Maintaining a compliant private practice protects your patients, your license, and your ability to continue delivering insurance-based care. Fay takes its compliance practices seriously and asks that providers on its platform do the same. While providers are ultimately responsible for ensuring their own compliance with applicable laws, licensure requirements, and professional standards, this course outlines certain compliance-related tips for delivering care on Fay.
Below is a checklist of certain action items to help ensure you deliver care in a compliant manner on the Fay platform. We dive into each of these topics in depth in the subsequent sections!
✅ Confirm your patient is physically located in one of the states listed on your Fay profile at the time of the appointment. For telehealth visits, confirm the patient consents to receive care via telehealth. Check the box under “Appointment details” ****in your chart note to acknowledge that you have confirmed the site of service.
✅ Conduct the appointment in a HIPAA-compliant location.
✅ If using the chart note scribe, confirm the patient’s consent to record the appointment.
✅ Confirm appointment start and end times accurately reflect direct patient care.
✅ Review the chart note for accuracy and completeness, especially if using the chart note scribe. Please remember the chart note scribe is a tool to support your documentation, but it does not replace your review and clinical judgement.
✅ Complete and sign your chart note within 24 hours of the appointment end time.
Fay’s Zoom integration should be the primary platform for conducting all patient appointments on Fay. In addition to providing a HIPAA-compliant and secure experience, the integration automatically captures session timestamps, creating a reliable record of appointment duration without any extra work on your end.
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Insurance reimburses for direct, live, one-on-one patient care only. Time spent charting, messaging patients, or on administrative tasks must be completed outside of appointment time. This is a legal and compliance requirement.
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In cases where Zoom is unavailable, a phone call may be used as a short-term alternative. If an appointment takes place outside of Fay's Zoom integration, providers are responsible for manually entering and attesting to the appointment start and end times in the chart note. Providers are also responsible for maintaining adequate records to substantiate the time billed - in the event a payor requests verification of services for audit or compliance purposes, we will need to share session logs or other documentation to verify the care provided. Acceptable records include platform-generated session logs, call logs, or any other evidence demonstrating the duration of the patient encounter.
Fay’s system is designed to match you with patients in states where you’re permitted to deliver care based on licensure requirements in tandem with the patients location. To support compliant care, especially during periods of increased travel, please continue to confirm patient location: