HIPAA compliance is important for healthcare organizations and their associates. Compliance is crucial as it builds patient trust and encourages the growth of the facility. Patients also know a company that’s HIPAA compliant is proactive in protecting their data and handling it carefully.
The downside is failure to comply with HIPAA regulations can be costly. HIPAA violations can cost a company anywhere from $50,000 to millions. One company was fined $16 million because hackers were able to steal the electronic Protected Health Information (PHI) of 78.8 million clients.
HIPAA compliance is challenging as well. The legislation is massive, complex, and always changing. Regular training will ensure everyone in your workforce understands what to do to ensure compliance. It will also help reduce incidents of HIPAA violations.
It also helps to know what to look for in terms of security lapses. This article lists some of the top HIPAA violations and the steps you can take to prevent them from happening.
Maintaining Unsecured Documents
Privacy is a precious commodity these days. Patient privacy requires higher levels of security compared to other official documents. All workers must be trained to keep documents with PHI in a safe and secure area.
Physical files should be kept in a locked filing cabinet, desk, or office. Digital files should be encrypted. Access to these files should also be limited to essential personnel. It should also be secured behind strong passwords.
Stolen or Lost Unencrypted Devices
This happens more often than one would think, and it often leads to disaster. One medical center was penalized $3.2 million because an unencrypted smartphone and laptop were lost in two separate incidents. The two devices contained the ePHI of around 6,000 people.
Many people use their smart devices for work. It could mean sending sensitive information through chat messages or emails. The problem is most people treat their phones casually and often leave them unattended. It’s so easy for someone to steal it and gain possession of personal information.
Companies must enforce strict rules about the use and care of devices. Encryption and passwords should be a must. Limitations on where devices are used should be enforced.
Issues with Employee Training
HIPAA compliance is an ongoing process. Changes are made every year due to the rapid advance in technology. It’s why regular training is critical. It’s also a requirement that all staff members study HIPAA law.
Employees should be trained on the policies and procedures of their company. Risk assessments and personal audits must be done regularly, and any additional employee training scheduled.
Database Security Breach
Data breaches get a lot of media mileage every time it happens. The Ashley Madison data breach exposed the profiles of 32 million users. It also resulted in divorces and suicides.
Security breaches regarding PHI are terrifying on a different level. It’s also costly. Anthem, Inc. was penalized for $16 million when hackers stole millions of electronic personal health information. The company also had to settle numerous lawsuits and implement corrective actions in its data security system.
No system is 100% hacker free though. But there are many things a company can do to make things difficult for cybercriminals. Using good antivirus software on all devices storing and transmitting ePHI is a start. Firewalls and unique passwords add additional layers of protection.
Unauthorized Sharing or Gossiping About PHI
Office gossip is always prevalent. So is sharing photos, stories, and other information among colleagues. But these activities should be discouraged or outright stopped in healthcare institutions. Covered entities and business associates should also have strict rules about discussing patients.
While there are situations where medical personnel must discuss a patient, it should be in private. It should also happen between two medical practice employees. Sharing information with someone who’s not an employee infringes on the patient’s privacy. It can also lead to steep financial consequences for the company.
Improper Disposal of Documents
Many think throwing a patient’s file in the trash or saving it in an unencrypted folder is not a big deal. But this improper disposal of documents is a gross violation of the HIPAA.
HIPAA compliance training should emphasize the importance of proper disposal of PHI records. There should also be clear procedures strictly enforced. Documents carrying a patient’s social security number, medical diagnosis, etc., must be shredded and destroyed. Wipe this information from hard drives and other devices.
HIPAA violations can ruin many lives. Understanding what these violations are, the penalties, and the proper way to comply with HIPAA rules is crucial. Proper training will ensure that your patients, employees, and company are safe.