With more Americans working from home on remote or virtual systems, information security demands serious attention. Few people wish for their medical histories to become public knowledge due to data breaches. So, what can Tech Support Jax do to ensure that those working with health records can do so remotely without putting patients’ medical documents at risk and still meeting HIPAA compliance requirements? Today’s spotlight zeroes in on what steps you can take now to ensure your information is secure when remote workers are dealing with sensitive data.

HIPAA Compliance for Health Data

The Health Insurance Portability and Accountability Act of 1996 (HIPAA) is the federal law that sets out standards guarding private health documents. According to the Centers for Disease Control and Prevention (CDC) the Privacy Rule of HIPAA requires that individuals’ health information be sufficiently protected by various groups called covered entities. These covered entities include:

  • Healthcare providers – From the local doctor’s office to a major hospital, these providers are obligated to keep patients’ health information secure.
  • Health plans – Whether private health insurance or public agencies like Medicare, these groups are also required to keep a lock on health information.
  • Healthcare clearinghouses or related businesses – There are many third-party organizations paid to process portions of data for a health insurance company or a major health provider. Many of these must interact with at least portions of data protected under the HIPAA law.

One part of the HIPAA law includes protecting electronic protected health information. Covered entities like doctor’s offices, hospitals, health insurance agencies, and related businesses must safeguard electronic medical records. Safeguarding includes anticipating possible security holes and taking steps to block unauthorized access. This means that a business that interacts with protected health information must take steps to ensure that information remains private.

So, with that obligation clear, what can Tech Support Jax do to help you comply with the HIPAA Security Rule, especially when many are now working remotely?

Risk Assessment

First, Tech Support Jax can perform a risk assessment to determine what security measures are in place, where the gaps are, and what can be done to get your business HIPAA-compliant.

Maybe you aren’t even aware of exactly where the e-health information is stored and how it is accessed. You can’t solve a problem you’re not aware of. Many data security issues go undetected until a major breach occurs. Then people wonder how such a breach could have possibly happened. 

Possible Risks include:

  • An employee’s laptop has protected health information on its hard drive and can be lost or stolen.
  • An employee doesn’t know that accessing protected health information on their personal phone or tablet puts that information at risk.
  • An employee is not familiar with how to properly use a virtual private network (VPN) and may copy files to their local hard drive instead, leaving those files vulnerable.
  • An employee sends protected health information through email that is not encrypted or protected with authentication.
  • An employee uses a personal WiFi network without a strong password, leaving any files accessible on that network open to a data breach.

Allow Tech Support Jax to assess the risks and create a tailor-fitted plan for your business.

Possible Remedies

While the U.S. Department of Health & Human Services (HHS) includes a myriad of steps to take to ensure health information is protected, Tech Support Jax can simplify the process to make the transition from vulnerable to secure painless.

Potential remedies could include:

  • Fully Managed IT Services – Think of this as the cadillac plan where Tech Support Jax backs up all files on our secure network and provides employees with secure VPN access. Tech Support Jax can handle everything from migrating files, to providing access, and onsite training for employees.
  • IT Support – Tech Support Jax can also set-up a server at your business, make sure it is properly protected with a strong firewall, and then provide secure VPN access on every device employees need to work from home. Additionally, emails can be secured with encryption or at least 2-step authentication. Tech Support Jax can also provide clear instructions so employees know exactly how to use the secure VPN, including easy-to-find shortcut links on the desktop.

In today’s changing work environment, businesses are often turning to virtual work environments during the pandemic. However, it is vital that such remote work not jeopardize the security of protected health information protected by HIPAA. 

Choose Tech Support Jax to protect the health information your business handles. Contact us today to get a risk assessment and a personalized solution plan.