How to Meet Your Medical Compliance Requirements

Medical Compliance

As a medical business, there are certain compliance requirements you must consider. Medical compliance consists of meeting two federally mandated laws, HIPAA (Medical Privacy Act) and OSHA. Some medical specialties that work with potentially hazardous materials, such as dental, have more stringent regulations than others.

HIPAA Medical Compliance Requirements

Regardless of what kind of medical specialty your business works in, your HIPAA (Medical Privacy Act) requirements will be the same. To meet the requirements of the HIPAA regulations, healthcare organizations must implement a HIPAA compliance program. 

HIPAA medical compliance consists of:

  • Conducting accurate and thorough security risk assessments
  • Implementing remediation plans to address compliance deficiencies
  • Creating and implementing policies and procedures
  • Conducting employee HIPAA training
  • Having signed business associate agreements
  • Creating a system for detecting, responding to, and reporting breaches

Security Risk Assessments, Gap Identification, and Remediation

To be HIPAA compliant, it is crucial to identify where your deficiencies lie. To do so, healthcare organizations must conduct six self-audits annually. These self-audits uncover weaknesses and vulnerabilities in your security practices. To ensure that your organization meets HIPAA safeguard requirements, you must create remediation plans. Remediation plans list your identified deficiencies and how you plan to address them, including actions and a timeline.

HIPAA Policies and Procedures

To ensure that you meet HIPAA Privacy, Security, and Breach Notification requirements, you must implement written policies and procedures. These policies and procedures must be customized for your practice’s specific needs, applying directly to how your business operates. To account for any changes in your business practices, you must review your policies and procedures annually and make amendments where appropriate.

Employee HIPAA Training

HIPAA imposes employee training requirements that are the same regardless of the state the healthcare organization operates in. HIPAA training must be provided to each employee that has the potential to access PHI. Training must be provided annually, in which employees must legally attest that they understand and agree to adhere to the training material. 

Business Associate Agreements

Business associate agreements must be signed with each of your business associate vendors. HIPAA defines a business associate as any entity that performs a service for your practice that gives them the potential to access PHI. Common examples of business associates include electronic health records platforms, email service providers, online appointment scheduling software, and cloud storage providers. 

You cannot use any vendor and be HIPAA compliant. They need to be willing and able to sign a business associate agreement (BAA). A BAA is a legal contract that requires each signing party to be HIPAA compliant and be responsible for maintaining their compliance. When a vendor doesn’t sign a BAA, it cannot be used for business associate services.

Incident Management

To comply with the HIPAA Breach Notification Rule, you must have a system to detect, respond to, and report breaches. Employees must also have the means to report incidents anonymously and be aware of what to do if they suspect a breach has occurred.

OSHA and HIPAA Combined

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HIPAA Seal of Compliance