If you work in the healthcare industry, then you’re likely already familiar with the term HIPAA. It stands for the Health Insurance Portability and Accountability Act and it’s a law that was put into place to protect the privacy of patients by safeguarding protected health information. Since its enactment in 1996, HIPAA rules have changed and been added — many to accommodate and address the increasing use of electronic systems to store and transfer information.

HIPAA is a comprehensive piece of legislation and like many laws, can be confusing for those who are just learning about it. In today’s blog from FOCOS Innovations, we want to address some of the most commonly asked questions about HIPAA. Keep reading, and if you’re looking for HIPAA-compliant healthcare service management software, contact a member of our team to schedule a free demonstration.  

What Is the Purpose of HIPAA?

HIPAA was originally enacted to ensure employees would continue to receive health insurance coverage when they were between jobs. However, over the years new and revised HIPAA laws have become known for protecting healthcare recipient privacy and enhancing data security. In addition to making sure health information is protected, more recent HIPAA laws have been created that require individuals to be notified of a breach in security. 

Who Must Comply With HIPAA?

The HIPPA rules clearly outline who must comply. The terms covered entities and business associates are used. To put it in simpler terms, covered entities include the following:

• Healthcare providers such as doctors, nursing homes, and pharmacies
• Any healthcare provider who bills electronically
• Health plans
• Healthcare clearinghouses

Business associates are defined as someone who is not a member of a covered entity’s workforce, however, they perform functions or activities on your behalf. Some examples of a business associate include:

• Health information organizations
• E-prescribing gateways
• Third-party companies that are involved in billing, data analysis, and claims processing

What Kind of Information Does HIPAA Protect?

HIPAA protects most individually identifiable health information that is stored or transmitted by a covered entity or business associate. It includes data pertaining to a person’s past, present, or future health, care records, and payment for care services. This information, when combined with individually identifiable information such as a name, phone number, address, or medical record number, is classified as “protected health information” because it is protected under the HIPAA Privacy Rule.

What Are Some Examples of Individually Identifiable Information?

The following list contains just a few examples of identifiers, that when used in conjunction with health information, are considered protected health information and subject to HIPAA law. 

• Names
• Phone numbers
• Email addresses
• Social Security numbers
• Medical record numbers
• IP address numbers
• Drivers license numbers
• Full face photos

Who Enforces HIPAA?

HIPAA rules are enforced by the Health and Human Services Office for Civil Rights. This federal agency is responsible for informing and protecting the public about health information privacy rights. You can find HIPAA training materials and resources for healthcare professionals on their website as well as more information on HIPAA enforcement. 

Are HIPAA Laws the Same In Every State?

The federal HIPAA law establishes a baseline of privacy protections and rights that covers consumers in all states across the country. However, states have the option to enact more stringent requirements. For healthcare organizations that span multiple states, it’s important to take into consideration the possible variations in privacy laws from state to state.  

Does HIPAA Allow for Telehealth Services?

Because of the COVID-19 public health emergency, care providers are being encouraged to use technology to support long-distance health care as a way to reduce contact and therefore reduce the risk of spreading the virus. To further support the use of electronic means such as videoconferencing, phone consultations, and other technologies, the Office of Civil Rights will not impose penalties for HIPAA violations as long as reasonable safeguards are taken to protect health information. You can learn more about HIPAA and telehealth services in this document published by the Office of Civil Rights.

How Can I Ensure the Software I Use Is HIPAA Compliant?

With more providers turning to technology to track and transmit consumer records and health information, it’s important to ensure that the software you use is HIPAA compliant. The following is a list of security features you’ll want to inquire about when shopping for software.

• Access control
• User authorization
• Data backup
• Data encryption
• Role-based access to limit access to certain information 

Where Can I Get More Information On My Responsibilities As a Provider?

Healthcare providers can access general information about HIPAA and get details about specific HIPAA rules through the main U.S. Department of Health and Human Services Website. In addition, there are more resources available from the Office of the National Coordinator for Health Information Technology (ONC), which is a branch of the U.S. Health and Human Services. On their site, the ONC provides a helpful guide on HIPAA basics as well as a detailed seven-step process for implementing a security management process. For a general HIPAA overview plus information pertaining to Medicare and Medicaid service providers, this HIPAA fact sheet published by the Centers for Medicare and Medicaid Services (CMS) is a helpful resource.

Get HIPAA-Compliant Healthcare Service Management Software From FOCOS Innovations

If your organization is subject to the Healthcare Insurance Portability and Accountability Act (HIPAA), an important element of compliance is ensuring that public health information is secure with regard to storage, access, and transmission. If you’re looking for healthcare service management software that not only meets this requirement but is designed for ease of use and includes features that can save you time and improve quality of care, we encourage you to take a look at FOCOS Innovations. 

Our Service Central module offers care providers the means for complete service management including tracking, scheduling, and reporting on services for the consumers they serve. Our proprietary software is WCAG 2.1 and HIPAA compliant and includes role-based access controls for an unlimited number of users. Contact FOCOS Innovations today to learn more about the features and benefits of our software and to schedule your free demonstration.