Data Privacy –
Information Security

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Elevate Your Healthcare Operations with HireAway

HireAway has extensive experience working with healthcare clients and have developed a series of protocols to ensure we meet our clients’ strict HIPAA compliance requirements. Our staff work on-site in our highly secured office, and we use robust technology and protocols to safeguard client information and communications.

HIPAA Compliance Training

All our employees undergo mandatory HIPAA training to ensure they understand the regulations around protecting patient health information (PHI). This training is conducted regularly to keep everyone up to date on any changes in legislation or best practices.

Access Control

We implement strict access control measures to ensure that only authorized personnel can view or handle sensitive patient data. This includes role-based access restrictions and multi-factor authentication for all systems that handle PHI.

Physical Security

For any physical records or devices containing PHI, we have stringent security measures in place, such as secure storage areas, access logs, and proper disposal procedures for sensitive information.

Incident Response Plan

In the event of a data breach or potential HIPAA violation, we have a clear incident response plan to address the issue swiftly, mitigate any damage, and report the breach in accordance with HIPAA guidelines.

Secure Communication Channels

We use secure, HIPAA-compliant communication tools for handling PHI, ensuring that emails, messages, and file transfers are protected.

Regular Audits and Monitoring

Our systems undergo regular internal audits to ensure HIPAA compliance. We also use monitoring tools to detect and respond to any potential breaches or unauthorized access attempts.

Technology

We use a HIPAA Compliant VPN for all of our existing healthcare clients when accessing their respective EHRs so that patient data is secured. We also use the SoftPhone System and encrypted an email client for patient communications. Onsite, our IT System is protected by firewalls, a web filtering system and malware protection.

Paperless Policy

Is also implemented so that no physical data goes out of our premises.

HIPAA Compliance Concerns for Outsourcing: Frequently Asked Questions

HIPAA (Health Insurance Portability and Accountability Act) sets the standard for protecting sensitive patient data. Any company dealing with protected health information (PHI) must ensure that all required physical, network, and process security measures are in place and followed. For businesses outsourcing healthcare-related tasks, HIPAA compliance is critical to avoid legal risks and ensure patient data is protected.

We implement comprehensive security protocols, including data encryption, secure access controls, and regular compliance training for all employees. We also sign a Business Associate Agreement (BAA) with our clients, outlining our commitment to maintaining HIPAA standards.

A BAA is a legal document that outlines the responsibilities of a business associate (the outsourcing provider) regarding PHI. It ensures that both parties understand and comply with HIPAA regulations. Yes, it is essential to have a BAA in place before sharing any PHI with an outsourcing provider.

Patient data is secured through multiple layers of protection, including:

  • Data Encryption: All PHI is encrypted both in transit and at rest.
  • Access Controls: Only authorized personnel can access sensitive information, and they are monitored to prevent unauthorized access.
  • Secure Communication Channels: We use HIPAA-compliant platforms and tools to communicate and exchange data.

You can outsource various administrative and back-office tasks, such as medical billing, coding, insurance verification, and appointment scheduling, as long as the outsourcing provider adheres to HIPAA regulations and has a signed BAA.

All employees undergo rigorous HIPAA training as part of their onboarding process and receive regular refresher courses to stay updated on the latest compliance requirements. This training includes understanding PHI, data protection measures, and the consequences of non-compliance.

In the unlikely event of a data breach, we have a detailed incident response plan. This includes:

  • Immediate containment and investigation of the breach.
  • Notifying affected parties and relevant authorities within the required time frame.
  • Taking corrective actions to prevent future breaches and documenting the incident and response.

Outsourcing does not inherently increase the risk of a HIPAA violation as long as the provider follows stringent compliance protocols. Partnering with a reputable, HIPAA-compliant outsourcing provider can even reduce risks by leveraging their expertise in handling PHI securely.

We conduct regular internal and external audits, monitor employee access to PHI, and update our security policies and procedures as necessary. We also stay informed about changes in HIPAA regulations and adjust our practices accordingly.

Yes, we can provide all necessary documentation, including a signed BAA, employee training certifications, and proof of compliance measures. This helps you demonstrate your commitment to HIPAA compliance during audits and reviews.

When choosing an outsourcing partner, ensure they:

  • Have a comprehensive understanding of HIPAA requirements.
  • Are willing to sign a BAA.
  • Provide regular compliance training to their staff.
  • Use secure technology and processes to protect PHI.
  • Offer transparency in their compliance practices and can provide documentation.

We follow strict protocols for the disposal and destruction of PHI. All electronic data is permanently deleted using industry-standard methods, and physical documents are shredded to ensure no unauthorized access or retrieval of information.