HIPAA Compliance: Everything You Need to Know

In this article, we will discuss in depth everything you need to know about HIPAA Compliance. HIPAA was introduced with two main objectives: to protect the individuals’ health information while allowing the flow of health information needed to provide high-quality health care and to protect the public’s health and well-being.

What is HIPAA compliance?

HIPAA — the Health Insurance Portability and Accountability Act — is a federal law enacted in 1996 aimed at improving the efficiency and effectiveness of the healthcare system. HIPAA promotes the protection and confidential handling of protected health information (PHI). HIPAA compliance means adhering to the standards and provisions set by the act to safeguard PHI from unauthorized access and breaches.

HIPAA compliance requirements

To comply with HIPAA, your covered entity and business associates must adhere to specific rules and regulations designed to protect PHI:

Privacy Rule

The Privacy Rule establishes national standards for protecting PHI. It applies to all forms of individuals’ protected health information, whether electronic, written or oral. The main goals of the Privacy Rule are to:

• Limit the use and disclosure of PHI for specific purposes, such as treatment, payment or healthcare operations, unless explicit authorization is obtained from the patient.
• Ensure patient rights over health information, including the right to obtain a copy of their records, request corrections and be informed about how their information is used and disclosed.
• Implement administrative, physical and technical safeguards to protect the privacy of PHI.

Security Rule

The Security Rule complements the Privacy Rule by specifically addressing electronic protected health information (ePHI). It establishes standards for the security of ePHI and mandates the implementation of security measures to protect against threats to data integrity, confidentiality and availability. The Security Rule is divided into three categories of safeguards:

• Administrative safeguards: Policies and procedures designed to manage the selection, development, implementation and maintenance of security measures to protect ePHI.
• Physical safeguards: Measures to protect electronic information systems and related buildings and equipment from natural and environmental hazards and unauthorized intrusion.
• Technical safeguards: The technology and policies that protect ePHI and control access to it, including measures like encryption, access controls and audit controls.

Enforcement Rule

The Enforcement Rule sets the standards for the enforcement of all the Administrative Simplification Rules, including the Privacy and Security Rules. This rule outlines the investigation process, penalties for non-compliance and procedures for hearings and appeals. Penalties for non-compliance can be severe and include:

• Civil monetary penalties ranging from $100 to $50,000 per violation, depending on the level of negligence, with a maximum annual penalty of $1.5 million.
• Criminal penalties can be imposed for deliberate misuse of PHI and can result in fines of up to $250,000 and imprisonment for up to 10 years.

Breach Notification Rule

The Breach Notification Rule requires that you notify affected individuals, the Secretary of Health and Human Services (HHS) and, in some cases, the media when there is a breach of unsecured PHI. The rule outlines specific requirements for breach notification:

• Notification to individuals: Affected individuals must be notified without unreasonable delay and no later than 60 days following the discovery of a breach.
• Notification to HHS: If a breach affects 500 or more individuals, the covered entity must notify HHS immediately. For breaches affecting fewer than 500 individuals, the covered entity can notify HHS annually.
• Notification to the media: If a breach affects more than 500 residents of a state or jurisdiction, the covered entity must notify prominent media outlets serving the area.

Entities required to comply with HIPAA

HIPAA compliance is required for two primary groups: covered entities and business associates. Covered entities include:

• Health plans, including health insurance companies, HMOs, company health plans, and certain government programs that pay for healthcare.
• Healthcare clearinghouses that process nonstandard health information they receive from another entity into a standard format (or vice versa).
• Healthcare providers, including doctors, clinics, hospitals, psychologists, chiropractors, nursing homes, pharmacies and any other entity that provides healthcare services and transmits any health information in electronic form.

Business associates are individuals or entities that perform functions or activities on behalf of or provide certain services to, a covered entity that involve the use or disclosure of PHI. Examples of business associates include:

• Third-party billing companies
• IT service providers
• Consultants
• Data storage companies

Business associates are also required to comply with HIPAA regulations and must sign a Business Associate Agreement (BAA) with the covered entities they work with.

HIPAA compliance best practices

To achieve and maintain HIPAA compliance, you should follow several HIPAA compliance best practices:

Risk assessment and management

Regular risk assessments are necessary to identify potential vulnerabilities in the handling of PHI. A thorough risk assessment includes these steps:

1. Identify and document potential risks and vulnerabilities: Examine all aspects of how PHI is created, received, maintained and transmitted.
2. Analyze the likelihood and impact of potential threats: This helps prioritize the risks and determine the necessary safeguards.
3. Implement appropriate security measures: Based on the risk analysis, you should implement measures to mitigate identified risks.
4. Regularly review and update the risk assessment: Continuous monitoring and updating of the risk assessment process verifies that new threats are identified and addressed promptly.

Employee training and awareness

You should train employees on HIPAA regulations and the importance of protecting PHI. Effective training programs should:

• Cover HIPAA basics: Educate all employees to understand the key components of HIPAA and their responsibilities.
• Include specific policies and procedures: Train employees on the specific policies and procedures to guarantee compliance.
• Offer regular updates: Provide ongoing training to keep employees informed about changes in HIPAA regulations and emerging threats.
• Encourage a culture of compliance: Foster an environment where employees feel responsible for protecting PHI and are encouraged to report potential breaches.

Data encryption and protection

Encrypting sensitive health information is a fundamental security measure so that if data is intercepted, it cannot be read without the encryption key. Best practices for data encryption include:

• Encrypt data at rest and in transit: Protect PHI both when it is stored and when it is transmitted over networks.
• Use strong encryption standards: Verify that encryption methods meet current industry standards and are regularly updated to address new threats.
• Implement secure key management practices: Properly manage encryption keys to prevent unauthorized access.

Access control and authentication

Controlling access to PHI is an important part of preventing unauthorized access. Effective access control and authentication measures include:

• Implement role-based access controls (RBAC): Limit access to PHI based on an individual’s role within the organization.
• Use strong authentication methods: Implement multi-factor authentication (MFA) to add an extra layer of security.
• Regularly review access controls: Periodically review and update access permissions so that only authorized individuals have access to PHI.

Audit trails and monitoring

Maintaining audit trails and monitoring access to PHI can help detect and respond to suspicious activities. Best practices for audit trails and monitoring include:

• Implement logging mechanisms to log all access to and activity involving PHI to create a record of who accessed what information and when.
• Periodically review audit logs to identify unusual or unauthorized activity.
• Use automated monitoring tools that can automatically detect and alert administrators to potential security incidents.

Consequences of non-compliance

Failure to comply with HIPAA regulations can lead to severe consequences, including financial penalties, legal actions, reputational damage, and significant operational disruptions.

The software you use in the healthcare industry or serving healthcare clients plays a role in helping you comply with HIPAA. Using the right software can help you meet HIPAA standards and relax your mental load. NinjaOne provides several cloud-based software solutions to help IT service providers grow their business with product features that can help you with your compliance efforts. Let NinjaOne help your organization stay HIPAA compliant.