Remote-access Guide

hipaa remote access policy

by Dr. Nikolas Mohr I Published 2 years ago Updated 2 years ago
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HIPAA privacy and security rules do not prohibit remote access, but they do require that organizations implement appropriate safeguards to ensure the privacy and security of protected health information (PHI).

Is Remote Desktop Connection HIPAA compliant?

Many organizations allow users to access their PCs via windows remote desktop connections by opening a port on the firewall and allowing the user to directly access their office computer from home. This practice is not secure, and is definitely not HIPAA compliant.

Is it a HIPAA violation to work from home?

HIPAA compliance and working from home do not fit hand in glove for one simple reason: Working at home (or at a patient's house) can put patients' protected health information (PHI) at risk, thus presenting HIPAA Privacy Rule concerns and HIPAA Security Rule concerns.

What are the 3 HIPAA security rules?

The HIPAA Security Rule requires three kinds of safeguards: administrative, physical, and technical. Please visit the OCR for a full overview of security standards and required protections for e-PHI under the HIPAA Security Rule.

What are the 5 most common violations to the HIPAA privacy Rule?

The five most common HIPAA compliance issues, as compiled by the HHS' Office for Civil Rights: Impermissible uses and disclosures of protected health information. Lack of safeguards of protected health information. Lack of patient access to their protected health information.

How can I make my home office HIPAA compliant?

Have each employee sign a Confidentiality Agreement to assure the utmost privacy when handling PHI. Create a Bring Your Own Device (BYOD) Agreement with clear usage rules. Employees who store hard copy (paper) PHI in their home office need a lockable file cabinet or safe to store the information.

How do you keep confidentiality when working from home?

Consider confidentiality when holding conversations or using a screen. You may be sharing your home working space with other family members or friends. Try to hold conversations, where they are less likely to overhear you and position your screen where it is less likely to be overseen.

What are the 4 main rules of HIPAA?

The HIPAA Security Rule Standards and Implementation Specifications has four major sections, created to identify relevant security safeguards that help achieve compliance: 1) Physical; 2) Administrative; 3) Technical, and 4) Policies, Procedures, and Documentation Requirements.

What would be a violation of HIPAA?

Further HIPAA Violation Examples Improper disposal of PHI. Failure to conduct a risk analysis. Failure to manage risks to the confidentiality, integrity, and availability of PHI. Failure to implement safeguards to ensure the confidentiality, integrity, and availability of PHI.

What are the four basic parts of the HIPAA privacy Rule?

There are four parts to HIPAA's Administrative Simplification: Electronic transactions and code sets standards requirements. Privacy requirements. Security requirements.

What is the most common HIPAA violation among HCW?

HIPAA Violation 1: A Non-Encrypted Lost or Stolen Device One of the most common HIPAA violations is that a lost or stolen device can easily result in theft or unauthorized access to PHI. Fines of up to $1.5 million – per violation category, per year that the violation has been allowed to persist.

What is considered breaking Hippa?

Denying patients copies of their health records, overcharging for copies, or failing to provide those records within 30 days is a violation of HIPAA.

Is texting a patient a HIPAA violation?

Texting patient information to patients is allowed by HIPAA provided the Covered Entity has warned the patient that the risk of unauthorized disclosure exists and has obtained the patient´s consent to communicate by text. Both the warning and the consent must be documented.

What would be a violation of HIPAA?

Further HIPAA Violation Examples Improper disposal of PHI. Failure to conduct a risk analysis. Failure to manage risks to the confidentiality, integrity, and availability of PHI. Failure to implement safeguards to ensure the confidentiality, integrity, and availability of PHI.

What is HIPAA in the workplace?

HIPAA laws and regulations are used in the workplace to protect the health and medical records of employees participating in an employer-sponsored healthcare plan. The laws regulate how individuals' protected healthcare information maintained by a healthcare plan can be shared with employers.

How do I make my laptop HIPAA compliant?

5 things to keep your device secure and HIPAA compliantPassword Protect your Devices and Applications/Software that Contain PHI. ... Don't Share Your Password. ... Automatic Time-Out. ... Clean Out the Trash and Empty Your Cache. ... Train Your Staff, Students, and Clients.

What is HIPAA compliance?

HIPAA Compliance Definition HIPAA compliance is a living culture that health care organisations must implement within their business in order to protect the privacy, security, and integrity of protected health information.

How to protect client's PHI?

How To Protect Your Clients’ PHI When Working Remotely 1 Make a list of remote employees. 2 Indicate the level of information to which they have access.

What are the security and privacy requirements for employees?

Describe Security and Privacy requirements: Employees should not allow any friends, family, etc. to use devices that contain PHI. Have each employee sign a Confidentiality Agreement to assure the utmost privacy when handling PHI. Create a Bring Your Own Device (BYOD) Agreement with clear usage rules.

Do employees need VPN?

Require that employees use a VPN when they access the company’s Intranet remotely. All PHI must be encrypted before being transmitted. This can either be through the company’s Intranet or using the internal email encryption. Encrypt and password protect any personal devices employees use to access PHI.

Can employees copy PHI to external media?

Usually, IT configuring timeouts take care of this. Employees cannot copy any PHI to external media not approved by the company. This includes flash drives and hard drives. You may require all PHI to stay on the company network.

Do you need a VPN for intranet?

Devices must be encrypted, password protected, and installed with software firewalls and anti-virus software is installed. Require that employees use a VPN when they access the company’s Intranet remotely.

Is remote work HIPAA compliant?

Remote employees aren’t exempt from following HIPAA rules. It’s in your best interest to define all remote employee guidelines and to ensure all signed documents involving remote work are up-to-date, signed, and safely stored. Taking these steps will ensure you’re compliant should HHS come calling!

What are the HIPAA rules?

The HIPAA Security and Privacy Rules require all covered entities to protect the EPHI that they use or disclose to business associates, trading partners or other entities. New standards and technologies have significantly simplified the way in which data is transmitted throughout the healthcare industry and created tremendous opportunities for improvements in the healthcare system. However, these technologies have also created complications and increased the risk of loss and unauthorized use and disclosure of this sensitive information.

What is the HIPAA security rule for laptops?

All covered entities are required to be in compliance with the HIPAA Security Rule1, which includes, among its requirements, reviewing and modifying, where necessary, security policies and procedures on a regular basis. This is particularly relevant for organizations that allow remote access to EPHI through portable devices or on external systems or hardware not owned or managed by the covered entity.

What does covered entity need to do to protect EPHI?

Covered entities must develop and implement policies and procedures to protect EPHI that is stored on remote or portable devices, or on potentially transportable media (particularly backups).

What is the HIPAA Privacy Rule for EPHI?

It is important that only those workforce members who have been trained and have proper authorization are granted access to EPHI.

What is the procedure for a covered entity to lose EPHI?

Should a covered entity experience loss of EPHI via portable media, the entity’s security incident procedures must specify the actions workforce members must take to manage harmful effects of the loss. Procedures may include securing and preserving evidence; managing the harmful effects of improper use or disclosure; and notification to affected parties. Needless to say, such incidents should be evaluated as part of the entity’s ongoing risk management initiatives.

What is HIPAA law?

Though most are very familiar with the Health Insurance Portability and Accountability Act (HIPAA) and its relation to third parties and remote access, we’re going to break it down a bit. HIPAA carries with it data privacy requirements for individuals, organizations, and entities working with patient information.

Is remote access required for HIPAA?

A HIPAA compliant remote access policy isn’t just essential in the healthcare industry, but it’s necessary. It’s important to remember that you can’t be in compliance if your vendors (or anyone external who has access to your “stuff”) aren’t compliant, too.

Do covered entities need to have business associate agreements?

Covered entities need to have business associate agreements (BAAs) in place with each vendor that they work with. Despite the many benefits of a work from home environment, organizations that need to be HIPAA compliant must also be aware of the significant privacy concerns that put them at risk for noncompliance.

Can you send PHI via email?

Don’t send PHI via email unless it is the only option and in these cases be sure to use all tools to encrypt emails. If copying PHI to external media, make sure that you are only using flash drives, hard drives or other materials that have been approved by the company. Reassess your security protocols frequently.

Is remote work HIPAA compliant?

While a remote work environment can provide many benefits to all of the parties involved, it also can present significant challenges for organizations that need to remain HIPAA compliant. There are many privacy and security measures that need to be implemented in order to address the concerns and risks of maintaining HIPAA compliance in ...

Can you share PHI with others?

Lock your screens when walking away from your computer. Do not share sensitive PHI with others who shouldn’t have access, including co-workers and personal acquaintances. Only access a patient’s record if needed for work.

Is HIPAA being waived?

Although certain HIPAA sanctions are being waived during the current health crisis, that does not excuse us from mishandling patients’ protected health information ( PHI ). We must take the same physical and security measures to safeguard the PHI we are trusted with in our work. Here are some best practices to follow:

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More and More Employees Are Working Remotely

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In the last 10 years, the number of people telecommuting in the U.S. has increased by a staggering 115 percent.1Ever-evolving technology is making it easier for employees interested in working remotely. This can save a company as much as $11,000 annually per telecommuting worker. While there are several advantages …
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Real Life Examples

  • Cancer Care Group agreed to a settlement of $750,000, after a remote employee lost a laptopand backup drive to car theft. The laptop contained more than 50,000 patients’ PHI. OCR determined that prior to the breach, Cancer Care Group was in widespread non-compliance with the HIPAA Security Rule. They failed to conduct an enterprise-wide risk analysis when the breach originally …
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How to Protect Your Clients’ Phi When Working Remotely

  • What can you do to safeguard your organization from HIPAA violations? We compiled a list of documentation requirementsand preventative actions you need to observe to protect you and your clients. First and foremost, if you have remote employees, you must set rules for them in your Security Policies and Procedures. Use the following checklistas a guide for what to inclu…
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Conclusion

  • Remote employees aren’t exempt from following HIPAA rules. It’s in your best interest to define all remote employee guidelines and to ensure all signed documents involving remote work are up-to-date, signed, and safely stored. Taking these steps will ensure you’re compliant should HHS come calling! Need help securing your own or your employees home...
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