Dental Office Fraud Protection Checklist

Fraud Protection

To ensure you have controls in place to protect your organization, use this checklist to assist with your periodic fraud prevention procedures review.

Review and update internal procedures and controls

  • Train personnel on fraud prevention best practices
  • Establish dual control procedures for ACH, remote deposit capture and wires
  • Review employee access privileges and limit administrative rights on company computers • Establish clear division of duties within accounting departments
    • Separate account receivables and account payables functions and processes
  •  Only provide employees with access to financial data if there’s a business need
  • Conduct surprise audits to ensure appropriate procedures are being followed
  • Preauthorize high dollar value checks before the checks are written
  • Do not sign checks without the recipient and amount information completed
  • Verify out-of-pattern payment instructions from internal employees
  • Validate all payment requests from customers and company personnel, including senior officials
  • Validate requests from vendors to change payment instructions; don’t simply reply to email
  • Review transactions before they leave the company
  • Review and update bank signature cards routinely
  • Remove executive signatures from your annual report to prevent illegal scanning and use

Ensure online fraud protection

  • Keep workstations current with security updates
    • Confirm all anti-virus software is up to date
    • Respond to software and security update alerts promptly
    • Ensure protection on all computers and schedule routine updates
  • Apply operating system updates promptly; beware of download requests from pop-ups or advertisement
  • Avoid using email to send confidential information; truncate all but last four digits of account numbers
  • Prevent malware infection
    • Use caution when downloading applications or documents, installing software and opening email attachments
  • Limit Internet use on computers used for online banking activities
  • Limit personal email and Web surfing access on computers used for monetary transactions
  • Use dual authorization for adding users and changing user profiles
  • Require use of security tokens, with strong authentication, for payment applications
  • Use dual authorization when initiating ACH or wire payments
  • Establish separate controls for your business online banking application
    • Use one computer to create online payments and a different computer for secondary approvals
  • • Monitor account balances and activity daily
    Report any suspicious activity immediately to your bank
  • Consider the use of an anti-malware application, as well as a firewall
  • Schedule updates frequently
  • Check your operating system on a regular basis
  • Install all the latest patches and updates
  • Activate all the notification features available in the bank’s online banking application
    • Ensure proactive notification to all users of any suspicious activity
  • Ensure users of financial applications are familiar with system screens and functionality, so suspicious screens are easier to spot and reported quickly to the bank
  • Ensure user access and entitlements are up to date and accurate

Evaluate your paper check supply

  • Select a highly qualified, established check vendor
  • Use one style of checks for each account for easy recognition
  • Incorporate security features into check design
  • Monitor check orders to ensure receipt of exact quantity
  • Store blank checks and check printing equipment securely
  • Limit the working supply of checks removed from the secure area

Leverage U.S. Bank fraud prevention solutions

For SinglePoint® online access

  • Utilize IBM® Security Trusteer RapportTM to detect and eliminate malware

Receive payment service alerts by email, text or fax: SinglePoint External Messaging

For paper check disbursements

  • Review exceptions daily and make payment decisions: SinglePoint Positive Pay
  • Review payee exceptions daily, make payment decisions: SinglePoint Positive Pay – Payee Option
  • Check images online and eliminate need for storing cancelled paper checks: SinglePoint Image Access and SinglePoint Image File Delivery
  • Reconcile accounts daily or monthly: U.S. Bank Account Reconciliation (ARP)
  • Consider outsourcing check processing to eliminate the storage of check supplies: SinglePoint Check Payables

For deposit-only accounts

  • Place blocks on accounts to prevent unauthorized debits: U.S. Bank Check Filter Service
  • Reconcile deposits weekly or monthly: U.S. Bank Deposit Reconciliation Service

For ACH transactions

  • Ensure dual authorization is required: SinglePoint ACH Origination
    • Ensure initiators and approvers use different workstations
    • Alert secondary authorizers to practice a high degree of vigilance in their final review and approval of all outbound monetary transfers
    • Set appropriate transaction limits for each initiator and approver of monetary transfers
  • Review exceptions online: SinglePoint ACH Positive Pay
  • Track the status of ACH Positive Pay authorizations in the ACH Filter Rejected Item report and
  • ACH Filter Authorizations report: SinglePoint Information Reporting
  • Utilize debit blocks to prevent all ACH originators from debiting your account: U.S. Bank ACH Block and U.S. Bank Business Check Block Services
  • Utilize debit filters to control access to your account by customer ID and dollar amounts: U.S. Bank ACH Filter

For wire transfers

  • Ensure dual authorization is required, especially for non-repetitive transfers: SinglePoint Wire Transfer

For regular review of your account information

  • Review your accounts online, at any time: SinglePoint Information Reporting

 

Posted via Jennifer Maschke, US Bank, Vice President, Business Banking Officer

usbankU.S. Bank and SinglePoint are registered trademarks of U.S. Bank National Association. IBM® and Trusteer RapportTM are registered trademarks of the International Business Machines Corporation registered in many jurisdictions worldwide.

U.S. Bank makes no warranty of any kind as to the effectiveness of the Trusteer Rapport software. U.S. Bank is not responsible for and does not guarantee the products, services, or performance of third parties.

© 2015 U.S. Bank. Member FDIC. U.S. Bank National Association. Member FDIC. (12/15) MMWR-80647

U.S. Bank is committed to helping you meet your treasury management needs including fraud prevention. To learn more, contact your U.S. Bank Relationship Manager or Treasury Management Consultant. To find a consultant near you, email a request to TreasuryManagementSolutions@usbank.com.

How U.S. Bank Collects & Safeguards Your Information

From The Shield: A security newsletter for businessesSpring 2016

Since the events of September 11, 2001, banks and regulators are more focused on limiting the potential for financing terrorist and drug-related activities through our financial system. As a result, banks have increased their efforts to prevent money laundering and terrorist financing, and to comply with anti-money laundering (AML) regulations. These efforts are, in turn, a driving factor in determining which information is currently required from customers in order to process their transactions.

In August 2014, the U.S. government issued an Advanced Notice of Proposed Rulemaking entitled “Customer Due Diligence Requirements for Financial Institutions.” When final, the rule will require banks to verify the identities of “beneficial owners” of most legal entity customers, including corporations, LLCs, partnerships, unincorporated non-profits and statutory trusts. “Beneficial owner” is defined as “the natural person(s) who ultimately owns or controls a customer and/or the person on whose behalf a transaction is being conducted.” Beneficial owner also pertains to an individual with an ultimate ownership stake of 25% or more of the equity interest, and an individual who exercises significant authority to control the legal entity customer’s affairs.

As a result of the enhanced due diligence requirements, U.S. Bank may request the following information and documentation from beneficial owners and authorized signers of new and existing legal entity customers:

  • comp_1_logo-usbank-siteheaderFull legal name
  • Date of birth
  • Current residential address
  • Social Security number or other government-issued ID number for non-U.S. citizens

U.S. Bank, in some instances, may also request documentary evidence (e.g., driver’s license) to verify the information provided.

Information collected from beneficial owners or authorized signers is not shared outside of U.S. Bank, its subsidiaries or affiliates. Sharing this data within the bank only occurs for purposes of complying with anti-money laundering laws and regulations. Access to collected information is limited to users on a need-to-know basis.

U.S. Bank ranked first in the Ponemon Institute 2015 “Privacy Trust Study for Retail Banking” and has ranked first for the past nine years. We have a legal and ethical responsibility to ensure information is secure and accurately maintained. U.S. Bank is committed to protecting the confidentiality, integrity, availability and privacy of our customers’ data. Our reputation rests, in part, upon securely maintaining our customers’ information assets.

Other News In the 2016 Spring issue:

Find out more about practice financing options from Jennifer Maschke, NDA member.

Address Wealth Planning Needs & Other Risks

The best financial advisors try to accomplish goals with the fewest moving parts at the lowest costs.

Aurochs Financial Group Success Principle

As we manage YOUR plan, we also coordinate your team of specialists as needed, including tax, insurance, estate, and legal team members.

The outcome: You gain the advantage of having a team of experienced professionals at your disposal while avoiding the headaches of spending time trying to manage the process.

Risk management is key – creating the right holistic strategy for your situation, reviewing the types of insurance you have currently, and making changes to fit your goals and needs – are all key factors. Considerations include life, health and disability, and long term care insurance.

Are you ready to create a plan for living the life you’ve always dreamed about?

Contact us today to schedule your complimentary discovery meeting.

Your Guide to Financial Independence Rick Epple, CFP®

 

Originally posted.

Enjoy The Arboretum & Earn CE Credits

Hot Topics In Dentistry • Thursday, May 12, 5:30-8:50PM

What better way to earn two fundamental Dental Credits & two Practice Management Credits while enjoying this beautiful setting?

The Minnesota Landscape Arboretum is available to explore before and during the continuing education event.

Bring your spouse, or partner!

Beer, Wine and Appetizers included!

Anxiety! When to Sedate?

PATIENTS! Are they getting your message?

The Modern Office: What does it look like?

Dental Jaw Strain: Speed-to-Treat

Find Out More or BUY TICKETS via: brownpapertickets.com.

Hot Topics in Dentistry: NDA Seminar!

Northwest Dentistry Ad: Seminar May 12, 2016 Minnesota

This event presents FOUR different Hot Topics in Dentistry in both the clinical practice and practice management! The event is co-sponsored by the Northern Dental Alliance and the Minnesota Head and Neck Pain Clinic. Beverages and appetizers are included in your registration.

Bring your spouses, families, and partners! The Minnesota Landscape Arboretum is a beautiful setting and available to explore during and after the continuing education event.

To purchase tickets: visit this link @ brownpapertickets.com

This evening course features four lecture topics:

Sedation–Your Answer to Practice Growth?

David A. Linde, D.D.S.
Minnesota Transitions

PATIENTS! Are they getting your message?

Travis Heimbuch
POS Professional Office Services
Gayle Christensen
Christensen Consulting

The Modern Office: What does it look like?

Jennifer Maschke
U.S. Bank
Richard Etshokin
Heritage Construction
Jane Jacobwith
Sunset Dental

Jaw Strain: Speed-to-Treat

James Fricton, D.D.S.
Minnesota Head and Neck Pain Clinic

Two Fundamental Dental Continuing Education Credits and Two Practice Management Credits are available.  

Northern Dental Alliance is a group of independent dental advisers who assist dentists in building their practices, improving their skills, enhancing their financial success, and securing their retirement. Each member joined this informal alliance to learn from the other and better serve our dental clients. Services include:  New Office Construction, Remodeling  Real Estate & Equipment Financing; Office Safety & Compliance Training; Laboratory & CE  Dentist Wealth Management; Practice Transitions & Legal; Team Building & Consulting; Past Due Collections; Dental Refining & Refiner; Dental Staffing & Employment; Patient Marketing & Communication; Technology Services, Sales & Support.

The Minnesota Head and Neck Pain Clinic offers a unique philosophy of care that features a multispecialty and interdisciplinary approach to the diagnosis and management of patients with TMJ disorders, orofacial pain, neck and back pain, and the persistent, excruciating pain associated with headaches. A dedicated team of healthcare professionals from the fields of medicine, dentistry, psychology, and physical therapy develop individualized treatment programs for each of our patients.

Regulatory Agencies – Who Must We Comply With?

Most dental offices know about OSHA. Some are even aware that Minnesota has their own state plan. After that it tends to get foggy. Unfortunately if a dental office only half pays attention to OSHA they may not be compliant with them as well as several other agencies.

Besides Federal (OSHA, EPA, FDA and DOT) there are several Minnesota agencies we need to be familiar with and know the requirements. In order for Minnesota to have their own they need to be above and beyond the federal standard. So state will always supersede federal. It is up to us to know the differences and follow them. If ever an office is in doubt always follow the strictest standard and sometimes it is the manufacturer.

leeaneMinnesota OSHA requirements:

Bloodborne Pathogen Training upon employment (before employee is put in a position of a possible exposure) and at least annually

  • Hazard Communication / Employee Right to Know Training upon employment and at least annually
  • Safe Patient Handling training and review annually
  • How contaminated laundry is handled
  • Enforces the MDH protocol for TB
    • Baseline upon hire
    • Annual risk assessment

Eyewash Station

  • Have a sign
  • Flush for 3 minutes weekly
  • 
Get to within 10 seconds
  • ANSI approved
  • Hands Free
  • Temperature Controlled

Depending on pH of chemicals we pour/mix may need to be a one step and no corners/stairs to get to station

Fire Extinguisher

  • Check monthly
  • Service annually

Sharp Safety Device Evaluations annually

SDS on all active products

Secondary container – new labeling system

Minnesota OSHA primary concern is with employees’ safety and have a safe work environment. They are not specific to dentistry. Dentistry falls under OSHA’s General Industry Standard. Inspections are compliant driven. If they are in your office – they are there for a reason.

EPA is federal and Minnesota is the MN Pollution Control Agency. They are concerned about the environment and what we are throwing in the regular trash or sending into the sewer. The 7 county metro do their own inspections enforcing MPCA rules.

Some things they look for:

  • Proper labeling on hazardous waste containers
  • Amalgam separator documentation
  • 
 Weekly inspection logs
  • Chemical indicator documents
  • Black pharmaceutical hazardous waste containers

Minnesota Board of Dentistry is well known by all dental professionals since they provide us with a dental license to do dentistry. Some are not aware that Board rule requires us to follow the most current CDC Guideline for Dental Healthcare Setting as minimum standard for infection control. Even though CDC is a non-regulatory agency the guide becomes regulatory through Board rule. Their primary concern is the public (our patients). So anything involving the patient is CDC or the MN Board of Dentistry.

To name a few:

  • Spore testing at least weekly on all sterilizers
  • Cold Sterilization/Disinfectant – monitor for effectiveness
  • Chemical indicators both inside and outside of all packages
  • Dental unit waterlines – treat and monitor with testing
  • Emergency kits – monitor expiration dates
  • License and Renewals posted public view
  • Wearing name tags

Minnesota Department of Health is an agency most every dental office has been inspected by. It is their radiation rule we follow. Regardless if the office is digital or traditional for x-rays we still need to have an x-ray protocol.

Besides routine test:

  • Stepwedge/Crabtree
  • Fog test
  • Mesh/Screen test
  • Program audit
  • CBCT Utilization report
  • Calibration
  • Apron integrity check
  • Shielding/Survey Plan

We also need a standing order signed annually by all dentists of the practice, training upon employment or a change in the office as well as protocols on how we handle pregnant employees/patients, apron policy and who’s allow to take x-rays.

As you can see we need to be well versed on many more agencies or we may be at risk. Having great recordkeeping will prove we are doing what is required – If it is not written down it didn’t happen. Great documentation and site specific written protocols will keep us out of jeopardy, keep our patients safe along with a safe work environment for our employees.

Leanne M. Mathieu Kramer, LDA, CDA, CDPMA


  • Authorized OSHA Outreach Trainer – General Industry

  • Independent Compliance Consultant

www.ComplianceSol.net

Our Lab Is Local Across The Country

fain_Office_dentists_lab_mn

Dr. Fain’s Office, in a historic building

In the fall Renstrom attended the U of M Dental Student Vendor Fair. It is always fun to visit with the students, and you can just tell how excited they are to get out into the dental industry. One thing that caught my attention, as I heard it from multiple students, was how they were disappointed they wouldn’t be able to send to us, since they will be practicing out of state. I thought that was an interesting assumption, as we work with doctors all over including throughout the state of MN, WI, ND, IA, FL and as far as NY and TN!

But after I thought about that, it is understandable to assume you might only work with a dental lab that is local to you. It does give you the ability to run over and discuss a case if you’d like, and to get to know the technicians you are working with. We love working with our local doctors, but we are still able to build that trustworthy relationship with offices out of town as well.

When looking for a lab, make sure you are looking for one who is providing the quality of products and services you are expecting, and is willing to work on building that relationship with you, whether that is down the road, or across the country.

This September I was visiting TN for a friend’s wedding, so my husband and I were able to stop by and see 2 great offices we work with in Knoxville, TN. Dr. Fain & Dr. Evans both had started sending to Crocus Dental (before we merged), well over 10 years ago. We work with them on a daily basis, and have a great relationship with them through casework, phone calls and written messages. It was such a treat to be able to visit them and tour their office! Both offices are full of such wonderful people, it really makes you appreciate those you work with and the pleasant relationships they provide.

Evans_Office_knoxville_tn_dentists_lab_mn

Randi with Dr. Evans

Plus, we got to see a bit of Knoxville and what a fun town it is to visit! Then this October, Greg & Jeff were able to go out to New York and visit a few offices. Dr. Rosenstein is a doctor that we also get to discuss cases with frequently, and are very involved with his daily casework. We even had the pleasure of having Dr. Rosenstein out to visit us in the Spring of 2014!  This time Greg & Jeff got to tour his office, and see what it’s like in his neck of the woods!

Whether you are working with a laboratory that is near to you, or out of town, the important thing is to make sure you have built a relationship with the technicians working on your cases. They are there to provide the best work possible, and to make sure your patients leave your office excited about their new smile.

If you have any questions, feel free to reach out to us, whether that be via phone, or email, and we will make sure to answer whatever it is, and to make sure all your specifications are being met, and exceeded!

~ Randi James is a representative of Renstrom Dental Studio and a member of NDA.

 

Originally on Renstrom’s Blog: From Minnesota to Tennessee! We work across the country!