How Managed IT Services Help Assure HIPAA Compliance
As more healthcare businesses adopt technology and internet-based services, it has become imperative for businesses to protect the privacy of their patient data. Recent findings from the HIPAA Journal have uncovered distressing figures – a staggering 5,150 data breaches resulting in 382,262,109 compromised healthcare records between 2009 and 2022. These alarming statistics highlight the importance of prioritizing data security.
To address these concerns, many healthcare organizations are partnering with managed service providers to ensure compliance with HIPAA, a law that requires businesses to secure patient information.
In this blog, we’ll look at why HIPAA is important, the challenges healthcare organizations face in ensuring compliance, and how managed service providers can assist businesses in securing health information. By understanding these regulations and taking a proactive approach, healthcare organizations can protect sensitive information and foster patient trust.
What is HIPAA Compliance?
HIPAA, also known as the Health Insurance Portability and Accountability Act, is a federal law in the United States that hospitals, medical clinics, insurance companies, and healthcare providers must follow to protect the privacy and security of their patients’ information.
These regulations include the Privacy Rule, a law that outlines the rights patients have regarding their health information, and the Security Rule, which enforces safety measures for electronic health records. HIPAA also includes the Breach Notification Rule that requires healthcare organizations to report data breaches to the authorities and individuals affected.
Healthcare organizations that violate HIPAA can face severe consequences. For example, when a data breach occurs, the Department of Health and Human Services (HHS) can impose significant fines. These charges can range from thousands to even millions of dollars, depending on how serious the infraction was. As a result, the healthcare organization may lose patient trust, experience reputational damage, and even face legal action from those who were affected.
Challenges in Achieving HIPAA Compliance
Following HIPAA regulations is crucial to keep patients’ information safe, but many organizations face a number of challenges that can make compliance difficult.
One such challenge is cybersecurity. As cybercrime becomes more sophisticated and frequent, healthcare organizations will need to continually review their IT systems and policies and adapt their security strategies. Systems, software, and protocols that are outdated can create vulnerabilities that can expose sensitive patient data to unauthorized access or data breaches.
Untrained staff can also increase the risk of breaching HIPAA. Employees who do not use strong passwords, misuse patient data, or do not follow proper data handling procedures can unknowingly share patients’ sensitive information. To mitigate these risks, organizations will need to continually provide training and inform their employees of evolving cybersecurity threats.
Finally, the changing healthcare landscape requires healthcare organizations to remain agile and adaptable. For example, telehealth services have become popular since the pandemic. This shift requires organizations to adopt secure telehealth platforms and data-handling procedures. As remote work has also become more prevalent, organizations will also need to increase security measures on mobile devices and enforce strict access controls.
Managed IT Providers’ Role in HIPAA Compliance
As the complexity of healthcare technology and data security increases, many healthcare organizations are turning to managed service providers to ensure HIPAA compliance. These providers stay current with healthcare regulations and offer a number of services to help organizations protect their data and patient information. We’ll discuss these services in the sections below.
Email Encryption and Monitoring
Email is an important tool healthcare organizations can use to communicate with staff, send and receive documents, share patient information, coordinate care, and stay connected with patients. While email can streamline operations and improve patient communication, these systems can also violate HIPAA regulations if not managed correctly.
For example, if a staff member accidentally clicks and opens a link in a phishing email, they could unknowingly give hackers access to their email systems, electronic healthcare records, and patient information. This data can then be altered, misused, or stolen, breaching HIPPA’s regulations. Another example would be if a staff member accidentally sends an email with patient information to the wrong recipient.
IT service providers can help healthcare organizations prevent these scenarios with comprehensive security measures. These services include encrypting sensitive information so it cannot be deciphered without proper decryption keys. Managed service providers can also monitor email and other communication systems to prevent phishing attacks, malware, and other forms of cybercrime that can violate HIPAA regulations.
Wireless Network Security
Wireless networks are critical for a business’s mobility and connectivity, but if not secured properly, they can potentially breach HIPAA regulations. Unauthorized access, weak passwords, and a lack of data encryption are common vulnerabilities that can affect the security of wireless networks. Lost or stolen devices, inadequate segmentation, insufficient staff training, and using unsecured Wi-Fi hotspots can also expose patient data.
Managed service providers will work with healthcare organizations to prevent these vulnerabilities and make sure all wireless networks are fortified with strong security measures. This can include data encryption, secure access controls, and employee training to ensure that all staff members are using strong passwords and following best practices when using Wi-Fi hotspots.
Secure Data Storage and Backup
In the past, data was stored onsite on physical hard drives or data centers. However, with the introduction of the cloud and advancements in technology, many healthcare organizations have shifted to cloud-based platforms to store and manage their data. While these platforms offer many benefits like scalability and accessibility, being on the internet can make them more susceptible to leaking patient information.
Managed service providers are well-versed in the latest cloud solutions and will work closely with organizations to ensure that all cloud-based platforms are secure and HIPAA compliant. This includes helping organizations select appropriate cloud providers with strong security measures. They will also configure cloud services to align with HIPAA regulations through encryption, access controls, and monitoring systems.
These services also include data backup, which is critical in safeguarding patient data. Managed services help organizations select robust backup solutions and protocols for restoring data in the event of a blackout, natural disaster, or other unexpected circumstances. This includes regular, automated backups, secure offsite storage, and disaster recovery planning. With expert guidance and effective backup strategies, healthcare organizations can uphold data integrity, minimize downtime, and quickly recover patient information during unexpected events.
Regular Security Audits and Risk Assessments
Cybercrime is constantly evolving, meaning healthcare organizations need to continually access their security measures and adapt their strategies to ensure HIPAA compliance. Failure to do so can result in data breaches, ransomware attacks, phishing incidents, and other forms of online attacks. However, managed service providers can perform a number of assessments to help mitigate these risks.
First, they will conduct thorough security audits to identify weaknesses in an organization’s IT infrastructure. These assessments include network security, data protection, access controls, and compliance auditing to identify areas that need improvement. Once an organization’s weaknesses have been identified, managed service providers will offer recommendations and create a comprehensive security plan to secure patient data, maintain HIPAA compliance, and stay resilient against evolving cyber attacks.
Vendor Management
Many healthcare organizations use third-party software, services, and equipment for daily operations. As many of these solutions manage and house patient data, organizations will need to make sure third-party vendors implement strong security measures and comply with HIPAA regulations. Managed services can help organizations with managing these relationships.
They have strong relationships with a variety of technology vendors and can recommend solutions that align with their IT needs. IT providers can assess vendors’ security protocols, review contracts to ensure HIPAA compliance, and monitor their performance. This proactive approach helps ensure secure data transmission and reduces the risk of online attacks and HIPAA violations.
Conclusion
The healthcare industry and technology are constantly evolving. Organizations that fail to keep up and protect their patients’ sensitive health information can face a number of consequences, including fines, legal action, reputational damage, and loss of revenue. To mitigate these risks, managed IT services offer a range of comprehensive services that identify potential weak points, strengthen security measures, and protect patient data.
Prescient Solutions is a leading managed service provider in the Chicago and Milwaukee areas, offering robust security solutions to help healthcare organizations uphold HIPAA regulations. From 24/7 monitoring and data encryption to employee training and regular audits, we provide a holistic approach to healthcare security.
To access your online security posture and secure your patients’ information, contact our team today for a consultation.