When we think about HIPAA compliance, patient records and EHR systems usually come to mind. But compliance goes beyond the obvious. Today, let’s look at three surprising areas where HIPAA compliance matters just as much:

1. Online Forms: The First Step in Protecting Patient Data

Online forms are often the first point where patient information enters your system. These forms may seem simple, but if they aren’t secure, they become a prime target for breaches. Here’s how to safeguard them:

• Use encrypted forms: Ensure that all data submitted through the form is encrypted during transmission and while at rest. This prevents bad actors from intercepting and accessing sensitive data.
• Choose HIPAA-compliant providers: Work only with vendors who sign a Business Associate Agreement (BAA) and have robust security protocols in place. A BAA holds them accountable for maintaining HIPAA-compliant practices.
• Audit regularly: Periodically review your online forms to ensure they meet the latest security standards and are free from vulnerabilities.

2. Responding to Patient Reviews Without Breaking HIPAA

Engaging with patient reviews online is important for your reputation, but it’s also a legal minefield. Even acknowledging that someone is a patient could violate HIPAA. Here’s how to do it right:

• Use neutral responses: Thank reviewers for their feedback in a general way, without confirming or referencing their care. Example: “We appreciate your feedback and strive to provide excellent service.” This approach maintains professionalism and avoids HIPAA issues.
• Take it offline: If a patient’s comment requires further discussion, invite them to call your office or reach out privately. For example, you might say, “We’d love to discuss this further. Please contact us directly so we can address your concerns privately.” This approach protects patient privacy while still showing responsiveness.
• Train your staff: Ensure your team understands how to respond to reviews without violating HIPAA. Role-play scenarios can help staff learn how to manage reviews effectively.

3. Mobile Health Apps: Convenient, but Are They Safe?

Mobile health apps have become an essential part of healthcare, but not all of them are designed with HIPAA compliance in mind. Apps that lack encryption or access controls can expose patient data to risks. Here’s how to ensure mobile app safety:

• Recommend carefully: Only recommend apps that have been thoroughly vetted and verified for HIPAA compliance. Work with trusted industry sources to find safe, effective options.
• Educate your team: Train your staff to avoid using non-compliant apps for work-related communication. Unauthorized messaging apps and file-sharing tools are a common source of data breaches.
• Review app permissions: Ensure mobile health apps have restricted access to only the information necessary to perform their functions. Excessive access permissions could lead to unnecessary exposure of sensitive data.

Why It All Comes Back to Your SRA

The Security Risk Analysis (SRA) ties everything together. This process identifies gaps in your compliance strategy, including the hidden areas discussed here. It’s not just a checkbox on a form—it’s a proactive process to prevent data breaches before they happen. Completing an SRA ensures that your organization identifies vulnerabilities and closes them before they’re exploited.

A thorough SRA doesn’t just assess your EHR system; it looks at all areas where patient data might be exposed, from online forms to mobile apps. By including these hidden areas, you reduce your overall risk and improve your organization’s ability to withstand audits and inspections.

Take Action Today

Protect your organization by securing online forms, using caution with patient reviews, and vetting mobile health apps. Conduct a comprehensive Security Risk Analysis to uncover any other areas where patient data might be at risk. By strengthening your overall compliance strategy, you’ll reduce the risk of costly breaches, and gain peace of mind knowing you’re safeguarding patient privacy at every level. The cost of a breach far outweighs the investment in prevention, so act today.

Medcurity HIPAA Security Risk Analysis

For organizations looking to simplify and strengthen their HIPAA compliance efforts, Medcurity offers a comprehensive HIPAA Security Risk Analysis (SRA) service. Medcurity’s expert team helps identify vulnerabilities in your systems, ensuring you’re prepared for audits and inspections. With actionable insights and personalized support, Medcurity makes it easier to close compliance gaps before they become costly problems. Investing in a Medcurity SRA means peace of mind, a stronger security posture, and confidence in your compliance strategy.