Simplifying HIPAA Compliance Management Using a Software Solution

HIPAA Compliance Management

Have you been looking for an easy way to manage your HIPAA compliance? The answer is most likely yes since HIPAA compliance management is often a difficult job. Effectively managing compliance on your own takes hours of research, policy writing, analysis of your business practices, and much more. This task is overly complex, stressful, and confusing unless you are a regulatory attorney. But there’s an easier way to manage your compliance – using an automated software solution.

Automated HIPAA Compliance Management with Software

There are several software management solutions to choose from for HIPAA compliance. However, not all software solutions are created equal. When looking for a software solution to manage your compliance, you want to ensure that it includes everything you need to meet HIPAA requirements. You also want to find a software solution that is easy to use, with support staff to guide you through the platform.

Compliancy Group’s automated HIPAA compliance management software provides you with everything you need to meet your HIPAA compliance requirements. Our easy-to-use software is paired with a dedicated Compliance Coach to provide you with live support as you go through each step of HIPAA. 

What does HIPAA compliance management consist of, and how can Compliancy Group help?

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.

Compliancy Group’s HIPAA compliance management software provides clients with all required HIPAA audits. Our Compliance Coaches instruct clients on how to complete each audit. Once clients have completed their audits and added the information to our software, the software automatically identifies gaps in compliance. To close these gaps, the software creates remediation plans specific to your organization, which, once implemented, allow you to meet HIPAA safeguard requirements.

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HIPAA Seal of Compliance

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 your business’s operations. To account for any changes in your business practices, you must review your policies and procedures annually and make amendments where appropriate.

Compliancy Group’s software provides clients with policies and procedures specific to your type of organization (i.e., covered entity, business associate, software provider). Each policy also includes a summary section that simplifies procedures into language that all employees can easily understand.

HIPAA Training

HIPAA training must be provided to each employee that has the potential to access PHI. HIPAA training must be provided annually, in which employees must legally attest that they understand and agree to adhere to the training material. 

Compliancy Group’s HIPAA training consists of a series of short educational videos to keep your employees engaged. After each training video, employee HIPAA knowledge is tested and their legal attestations recorded. Administrators can quickly check individual employee training progress through the software platform.

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.

Compliancy Group’s HIPAA compliance management software allows clients to send each of their business associates BAAs easily. It also assigns them a vendor questionnaire, similar to your self-audits, to assess their compliance. Once vendors have completed both, their responses are recorded, and agreements are stored in the software platform.

Incident Management and Audit Support

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 know what to do if they suspect a breach has occurred. Healthcare organizations that suffer a breach and cannot prove their HIPAA compliance are often audited and fined. While the breach itself will not cause an organization to be fined if they are not HIPAA compliant, they will likely be subject to fines.