Bringing about positive health outcomes depends significantly on sharing protected health information (PHI) with other doctors, facilities, and insurers. When anyone in your organization transmits electronic medical records (EMRs), they must obtain prior authorization from the patient and do so per the Health Insurance Portability and Accountability Act (HIPAA). Understanding the HIPAA rules and the security steps to take can help protect patient information and maintain EMR compliance.
HIPAA Privacy and Security Rules
The HIPAA Privacy Rule affords patients their rights over their PHI and EMRs, whether in paper or digital form. The HIPAA Security Rule requires healthcare organizations to protect EMRs through measures like encrypting stored information, access control, and keeping information trails for procedures like audits.
HIPAA also requires medical facilities, suppliers, and other entities to notify the Secretary of the U.S. Department of Health and Human Services (HHS) and individuals affected by breaches or attacks on the information systems containing their data. The organizations must also alert the media if a data breach affects more than 500 people in a state or jurisdiction.
EMR HIPAA Compliance Checklist
With over 124 million health records breached in 2023, protecting patient data is more critical than ever. Below is a comprehensive EMR HIPAA compliance checklist for handling and transmitting PHI across various channels.
Patient Authorization
Obtain written and signed authorization from a patient or guardian to transmit their information to other parties. Also, get informed consent to correspond with them through digital communication, such as email or text. Patients should also receive detailed information on the risks associated with digital transfer of their PHI.
Access Controls
Access controls limit who can view or handle EMRs and other information. Requiring passwords and using a blockchain network can restrict access to PHI to the people who need to see or use it.
Secure File Transfer Protocol (SFTP)
Secure your digital channels by establishing an SFTP or secure email service to send and receive files safely over the Internet. Your email provider should allow for message encryption, ensuring that only authorized persons read the messages or view the PHI.
Encryption
Encryption, an essential part of EMR and HIPAA compliance, ensures that protected information via emails is unreadable in transit and at rest. Only authorized individuals holding one or more required decryption keys can open the messages and read the content.
Meeting EMR Compliance Requirements With the Right Software
Uncertainty about EMR and HIPAA compliance happens when you don’t have the right tools and support. For instance, you may erroneously assume that if you use a HIPAA-compliant information management system, there’s nothing else you need to do to stay in the government’s good graces. However, you need to implement several EMR compliance requirements. Fortunately, Compliancy Group has the software, resources, and support to help you.
At Compliancy Group, we specialize in giving healthcare providers and organizations all the tools they need to maintain HIPAA compliance while streamlining the process. With our HIPAA compliance software, you’ll know with certainty how to manage and protect your patient records, keep your staff adequately trained on HIPAA regulations, and create and provide access to crucial procedural documents. With a software package from Compliancy Group, you’ll ensure that your entire staff engages in compliant document sharing, lowering the risk of breaches and legal consequences of non-compliance.
Let Compliancy Group help you increase your confidence in maintaining EMR and HIPAA compliance.
