Operating a care home in Oregon means paying close attention to state regulations, especially the Oregon Administrative Rules (OARs). Synkwise helps you stay compliant, particularly with electronic record-keeping and documentation. This guide walks you through key regulations from OAR 411-050-0755 and shows how Synkwise supports your compliance.
Understanding OAR 411-050-0755: Records – Availability
This regulation outlines how to manage, store, and access records. Let’s break down the requirements and how Synkwise ensures compliance.
1. OAR 411-050-0755(4)(a): Printing Records
“(4)(a): Electronic records may be used if the system complies with these rules. The system must be able to print records upon request by the Department.”
How Synkwise Helps:
✅ Synkwise allows caregivers to easily print records on demand. You can also share records via email or fax, simplifying the process during inspections or audits. This feature is fully integrated, making it quick and simple for caregivers.
2. OAR 411-050-0755(4)(b): Data Backup and Protection
“(4)(b): The system must have a backup system to protect records during power outages or emergencies.”
How Synkwise Helps:
✅ Synkwise stores all data securely on AWS Cloud Services, ensuring safety during system failures. Multiple daily backups protect your records, and caregivers can still access them from mobile devices during outages.
✅ For added safety, Synkwise provides printable documentation templates for use during emergencies or natural disasters, so your care home can continue operating.
3. OAR 411-050-0755(4)(c): Privacy and Confidentiality
“(4)(c): Electronic records must comply with applicable privacy and confidentiality laws.”
How Synkwise Helps:
✅ Synkwise ensures privacy and confidentiality by preventing unauthorized data sharing. Only authorized users can access records, and password protection keeps everything secure, meeting Oregon’s strict confidentiality laws.
4. OAR 411-050-0755(4)(d): Recording Late Entries
“(4)(d): The system must identify any late entries and record the date and time.”
How Synkwise Helps:
✅ Synkwise’s Audit Med Log feature tracks the exact time caregivers administer medications. When they record a medication late, the system flags it, allowing caregivers to add notes explaining the reason for the delay. This helps you stay compliant during audits.
5. OAR 411-050-0755(4)(e): Preventing Entry Alterations
“(4)(e): The system must prevent unauthorized changes to records. Any changes must be logged with the date, time, and reason.”
How Synkwise Helps:
✅ Once records are entered in Synkwise, they are locked to prevent changes. Admins and Providers can make changes, but the system logs the date, time, and reason for the modifications, creating a clear audit trail.
💡 How to View Edit History: Follow these steps:
- Step 1: Locate the note, click the three dots, and select “View History.”
- Step 2: View the changes, including who made them, when, and why.
6. OAR 411-050-0755(4)(f): Password Protection
“(4)(f): The system must be password-protected, with passwords changed at least quarterly. Router passwords should be updated every six months.”
How Synkwise Helps:
✅ Synkwise meets HIPAA standards by requiring quarterly password changes. While we can’t control your router’s settings, we recommend setting reminders in Synkwise to update your router password every six months.
Additional Tools to Improve Your Workflow
Beyond compliance, Synkwise offers several features to help Oregon care homes run smoothly.
Batch Notes for Late Medication Entries
New Feature! Synkwise’s Batch Notes feature lets you apply a single note to multiple late entries at once. This tool simplifies documentation and helps reduce errors. You can quickly apply notes like “Medication Given On Time, But Charted Late” across multiple entries.
Completing Incident Reports in Synkwise
Timely and accurate incident reporting is crucial. Synkwise starts incident reports in Draft mode, allowing you to finalize them once complete. Any post-finalization edits are logged for compliance.
💡 Pro Tip: Use our visual guide to learn how to finalize incident reports in Synkwise.
Emergency Preparedness
Preparing for emergencies is essential in Oregon. Synkwise gives you access to electronic records during outages and provides printable templates. Review our Emergency Planning Guide to keep your care home ready for any situation.
In Conclusion
Complying with Oregon’s Adult Care Home regulations is vital for success. Synkwise provides the tools and features to keep your records secure, accessible, and compliant with OAR 411-050-0755. For assistance, contact our support team at support@synkwise.com or submit a ticket through the Synkwise app.
Thank you for choosing Synkwise as your trusted partner in providing high-quality care.
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