for the documents. Brown said some clinics provide far too much documentation with these audits.

“More is not more when it comes to an audit,” Brown said. “Send only what they are requesting, and no more. And keep the lines of communication open between your clinic and the auditing party as you will have questions.”

If you are being audited for Meaningful Use and need help, contact your HealthInsight facilitator or call our main office (801-892-0155).