Using HIPAA compliant messaging to set up internal alerts for staff

Internal staff alerts are a means for every healthcare worker to remain informed about rapid changes in their environment. While email notifications provide a detailed overview of changes and paging systems are used for immediate alerts, HIPAA compliant text messaging serves as a method for real-time updates that can be accessed with the push of a button. 

The function of setting up internal alerts for staff

Internal staff alerts are automated notifications designed to inform healthcare providers about patient interactions and events like admissions or discharges. The alerts facilitate communication among care teams so that personnel remain aware of patient status changes.  

A JAMIA Open study states that “The basic features of an event notification system include: (1) end-users who subscribe to the service; (2) a defined list of patient events that trigger notifications, such as a hospital admission, discharge, or an emergency department (ED) visit; (3) a list of patients for whom events are monitored; and (4) the technical monitoring and routing components necessary to enable the exchange of information.”

Choosing the right communication method for sharing these alerts goes hand in hand with their effectiveness. Selecting an optimal communication channel ensures that information reaches the intended recipients promptly and minimizes the risk of information overload. 

Setting up internal alerts for staff using HIPAA compliant text messaging

1. Choose a HIPAA compliant text messaging platform like Paubox that offers features like encryption, secure user access, and the ability to sign a business associate agreement (BAA).
2. Develop policies that outline the types of alerts to be communicated by text messaging like the nature of information shared and the appropriate context for using text alerts. 
3. Before sending any alerts, staff should be thoroughly trained on the types of alerts that will be shared and the purpose behind them. 
4. Establish an alert template for common alert types to maintain consistency in communication. 
5. Limit content in alerts sent by text to only the minimum necessary information required for the specific alert. 
6. Before full implementation, testing should be conducted to identify any technical issues before rolling it out organization wide.  
   
   

The types of alerts used for internal alert systems through text messaging

1. Operational alerts
2. Patient status updates
3. Clinical alerts 
4. Appointment reminders 
5. Training and compliance updates 
6. Staff scheduling and administrative updates
   
   

Why organizations should promote staff involvement

When staff feel that their input is valued, they are more likely to actively participate in the communication process. Through active involvement, alert systems can be created in a way that remains engaging and relevant to the actual on the ground needs of healthcare workers. Staff from various departments can be included in the planning stages through forms sent by HIPAA compliant email at each stage. This way staff can provide feedback throughout development in a quick easy format. The use of email also creates a feedback loop that can be used to continuously discuss issues with the system once it is implemented. 

FAQs

What are the risks of using noncompliant text messaging platforms? 

Noncompliant platforms expose communications containing PHI to unauthorized access which results in a HIPAA violation.  

What are the benefits of linking pager systems to text messaging alert systems? 

Linking pager systems to text messaging alert systems improves communication efficiency by providing real time updates and reduces response times. 

How can alert systems be used for patient engagement?

Alert systems can benefit patient engagement by sending timely reminders for appointments, medication adherence notifications, and personalized follow up messages after visits.