Remaining HIPAA Compliant – Key Tips

Remaining HIPAA Compliant – Key Tips

Are in the Manhattan area and work for the healthcare system. Then it’s essential that your practice remains in compliance with HIPAA standards and regulations. Failing to do so could lead to significant fines for your company. In fact, studies reveal that a breach of HIPAHIPAAA could lead to almost $25,000 in fines, depending on how serious the penalty is.

Ensure there are no infractions that take place. We highly recommend that your Manhattan medical office select at least one employee. On that is educated and capable employee who entirely understands and recognizes exactly what HIPAA represents. Furthermore along with its specific guidelines. This employee should oversee any staff that would normally look after patient protected health information. Ensuring and  verifying that all patient data remains secured and safe from exposure.


Reminder Tips for Your Employees:

  • Medical health facilities need to supply ongoing, up to date training. This also entails the proper handling of PHI for staff that look after the handling of health plan administrative duties.
  • Always double check that you aren’t sharing sensitive PHI with employees who are forbidden the access. It is so easy to be carless and divulge to co-workers or acquaintances.
  • Refrain from retrieving or reviewing a patient’s file unless it’s absolutely essential. Or you have written consent of course by the patient.
  • Keep yourself away from situations where unauthorized personnel may overhear private details regarding a certain patient. A good rule of thumb is to avoid speaking about a patient by both their first and last name within hearing distance of any other individual. Specifically members of the general public and other patients.
  • Patient records should be adequately stored in a secured, lockable cabinet. Never have patient records and other PHI sitting out in plain sight.
  • Computer programs not currently being used should be shut down if left unattended. This is especially the case if such programs contain private patient details. For the greatest level of online security and protection, always use password protected software and programs.
  • Remember to back up electronic information that is specific to PHI. Storing your patients’ information in a HIPAA compliant cloud server is a better solution than using a localized server or hardcopy documents. this was in  recent studies from the US Department of Health and Human Services
  • Securely dispose of records that contain PHI. .
  • Check that your computer system has been updated with the most recent anti-virus scanning software. This will help tremendously in protecting your computer system from malicious activity.

Privacy & Legislation 

Like all privacy legislation, HIPAA standards are always changing as technology advancements occur and new trends emerge. So be sure you stay on top of any modifications.

American Security Shredding in Manhattan will supply you with lockable collection bins at no extra charge when you choose to take advantage of our shredding services. These provide the perfect solution to keep your documents protected prior to our secure shredding process. All patient records and correspondence stay 100% secured until collected for thorough shredding.

Contact American Security Shredding today to learn more about how we can assist your medical clinic with its destruction requirements.  Call us at 1-800-882-1979!

Protect Your Manhattan Medical Office from a HIPAA Violation

Medical offices of all types in New York are full with health information pertaining to patients. That’s why it’s absolutely crucial that as a medical provider that you are taking the necessary steps to protect that information. This means putting strict policies in place. Ensuring that confidential details surrounding your employees and patients are kept secure.

Stay clear of a HIPAA violation by keeping these important points in mind at all times:
1. Establish Protection Policies:

Strict policies will help reduce the chances of private patient information becoming exposed. Ideally. All information entered into your database should be recorded and tracked.

2. Patient Access:

As outlined under HIPAA, patients have the right to request their health records at anytime. Your database needs to allow for immediate viewing capabilities and should be set-up for easy access. For compliance purposes, if a patient requests log-in information, be sure you provide them with the details immediately upon their asking.

3. Keep PHI 100% Secure:

One password should be created for accessing data, and you should be assigning one employee the responsibility to protect that specific password. For added security, your employee should request a password change periodically. One option is to use a password generation system that requires additional verification to obtain access.

4. Retrain Employees:

It’s very important that your current employees as well as new employees receive the proper training in regards to HIPAA and protecting patient privacy with certain policies. The legal penalties of a HIPAA breach should definitely be addressed throughout training as well.

5. Update Breach Policies and Procedures:

All policies surrounding patient information need to be current to coincide with any recent alterations under HIPAA legislation. In so doing, you should be able to determine quickly whether a breach has occurred and whether or not a notice is required. Be mindful that you should be creating policies and procedures that allow you to determine whether or not a breach has occurred, and if a notice is required.

6. Secure Disposal of PHI Documents:

HIPAA places significant focus on electronic content; however the handling of hard copy patient records is crucial as well. All patient records that are stored within your medical office need to be kept in lockable filing cabinets. Alternatively kept offsite, in a secure storage facility. In addition to proper storage, all sensitive documents must be destroyed prior to disposal. This ensure’s patient and employee information is completely irrecoverable. For the best protection, your medical office should strongly consider outsourcing document storage and document destruction, to a professional company here in New York. This will make the job easier on you, and of course help to keep you in compliance with HIPAA regulations.

American Security Shredding in New York, NY offers secure paper shredding services to medical offices and hospitals in the surrounding area. Our convenient onsite paper shredding is quick, efficient, and entirely secure. You’ll never have to worry about the risk of leaked patient information. Along with our paper shredding, we’ll provide you with secure, lockable shred containers to place throughout your medical facility. Our team of professionals will assist in helping you to remain compliant with HIPAA legislation. Contact us for more information at 1.800.882.1979

Keep Your Medical Office Compliant with HIPAA

Medical offices in the state of New York and throughout the rest of the U.S circulate a vast volume of confidential data. This data may include information like financial documents, employee records, and most importantly, patient medical files. Remember that by law, all companies regardless of industry or profession need to keep private details 100% secure. To ensure this happens, we highly recommend that you implement a secure shredding process. When it comes to the medical and health industries, this is of even greater importance because of HIPAA regulations and fines that are increasing on a regular basis.

Human Errors

There is a lot patient information and employee files that are located in a typical hospital. It’s no wonder that errors can happen in a blink of an eye. Even the tiniest mistake made by one employee can lead to the exposure of critical patient information, and do so without even knowing. Patient records usually have enough information that’s required for a criminal to steal one’s identity. Of course if that’s the intent. The Health Insurance Portability and Accountability Act (HIPAA) was established specifically to stop occurrences like this. To provide the protection needed to patients and hospitals under the act.

As dictated under HIPAA, healthcare companies must carry out strict measures to ensure patient medical records remain secure at all times. Failing to practice certain precautions can result in government fines or even lawsuits by anyone who is directly affected. Both outcomes can be stressful and damaging to your company as a business owner. Therefore it’s imperative that your New York medical office adheres to the regulations that are outlined under HIPAA.

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