HIPAA compliant versions of day-to-day tools, healthcare professionals can enhance security and privacy while focusing on providing quality care to clients.
Assess your toolset
Begin by evaluating the tools you currently use in your healthcare practice. Determine whether they have HIPAA compliant versions or features. This assessment will help identify gaps in compliance and the need for alternative solutions. For example, if you're using a file storage system that lacks adequate security measures, it may be time to explore HIPAA compliant alternatives.
Electronic health record (EHR) systems
One of the foundational tools in healthcare is the electronic health record (EHR) system. Using a HIPAA compliant EHR system ensures the secure management of patient health information. EHR platforms include features like role based access controls, audit trails, and encryption, providing robust protection for patient data which maintains HIPAA compliance.
Secure messaging and communication platforms
HIPAA compliant messaging platforms ensure encrypted communication and secure sharing of patient information. TigerText, for example, offers a secure messaging platform with features like message recall, message lifespans, and the ability to remotely wipe messages in case of device loss or theft. Such platforms enable healthcare professionals to chat with patients while maintaining patient privacy and compliance.
Encrypted email services
Using encrypted email platforms ensures the security and privacy of patient information. Microsoft 365 and Google Workspace will sign a business associate agreement (BAA) but don't encrypt every email by default. Using an email encryption service like Paubox, which integrates with Google and Microsoft and provides encryption for emails and attachments, ensures complete HIPAA compliant email.
Related: Why Google Workspace and Microsoft 365 aren't enough for complete HIPAA compliance
Video conferencing and telemedicine platforms
Use HIPAA compliant video conferencing tools to protect patient privacy during remote consultations. Zoom for Healthcare is an example of a platform that offers a HIPAA compliant solution. It provides encrypted video chats, secure waiting rooms, and the ability to obtain patient consent for recording sessions, ensuring the confidentiality of telehealth interactions.
Cloud storage and file sharing services
Cloud storage and file sharing services can enhance collaboration but require HIPAA compliance to ensure data security. DropBox is a reputable cloud storage provider which includes features such as granular access controls, data encryption at rest and in transit, and activity monitoring. These measures safeguard patient data while allowing secure file sharing among healthcare professionals.
Practice management software
Efficient practice management software streamlines administrative tasks while ensuring HIPAA compliance. Kareo is an example of a practice management software vendor that offers a HIPAA compliant solution. Their software incorporates security features like role-based access control, audit logs, and data encryption, enabling healthcare professionals to handle patient data securely and efficiently.
Patient portals and engagement tools
HIPAA compliant patient portals and engagement tools allow patients to access their health records securely and communicate with healthcare providers. MyChart, a widely used patient portal, offers HIPAA compliant features such as secure messaging, appointment scheduling, and access to lab results and medical history. These tools facilitate patient engagement while maintaining the privacy and security of sensitive health information.
Portals, however, often add extra steps when communicating with patients. This adds friction for patients and can even lead to unintentional HIPAA violations because of the added complexity. We recommend using HIPAA compliant email solutions instead of portals.
Password managers
HIPAA compliant password managers like LastPass provide a secure platform for healthcare professionals to store and manage their passwords. These managers use encryption, multifactor authentication, and secure password sharing to protect sensitive login credentials and prevent unauthorized access.
Vendor due diligence
When adopting HIPAA compliant tools, conducting due diligence on vendors is crucial. For example, before selecting a cloud storage provider, review their security measures, certifications, and compliance track records. Obtain a BAA to ensure that vendors understand and fulfill their HIPAA obligations, providing an added layer of protection for patient data.
Remember, staying HIPAA compliant doesn't have to be a constant source of worry when you have the right tools and strategies.
Liyanda Tembani
