Protecting sensitive information is the core purpose of the Health Insurance Portability and Accountability Act (HIPAA). HIPAA mandates that patients have full control over access to their health records. Compliance is a strict requirement for any healthcare practice or business partner. To stay on the right side of the law, you need to pay close attention to four specific areas where your technology infrastructure meets patient privacy rules.
1. Publish a clear notice on your website
HIPAA regulations require transparency. If your healthcare practice maintains a website, you must post an updated protected health information (PHI) notice.
What is this notice?
It’s a document that outlines your patients’ rights. It explains exactly how you handle their health information and who has access to it. Think of it as a contract of trust between you and the people you treat.
Your next step
Go to your website and look for this document. If it’s missing or if the version you have is outdated, you need to fix it immediately. Posting a current notice is a quick win for compliance.
2. Build stronger data storage
You likely handle a large amount of electronic protected health information (ePHI). This category covers more than just medical history. It includes:
- Billing records and payment info
- Appointment schedules
- Lab and test results
Create layers of defense
Storing this data securely requires multiple safety measures working together. You can’t rely on a single password. A robust system includes:
- Endpoint protection software: This stops viruses and malware before they infect your network.
- Encryption systems: These tools scramble your data. Even if a thief steals a file, they cannot read it without a special decryption key.
- Strict access controls: These settings verify exactly who is logging in, keeping unauthorized users out.
On-premises vs. cloud solutions
Many providers prefer keeping physical servers in their own offices. It feels safer because you can see the hardware, and you don’t need the internet to access files. But physical servers fill up quickly.
Cloud-based storage solves the space problem and is often necessary for backing up less critical data. If you choose the cloud for your electronic health records (EHRs), you must verify your provider. Ask them to prove that they adhere to all HIPAA requirements before you trust them with your files.
3. Secure your telehealth services
Video appointments and mobile health apps offer incredible convenience. However, they also introduce new entry points for hackers.
Check your tools
The technology you use for telehealth or mobile health (mHealth) must be fully compliant with regulations. Most major platforms are approved, but standard settings might not be enough. You may need to enable extra security features to be fully safe.
Focus on encryption
Using encryption during a virtual visit is nonnegotiable. It prevents man-in-the-middle attacks, where a hacker secretly intercepts the video feed between you and your patient.
Consult an expert
Mobile health tools change fast. Updates happen frequently, and regulations shift to keep up. Regular check-ins with an IT specialist will help you stay ahead of these changes and keep your virtual visits private.
4. Audit your business partners
HIPAA compliance applies to more than just doctors, hospitals, and insurance companies. It extends to every business associate you work with.
Who is a business associate?
This includes any external partner that accesses patient data to do their job, such as:
- Accounting firms
- Law firms
- Billing services
- IT support providers
Verify before you share
You are responsible for who you let into your system. Confirm their compliance status before you sign a contract. If a partner can’t prove they follow the regulations, do not grant them access to your data. It puts your practice at risk.
Do you feel confident that your organization meets every requirement? If you have any doubts, our team of experts is ready to help. We will conduct a thorough risk analysis to find any areas where your technology might fall short. Contact us today to start the conversation.