Family planners gear up for Y2K challenge
When the clock strikes midnight on Dec. 31, 1999, administrators will hope they have everything in place to keep mission-critical computer programs running into Jan. 1, 2000. An informal survey by Contraceptive Technology Update shows that agencies are preparing for year 2000 (Y2K) computer problems. The extra funds to update computer hardware and software, plus the added expense of personnel time to track Y2K compliance issues, has put another burden on already-strained budgets, family planners report.
"It will be very costly, and we will get it done, but we might not be able to do some other things," says Carol Mitchell, ARNP, executive director of Southern Iowa Family Planning Clinic in Ottum wa. For example, Mitchell had planned for one of the independent not-for-profit agency’s nurse practitioners to attend a training course in hopes of instituting colposcopy services. But faced with estimates of $4,000 to $6,000 to replace two noncompliant computers, Mitchell says such plans will have to wait.
Tapestry Health Care in Northampton, MA, is a not-for-profit organization providing comprehensive health services, education, outreach, and advocacy in five western Massachusetts counties. It is facing similar decisions, says Alison Jones, chief operations officer. "We will complete the project because we have to, but, as is usually the case, money that could have gone to direct services will be directed to this project."
Many computers use two digits to record the year. If no action is taken, these computers will recognize "00" as 1900 rather than 2000 when Jan. 1 arrives. A survey of 15,000 companies in 87 countries presented at a July 1998 U.S. Senate hearing shows the health care industry remains far behind others in efforts to handle the problems. Y2K woes can affect direct patient care in a variety of ways, from electronic chips embedded in medical devices to computerized programs recording prescription expiration dates. Computerized scheduling may be affected, as may claims processing for payment from Medicare, Medicaid, private insurance companies, and managed care organizations. Even the functioning capabilities of telephone systems, office security systems, electrical systems, and elevators could be affected by computer chips relying on two-digit date recording.
The Medical and Health Research Association of New York City, which works with more than 50 sites in the city’s five boroughs, has a Y2K plan covering all program activities and the central office, says Ellen Rautenberg, president and chief executive officer. The plan involves testing hardware and software and getting assurances from vendors in accounting software, payroll processing company, and banks. Major problems are anticipated in the association’s voicemail system (which is known to be noncompliant), "homegrown" software used in a variety of research projects, and physical plant problems in the buildings where space is rented, she says.
The Family Planning Council of Iowa in Des Moines has nine delegate agencies with 31 clinic sites. Physical plant problems are a "very real issue," says executive director Jodi Tomlonovic, MPA. The council is working on resolving such compliance issues.
Areas of concern for the California Family Health Council in Los Angeles include data, billing, point of service eligibility, and enrollment into the California Family Planning Program, says Margie Fites Seigle, council chief executive officer. The council, which administers federal and state monies for some 90 clinic sites in Los Angeles County, has devoted considerable resources to reconfigure its workstations for Y2K compliance.
A host of Internet Web sites offer insight on the Y2K issue in health care. (See resources, p. 57. Also, see box at right.) The American College of Obstetricians and Gynecologists (ACOG) also offers information and support, says James Scroggs, who is coordinating Y2K efforts for the society’s department of practice management. Both he and Susanna Jones Esq., of ACOG’s department of professional liability, are available to answer member physicians’ Y2K questions.
The Health Care Financing Administration has made the Y2K initiative its No. 1 priority and is committed to making sure that its date-sensitive systems and those of its business partners are ready to verify eligibility, enrollment, coverage, and payments. The agency is posting updates on its Web site to keep providers informed.
Resources
Members of the American College of Obstetricians and Gynecologists (ACOG) needing information on how Y2K may affect their practices may contact:
• James Scroggs, ACOG Department of Practice Management, 409 12th St. S.W., P.O. Box 96920, Washington, DC 20090-6920. Telephone: (202) 863-2447. Fax (202) 484-7480. E-mail: [email protected]. Web: www.acog.org; click on "Practice Manage ment," then "Year 2000 — Are You Ready?"
Helpful Web sites on the subject include these:
• www.cdc.gov/y2k — Centers for Disease Control and Prevention.
• www.aha.org/y2k — American Hospital Association; requires AHA password.
• www.y2k.gov — U.S. government site with links to government agencies and private organizations.
• www.ama-assn.org/not-mo/y2k — American Medical Association.
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