When you throw away a piece of paper or smash a thumb drive, is the information on it really gone? The answer to this question is a clear “No.” Carelessly discarding healthcare documents leaves protected health information (PHI) vulnerable. When you don’t take proper measures to dispose of sensitive information, it could fall into the hands of nefarious individuals. Non-compliance with Health Insurance Portability and Accountability Act (HIPAA) shredding requirements puts patients, employees, and your organization at risk for privacy breaches, fraud, and other threats.
Removing old or invalid documents requires compliance with HIPAA. These regulations include HIPAA-compliant shredding requirements.
What the Law Says About HIPAA Shredding Requirements
You may want to ask, “Does HIPAA require covered entities to shred all documents?” HIPAA regulations require healthcare organizations to take all necessary measures to protect PHI and patient privacy. These steps include properly destroying or disposing of documentation.
More specifically, HIPAA rules mandate that covered organizations have reasonable safeguards to limit the use and exposure of PHI, including during disposal processes. Per the HIPAA Security Rule, entities must properly dispose of electronic media and devices and thoroughly purge PHI from electronic media they plan to reuse.
Organizations must also integrate HIPAA-compliant shredding requirements into employee compliance training. Staff need clear instructions on HIPAA-compliant methods of shredding, removal, storage, or disposal of electronic or print materials containing PHI. Training must also include specialized instructions relevant to specific job duties.
Developing Organizational HIPAA-Compliant Shredding Requirements
Tossing intact documents in dumpsters is obviously not the proper way to dispose of records. However, HIPAA requirements don’t mandate specific disposal methods. Instead, healthcare entities must develop their own concrete steps that align with HIPAA standards for protecting patient privacy and preventing unauthorized access to data. Ultimately, disposal and shredding methods must render sensitive information like Social Security numbers, names, and other PHI unreadable.
As you review your HIPAA shredding requirements, consider incorporating the following measures:
- Shred, burn, or pulverize paper records so that no one can decipher or reconstruct the PHI contained in them.
- Place prescription bottles and other items with PHI labels in opaque bags. Store them securely until a disposal service can pick up the items and destroy them properly.
- For electronic media:
- Erase all PHI or overwrite it with non-sensitive data.
- Destroy devices with melting, pulverizing, disintegration, or burning.
- Purge information on devices by exposing it to a strong magnetic field.
Software Support for HIPAA Compliance
Developing compliant shredding and disposal practices requires care and organization. Compliancy Group’s software packages provide templates to help you create clear and consistent policies for PHI destruction that keep everyone in your organization compliant. Our software also offers many features that streamline record management, allowing you to track all records tagged for disposal or removal.
At Compliancy Group, we have answers to all your HIPAA questions, including, “Does HIPAA require covered entities to shred all documents?” Contact us today to learn how we can support your secure shredding efforts and other document-related activities.
