Any software that processes protected patient data must adhere to strict health information security requirements and guidelines set by government regulations. Below are the steps to make your healthcare information systems and software compliant with the Health Insurance Portability and Accountability Act (HIPAA).
The guidelines of this act require you to develop a set of procedures to access and send patient health information securely and then find a software vendor that can help you implement the procedures.
- Maintain an Access Log
You must monitor each user that gains access to a patient’s health data. Each person who will access patients’ information must have a unique username and password. In the access log, you need to keep track of:
- the record accessed
- the date and time it was viewed
- the operation performed – that is whether it was viewed, updated or deleted
- Create Restrictive Access Levels
In the HIPAA guidelines, an employee’s access to information should be restricted to the minimum information needed to carry out their job function. A doctor, for instance, should be given more access to a patient’s health information and history than a cashier or receptionist. Consequently, you must create access levels that define the amount of information a user can see.
- Review job descriptions and make sure roles are clearly defined
- Provide just enough information for each person to perform their role
- Grant employees access to only the patient records that they must work with
- Set Up an Override Function
After creating access levels, some circumstances may arise causing an employee to need emergency access to patient records. This is why you need an “override” function for such situations. This will facilitate prompt treatment in an emergency.
- Don’t make the override position available unless it is needed
- Alert many other people via email when a function is used
- Keep track of all those who use this function
- Review everyone who uses the override function and let them meet with a supervisor for justification
- Keep All Data Secure
The HIPAA security rule demands that you secure all patient data. In practice, this means using encryption, strong passwords, and a firewall.
- Be sure that all your emails are secure
- Encrypt all email messages
- Don’t use any free web-based email services like Gmail, Yahoo, and Outlook
- Work with a competent health care attorney to select email service providers that are HIPAA-compliant
- Encrypt all attachments sent in email messages
- Get Patient Consent
Regardless of the type of email service provider you use, you need to get your patients’ consent (in writing) before you transmit their health information electronically. Don’t assume that because a patient sends you an email, they also want you to send their confidential information electronically.
- Let all patients sign an authorization form or contact sheet
- Your patients must indicate which method they want you to use for contacting them
- Let all patients – including current and new patients – sign a consent form
Do You Need to Urgently Improve Your IT System’s Health Information Security?
Lifepoint Informatics is here to help you. Give us a call now to schedule a free health information security consultation. We have successfully completed thousands of healthcare IT projects for clients across the country. Contact us today and we’ll help you eliminate vulnerabilities from your healthcare information system.
Frequently Asked Questions (FAQs)
1. What is HIPAA and why is it important for healthcare software?
Answer: The Health Insurance Portability and Accountability Act (HIPAA) sets national standards for the protection of patient health information. Compliance ensures that healthcare information systems safeguard patient data against unauthorized access and breaches, maintaining confidentiality and integrity.
2. How can I make my healthcare software HIPAA compliant?
Answer: To ensure HIPAA compliance, follow these key steps:
- Maintain a detailed access log monitoring who accesses patient records, the date and time, and the actions taken.
- Create restrictive access levels based on job functions to minimize unnecessary exposure to patient data.
- Implement an override function for emergency access situations, while ensuring rigorous tracking and justification protocols.
- Secure all patient data using encryption, strong passwords, and firewalls.
- Obtain written consent from patients before transmitting their health information electronically.
3. What measures should be in place to secure patient data?
Answer: Implement the following security measures to protect patient data:
- Ensure secure email communication by encrypting all messages and attachments.
- Avoid using free web-based email services like Gmail, Yahoo, and Outlook for transmitting patient information.
- Choose HIPAA-compliant email service providers with the help of a competent healthcare attorney.
- Strengthen your IT system with robust encryption, strong passwords, and a reliable firewall.
4. Why is creating restrictive access levels important?
Answer: Restrictive access levels ensure that employees only see the information necessary to perform their roles. This reduces the risk of unauthorized access and potential breaches, aligning with HIPAA’s minimum necessary rule.
5. What is an override function and why is it necessary?
Answer: An override function allows authorized personnel to access patient records in emergencies. It is crucial for timely patient care but should be used sparingly and monitored rigorously to prevent misuse.
6. How can I get patient consent for electronic communication?
Answer: Obtain written authorization from patients using a consent form or contact sheet. Patients should indicate their preferred method of communication and consent to the electronic transmission of their health information.
7. Why should I avoid free web-based email services for patient information?
Answer: Free web-based email services like Gmail, Yahoo, and Outlook are not HIPAA-compliant and do not offer the necessary security measures to protect patient information. Using them can lead to data breaches and non-compliance penalties.
8. How can Lifepoint Informatics help with health information security?
Answer: Lifepoint Informatics offers comprehensive health information security consultations and services. We have successfully completed thousands of healthcare IT projects nationwide, helping clients eliminate vulnerabilities and achieve HIPAA compliance.
9. What is the importance of HL7 interface training in healthcare?
Answer: HL7 interface training, particularly in the Fast Healthcare Interoperability Resources (FHIR) standard, is essential for efficient data exchange in healthcare. It ensures interoperability, enhances value-based care, and supports the development of HIPAA-compliant solutions.