6 Steps for Ensuring HIPAA Compliance for Your Business

Choosing a healthcare-focused technology support provider familiar with healthcare IT needs and HIPAA compliance can take the pressure off medical staff that needs to concentrate on the day-to-day tasks of provider care.  

Healthcare organizations and associated businesses must follow the security rules for HIPAA. Those who fail to do so may face criminal penalties. HIPAA stands for the Health Insurance Portability and Accountability Act, which was passed in 1996 and has been changed to adapt to technological risks and capabilities.

Here are some of the ways to develop HIPAA best practices in your organization.

1. How Can You Develop a Clear Privacy Policy?

Developing clear HIPAA policies gives your organization a foundation for quality patient care. These policies guide expectations and reduce errors. Once the policies are finalized, it's time to communicate them to employees. Do this in chunks so that your people aren't overwhelmed with information.

2. Should You Hire a Dedicated Staff?

HIPAA consists of a complicated set of federal statutes, so it's a good idea to dedicate staff positions to ensure you're in compliance. Sometimes, healthcare practices hire a HIPAA Security Officer. Many HIPAA policies impact your healthcare IT department, so choose a HIPAA Security Officer who understands your computer systems. It's a good idea to appoint someone with organization skills who is good at explaining things in plain language. Of course, they must also be a HIPAA guru and have a firm grasp on other regulatory requirements facing the industry.

3. What's Required in Terms of Internal Auditing?

Perform regular risk assessments to determine how vulnerable your organization is to a breach. Find ways to test your procedures in IT and other departments as well. HIPAA doesn't spell out how often you should conduct internal audits, but quarterly checks let you test on a regular basis without being too disruptive. Additionally, develop and implement a review plan with the goal of updating your policies and procedures based on audit findings and any regulatory changes.

4. What Can You Do About Email Risks?

You can't count on email for secure communication. HIPAA doesn't forbid using email to share patient information. However, HIPAA only sanctions encrypted email, so you have to be able to back that up with documentation. Also, it's a good idea to train your employees on email best practices to avoid phishing emails. A robust spam filter sidelines emails with certain words and phrases. Warn your team not to open unknown attachments or click on unverified links.

5. What Should Your Training Policies Be Like?

It's essential to train employees on HIPAA security protocols within your organization. However, you also need security refresher courses as well as continuing education to keep everyone up to speed. The training investment won't outpace the loss associated with a breach, which hits your business hard from legal, financial, and reputational standpoints. Be sure to document your training efforts.

6. Do You Understand Breach Notification Requirements?

Notification rules are very specific following a data breach. Ensure that your managed service provider understands how the Breach Notification Rule impacts your business. Learn more about the breach notification rules for incidents of unprotected health information. This link shows the impact when more than 500 people are affected: Health and Human Services Office for Civil Rights breach portal.

Choosing an IT managed service provider familiar with healthcare IT needs and HIPAA compliance can take the pressure off medical staff that needs to concentrate on the day-to-day tasks of provider care.