In recent years, the government has been making a big push towards the abandonment of older methods of creating, maintaining, and sharing protected health information (PHI) and the adoption of electronic medical records (EMRs). With so many incredible advancements in technology, a growing number of healthcare providers are realizing that this really is the most logical and effective method of handling PHI. By making information more accessible to all necessary parties, EMRs can save time and money, while boosting the quality of patient care at the same time. And when the proper tools and methods are used, security can be significantly improved upon. Even with all of these benefits in mind, though, there are still a good amount of industry professionals who are unsure of their ability to maintain HIPAA compliance when medical records are maintained electronically. If you fall under this category, this post is for you. Here, we’ll walk you through all that you need to know about adhering to HIPAA regulations while embracing EMRs.
5 Things to Know About HIPAA Compliance and Electronic Medical Records
1. PHI is still PHI
After years of dealing with the hardcopy, paper forms of patient information and medical records, you may find that some staff will feel a bit more relaxed with the electronic versions. In today’s world, technology is all about sharing information with others. It’s easier today than ever to do a quick search on an individual and learn information about who they are, and even about their past. But just because a patient’s information has transitioned into an electronic setting doesn’t mean that it’s fair game. Before switching to EMRs, it’s extremely important to train staff to continuously be diligent in their efforts to protect and maintain patient confidentiality.
2. Make security a top priority
Security precautions are necessary both to prevent outsiders from obtaining access to PHI, but also to reduce the temptation of any internal employees to access information without authorization. In order to maintain HIPAA compliance when handling medical records through an electronic database, you must establish firewalls, and encryption is strongly encouraged. All users should be assigned specific user names and passwords that may track all activity – revealing the source of a breach, should one occur. It’s also wise to make use of clearance levels, which would prohibit unauthorized users from accessing certain records.
3. Don’t let your guard down with mobile devices
Improperly secured mobile devices (flash drives, laptops, etc) are a leading cause of security breaches. Never store or share information via a mobile device without ensuring that the proper security measures have been taken.
4. Understand and inform patients of their rights
As of 2013, patients have the right to request their own medical records or portions of their medical records in electronic format. Even if your facility doesn’t yet have an EMR database in place, if there is any article of patient information that was created electronically, the patient may request to obtain the data. Your patients must be properly notified of this right.
5. Be aware of security breach requirements
In the event that it is determined that a breach of security has occurred, your facility will be required to notify all patients who may have been potentially affected by the breach, and the secretary of the Department of Health and Human Services. This applies even if the breach occurred as a result of one of your business associates. If a number of patients have outdated contact information on record, you may be required to post a notice to your website, and in cases of very large breaches, you may be required to notify the media.
EMRs are more than just a passing trend – they’re the way of the future. As such, it’s important to recognize HIPAA standards for electronically-stored medical records. By remembering these tips and training your staff, you’ll find success with EMRs in the future.
