REVIEWER: Dr. Christopher Meckel, partner and board-certified joint replacement surgeon

BACKGROUND: Monterey Spine and Joint, a multi-disciplinary center specializing in the treatment of all joint, spine and brain ailments, is required to interface with an expanding network of healthcare providers, partners, administrators and claims processors, and in doing so is required to provide patient privacy, data security and HIPAA compliance.

PLATFORMS: The WebLOQ Private Email is integrated into our Microsoft Exchange Server and leveraged within our staff’s Microsoft Outlook accounts. Medical records and patient information is securely transferred as .PDF or .JPG files via private email. The private WebLOQ emails, attachments and compliance reports can be saved to/from our Electronic Medical Records system, GE Centricity, to ensure a complete patient medical record and information transmission report is stored electronically. We don’t use any paper records in our practice.

PROBLEM SOLVED: Similar to other businesses that require secure, private and compliant transfer of client and patient data, Monterey Spine and Joint sought an efficient solution that could meet compliance, improve business process efficiency, reduce paper waste and cut down on redundant phone calls and faxes. In its search to streamline the critical Protected Health Information (PHI) process, Monterey Spine and Joint sought a solution that would reduce administrative overhead by allowing secure and HIPAA-compliant transactions, while also being simple, affordable and easy to use.

PRODUCT FUNCTIONALITY: It seems so simple – but the problem that WebLOQ is solving for us is real and providing cost savings and a huge improvement in efficiencies to our practice and the way in which we interact with companies within our network. The problems and delays with failed faxes and expensive couriers are now no longer a concern. As more clinics and partners adopt WebLOQ we can expect to see greater efficiencies and HIPAA compliance throughout the network. We can also be sure that our electronic communications exchanges are free of malware and prevent possible data-loss, cyber-threats, phishing and SPAM.

STRENGTHS: Using WebLOQ Private Email has provided some major benefits. First, the efficiency gains for the transferring the immense amount of paperwork and medical records that plague our industry must be stressed. Before WebLOQ, we relied upon couriers and faxes to send patient information and medical records between providers, partners, administrators and claims processors. Couriers were costly and took time. Faxes required phone calls to confirm receipt and commonly re-faxing of the same materials. Now with WebLOQ we have a secure and reliable communications channel that ensures vital and private information is efficiently shared with the multiple organizations.

WEAKNESSES: One of the weaknesses is that the people you want to communicate with have to be a part of our email network or have adopted the WebLOQ Private EMail to send and receive private email. Signing-up is easy, but it can be challenging to explain to people why they need a private email account. Once they try it and see how simple and integrated it is, it becomes clear why private email is a solution.

SELECTION CRITERIA: The fax machine is the most pervasive communication device in healthcare today. Monterey Spine and Joint considered a lot of other solutions in an effort to find a viable alternative that is secure, compliant and efficient than faxing. They were all simply too painful and costly to deploy, and required too much technical expertise to use. Monterey Spine and Joint selected WebLOQ because of its ability to create a private communication network where we could conduct business in a way that is totally secure, compliant and private. Integrated into our email, Microsoft Outlook, WebLOQ is unobtrusive and very easy to use and our staff actually embraces it instead of avoiding it like other security technologies that were tried.

DELIVERABLES: By employing WebLOQ, Monterey Spine and Joint and our partner network has overcome the constraints of legacy security solutions and now report significant increases in office efficiencies, much improved patient care, and full HIPAA compliance without the same old security trade-offs and compromises. The WebLOQ compliance reports track the successful delivery and opening of private patient records.

VENDOR SUPPORT: Integrating WebLOQ Private Email into our company’s Microsoft Outlook only took 2-3 hours. Once everyone received their new private email address it required about 5 minutes of training to explain how the private email system works. Any questions that we have had are quickly answered by the WebLOQ team.

DOCUMENTATION: WebLOQ is integrated right into our Microsoft Outlook email so it is very easy to use. All it takes to send a private email is: type an email, attach the necessary files and then select the recipients private email addresses and click on your own, “Private email account” for sending. It is so simply but gives us the confidence and security that our files are being compliantly sent and they are being received by the intended recipient.

WebLOQ Private Email

WebLOQ

2801 Salinas Highway, Suite H

Monterey, CA 93940

831-372-2600   


www.webloq.com

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