HIPAA Technical Safeguards

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IT Security And HIPAA Technical Safeguards

Does your healthcare organization need to be HIPAA Compliant? The HIPAA Cybersecurity and IT Security Services that are implemented by Wheelhouse IT can protect your practice from unnoticed threats. Protecting your practice from HIPAA violations is critical if you are a healthcare provider.

If your practice and patients aren’t protected by the most recent HIPAA Compliance and technology, you could be putting your livelihood at risk. Security breaches and unauthorized access to health information and electronic patient health information can result in heavy fines, as well as loss of business.  When it comes to data security and technology management, Wheelhouse IT can make sure your practice be HIPAA cybersecurity and IT security compliant, while also ensuring that it’s employing best practices to reduce risks.

In this article, we discuss the best practices for technical safeguards for HIPAA, focusing on cybersecurity and IT security.

HIPAA violations and the compromise of protected health information (PHI) remain a threat and a risk for covered entities and their business partners. The goal of HIPAA is to help you reduce the risks to your organization and any stored or transmitted information, even though it may appear confusing and numerous at first glance. The Technical Safeguards detailed in the HIPAA Security Rule are one of these requirements.

The HIPAA Security Rule requires three kinds of safeguards that organizations must implement: administrative, physical, and technical safeguards. We’ll focus on technical safeguards which outline the protections that organizations need to be taking to protect electronic protected health information (ePHI). 

What are Technical Safeguards?

HIPAA technical safeguards protect PHI and have become a major part of any HIPAA Privacy program. Technical safeguards are important due to the advances in technology (assistive technology) in the health care industry. They are key elements that help to maintain the safety of EPHI as the internet changes. One of the greatest challenges of healthcare organizations face is that of protecting electronic protected health information (EPHI). This would include the protection of electronic health records, from various internal and external risks with current technology. The answer to the question, What are Technical Safeguards? They are the tools covered entities to use to protect ePHI.

There are several overarching standards discussed within the HIPAA technical safeguards:

  • Access Control – giving users rights and/or privileges to access and perform functions using information systems, applications, compatible technology, programs, or files.
  • Audit Controls – hardware, software, and/or procedural mechanisms that record and examine information system activity that contains or use ePHI.
  • Integrity Controls – implementing policies and procedures for ePHI protection against alteration or destruction.
  • Person or Entity Authentication – ensuring a person’s identity  and confidentiality of communications (authentication to employees) before giving him or her ePHI access.
  • Transmission Security – guarding against unauthorized ePHI access when data is transmitted over an electronic communications network.

Cybersecurity

Cybersecurity is the art of protecting networks, devices, and data from unauthorized access or criminal use and the practice of ensuring confidentiality, integrity, and availability of information. Using cybersecurity to protect EPHI is a key feature of Technical Safeguards in the Security Rule of HIPAA. Technical safeguards are key protections due to constant technological advancements in the health care industry.

They are key elements that help to maintain the safety of EPHI as the internet changes. One of the greatest challenges healthcare organizations face is that of protecting electronic protected health information (EPHI). This includes the protection of electronic health records, from various internal and external risks. To best reduce risks to EPHI security, covered entities must implement Technical Safeguards.

There are many risks, and these come in various forms. Among these is malware erasing your entire system and access rights, a cyber-attacker breaching your electronic information systems and altering files, a cyber-hijacker or unauthorized users using your computer, control access, and other electronic mechanisms to attack others, or an attacker stealing or freezing your data in return for money. There is no guarantee that even with the best precautions and technical policies you will prevent this, but there are steps you can take to minimize the chances in your electronic networks.

Reasonable Safeguards

Reasonable Safeguards for PHI are precautions that a prudent person must take to prevent disclosure of Protected Health Information by health care providers. To protect all forms of PHI, verbal, paper, and electronic, providers must apply these safeguards. They help prevent unauthorized uses or disclosures of PHI. In addition, safeguards must be part of every privacy compliance plan. Organizations must share this with all members of the organization.

An organization may face multiple challenges as it attempts to protect the essential element: the EPHI. These issues must all be considered as they may originate from inside or outside the organization. Any organization needs to perform a full risk analysis and addressable specification to protect the organization from such a variety of threats. We present several examples of cyberthreats in healthcare you must be ready to address. This will help you as you develop your Security Program. First, we must understand the Technical Safeguards of the Security Rule.

Practicing Good Cyber Hygiene

When it comes to cybersecurity, it’s important to know what to look out for, tracking user identity, how to report any potential threats and security risks, and most importantly how to keep your practice and your patient data safe by maintaining good security standards. Recently, the United States Department of Homeland Security (DHS), and the United Kingdom National Cyber Security Centre (NCSC) issued a joint release featuring additional guidance on how to spot potential threats from user activity and take important technical security measures. Important tips for safeguarding your practice’s security measures during this time of increased risk include:

  • Make it harder for attackers and unauthorized persons to gain access to your users.
  • Know how to identify and report any suspected threats.
  • Protect your organization from the effects of undetected scams
  • Respond quickly and effectively to any incidents that do occur

There’s a lot of good ‘cyber hygiene’ out there, but here are a few top tips to keep your practice operations clean:

  • Secure systems that enable remote access
  • Ensure that employees have updated all anti-malware and antivirus software programs and software infrastructure on their devices
  • Encrypt any emails and electronic systems that include PHI or any other personal or financial information
  • Properly dispose of any PHI both electronic and paper when working off-site
  • Remind employees of appropriate access to PHI and implement controls such as applying additional protections for COVID-19 health records
  • Ensure that PHI is only accessed when necessary, especially on less secure wireless networks  and electronic procedures such as those used when working from home

Your Trusted Cybersecurity & IT Security Services Partner  

As opposed to large corporations, healthcare organizations lack sophisticated backup systems and other forms of resilience, making them prime targets for ransomware attacks. Unintentionally opened email attachments have become a common entry point for ransomware attacks. The malicious code spreads throughout the computer system, locking and encrypting data folders and the operating system.

Wheelhouse IT Cyber Security & IT Security Services assist organizations with HIPAA regulatory standards. HIPAA requires that patient data be stored securely, access to the data be controlled and monitored and that healthcare organizations have the policies, procedures, and systems needed to ensure compliance. Our team will Implement and govern your HIPAA Security Program to ensure your compliance daily. Rescuing risk of data loss for inform collect, store, and costly regulatory fines. Contact us today!

HIPAA Compliant Cloud Storage

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HIPAA compliant cloud storage is more than just a buzzword for healthcare administrators. It’s an essential requirement in today’s digital world that businesses need to be aware of and prepared for if they’re going to succeed in the highly competitive industry. 

The implementation of this new technology has created a whole new set of issues with data security, privacy, and compliance. Cloud data storage providers are well-versed in these matters and take every precaution necessary to ensure their clients’ needs are met by adapting their services accordingly. 

HIPAA Compliant Cloud Storage in 2021: What Is It?

A HIPAA-compliant cloud storage solution includes all of the necessary safeguards to protect ePHI’s confidentiality, integrity, and availability. The covered entity is responsible for developing policies and procedures governing the use of HIPAA-compliant secure cloud storage and cloud environment for this data.

If you’re looking for a HIPAA compliant cloud storage service, then you’ve come to the right place. At Wheelhouse IT, we are experts in HIPAA compliant cloud storage. We offer secure, reliable, and scalable solutions that are easy to use and manage. With our expertise in healthcare compliance, we can help your organization meet its regulatory requirements while reducing costs and improving productivity.

Our team of experts will work with you to design a solution that meets your needs – whether it’s storing patient data or just backing up files from your computer at home. Get started today by contacting us. Contact Wheelhouse IT today for more information on how we can help protect your data! In this article, we cover HIPAA-compliant storage and explain your responsibility in making your cloud storage compliant.

What is HIPAA Compliant Cloud Storage in 2021?

Cloud computing solutions provide undeniable cloud benefits for storing and accessing electronic health records. File storage in the cloud is accessible anytime and anywhere from any device using a direct messaging protocol, which makes it easy to share critical medical information between healthcare professionals. But are the security measures of cloud storage and cloud computing services secure enough to store, access, and transfer sensitive personal and medical records?

For clinics, hospitals, and other healthcare organizations, ensuring that patients’ medical information stays private isn’t just an ethical issue, it’s a legal one as well. The Health Insurance Portability and Accountability Act (HIPAA) provides clear rules about the storage, sharing of medical data, and making cloud data safe. Any organization that handles health records is required to be in compliance. Therefore, before moving health-related data to cloud storage, healthcare organizations need to make sure that the software they plan to use is HIPAA compliant.

The key provisions of HIPAA include:

  • HIPAA Privacy Rules — Regulate how an individual’s health information may be disclosed or used
  • HIPAA Security Rules — Specify standards for safeguarding and protecting electronically created, processed, accessed, or stored healthcare information
  • The HIPAA Breach Notification Rule — Requires organizations to notify individuals whose personal health information has been exposed and regulates the process of notification
  • The HIPAA Omnibus Rule — Clarifies definitions, procedures, and policies; provides a checklist for Business Associates; and implements the requirements of the Health Education Technology for Economic and Clinical Health (HITECH) Act
  • The HIPAA Enforcement Rule — Governs investigations following a data breach and states the penalties imposed on the responsible party

Types of Security Safeguards

The HIPAA Security Rule covers three types of safeguards for protected health information:

  • Physical safeguards — HIPAA requires developing policies for the use and positioning of workstations and procedures for use of mobile devices, as well as implementing facility access controls, if applicable.
  • Technical safeguards — HIPAA requires implementing activity logs and controls, as well as a means of access control. Compliance might require mechanisms for authenticating information and tools for encryption.
  • Administrative safeguards — HIPAA requires conducting risk assessments, implementing risk management policies, developing a contingency plan, and restricting third-party access to information.

HIPAA Compliance and Cloud Storage

No cloud server is HIPAA-compliant right out of the box, but there are ways that IT experts can step in and make the cloud compliant with the needs of covered entities.

Organizations should keep in mind that there is no official HIPAA or HITECH certification, and no government or industry certifies HIPAA compliance for cloud services. That means it’s up to the covered entity and the cloud service provider to ensure adherence to the law’s requirements. The cloud service must review HIPAA regulations and possibly update its products, policies, and procedures to support a covered entity’s HIPAA compliance goals.

How does HIPAA apply to cloud storage?

When a covered entity stores PHI in the cloud, the cloud storage service is considered by law to be a business associate of the covered entity. To be HIPAA compliant, therefore, a Business Associate Agreement has to be in place. That agreement needs to state that the cloud service provider shall:

  • Secure the data transmitted to the cloud
  • Store the data securely
  • Provide a system that allows careful control of data access
  • Record logs of all activity, including both successful and failed attempts at access

A HIPAA-compliant cloud storage incorporates all the required controls to ensure the confidentiality, integrity, and availability of ePHI. The covered entity is responsible for developing policies and procedures covering the use of HIPAA secure cloud storage for this information.

Wheelhouse IT is an expert IT firm that can help you with everything HIPAA compliant cloud storage.

The Most Popular Cloud Storage Services that Support HIPAA and HITECH

Although not all of their versions will be compliant, several popular cloud storage services support HIPAA and the HITECH Act. They include:

G Suite and Google Drive

BAA is an addition to the regular G Suite Agreement offered by Google. Despite not being 100% HIPAA compliant, several helpful Google applications fall under HIPAA criteria concerning the storage and distribution of ePHI.

Your Google Drive files, such as Docs, Sheets, Slides, and Forms, as well as Gmail and Calendar, may all be set up for HIPAA compliance. It should be noted, however, that Google Contacts, as well as non-core Google properties like YouTube and Blogger, are not HIPAA compliant and hence cannot be included in a BAA.

Microsoft OneDrive and E5

Microsoft’s Online Service Terms automatically provide a Business Associate Agreement. The agreement is available for OneDrive for Business, Azure, Azure Government, Cloud App Security, and Office 365, among others. Covered services include email, file storage, and calendars. Microsoft also provides data loss prevention tools. Microsoft’s Enterprise E5 License offers the most robust security features the company has available. The package also includes advanced security management for assessing risk.

Box Enterprise and Elite

Box Enterprise and Elite accounts include access monitoring, reporting, and audit trails for users and content. The service also provides granular permissions or authorizations. Box can securely share data through a direct messaging protocol and allows secure viewing of DICOM files, including X-rays, CT scans, and ultrasounds.

Dropbox Business

Dropbox Business offers a BAA for covered entities and can be configured to offer HIPAA-compliant cloud storage. The service provides a variety of administrative controls, including user access review and user activity reports. It also allows for the review and removal of linked devices and enables two-step authentication for additional security.

Essential Security Features for HIPAA Compliance

HIPAA requires a number of security features from services that work with covered entities. The cloud storage services mentioned all allow for a combination of the following security configurations:

  • A HIPAA-compliant cloud storage must offer two-step authentication or single sign-on and encryption of transferred ePHI.
  • All devices used to access or send ePHI must be able to encrypt messages to be sent outside the firewall and decrypt the messages received. All encryption must meet NIST standards.
  • Configuration of file sharing permissions allows covered entities to implement a permission-based system that limits unauthorized user access. The controls must be configured correctly to be effective, including two-step authentication, secure passwords, and secure file-sharing procedures to protect data from unauthorized access.
  • Account activity monitoring requires you to review access logs regularly to ensure you can spot improper activity promptly. Solutions like Netwrix Auditor help you gain visibility into business activities in the cloud. Netwrix Auditor reports on both access events and changes, including changes to content, security settings, and mailbox settings.
  • Data classification is essential for grouping and protecting information based on sensitivity level. Netwrix Data Classification provides predefined taxonomies that are easy to customize, classify data accurately, and automate critical workflows to improve data security.
  • A cloud drive cannot be made HIPAA compliant unless you properly configure security controls and monitor activity around data stored in the system. To ensure your organization’s cloud storage service stays compliant, be sure to regularly perform risk assessments and develop strict cybersecurity policies and procedures.

Which cloud services are not considered HIPAA-compliant?

Some cloud services cannot be made HIPAA-compliant for various reasons. Apple and iCloud, for example, cannot be HIPAA-compliant because they don’t offer a BAA for covered entities. Other services fail to provide essential integrated security capabilities, such as data classification, and, therefore, cannot be used to store ePHI.

Wheelhouse IT: Experts In HIPAA Compliant Cloud Storage Provider

HIPAA compliant cloud storage is a must for healthcare providers. Wheelhouse IT can help you with your compliance needs. We offer the best in HIPAA compliant cloud storage, so you don’t have to worry about security or privacy issues. Our team of experts will make sure that all of your data is safe and secure.

You deserve peace of mind when it comes to storing sensitive information like patient records and health insurance information. And we know how important this is. Let us take care of your compliance needs so you can focus on what really matters – caring for patients and providing them with the best possible service.

Contact Wheelhouse IT today to learn more about how we can help protect your company from costly fines or, worse yet, lawsuits!

Is Google Drive HIPAA Compliant in 2021?

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In a nutshell, yes, Google Drive is HIPAA compliant; but, before it can be utilized in a HIPAA compliant way, additional controls must be applied.

Privacy and security are paramount in the medical profession, but many providers want to take advantage of the efficiency that comes with cloud storage platforms. That’s why so many people have been asking if Google Drive is safe for use by healthcare organizations and professionals.

Wheelhouse IT can help you with your Google Drive cloud storage compliance needs. We offer the best in HIPAA compliant cloud storage, so you don’t have to worry about security or privacy issues. Our team of experts will make sure that all of your data is safe and secure. In this article, we discuss the answer to the question: Is Google Drive HIPAA compliant?

 What is protected under HIPAA?

The Health Insurance Portability and Accountability Act (HIPAA) governs the privacy expectations and rights of patients when it comes to their personal and medical information. A care provider must follow all HIPAA regulations to make sure that this information is stored, shared, and used appropriately in line with the standard security practices.

Protected Health Information, or PHI, is the type of information that HIPAA protects. It can also be referred to as ePHI when talking about digital information, such as what is stored in Google Drive. PHI and ePHI can include:

  • Patient claims, such as type of claim or date of claim
  • Patient inquiries, including those that do not result in a claim
  • Referral authorization requests, such as from a primary care physician to a specialist
  • Patient’s past, present, or future medical condition, as well as any associated symptoms or diagnoses
  • Payment information, including credit card information and insurance information
  • Identifying patient information, such as name, date of birth, or address

If providers fail to follow HIPAA regulations, they can face serious fines, damaging their reputations and potentially losing their license.

But, the good news is that, with some additional user protocol in place, Google Drive can be HIPAA-compliant.

HIPAA and Google

HIPAA regulations require that all medical providers protect PHI and ePHI, including the information stored in the cloud on Google Drive. Most of Google Drive’s functionality is covered under the approved BAA, but not all services can be used with PHI.

Third-party add-on applications are almost never covered under the BAA with Google. This means that providers and staff can use programs offered by Google, such as Google Docs, Google Sheets, Gmail, Calendar, and others, but they may not use add-on applications from other vendors.

How to Use HIPAA-Compliant Google Drive

The actual Google Drive platform is HIPAA-compliant, as the servers themselves are adequately secure and protected. The additional steps required to make the use of Google Drive HIPAA-compliant come in how the users themselves interact with the information stored on their Google Drive.

Before storing any PHI in Google Drive or using any of the services of the Google platform with any information that is protected under HIPAA, users must sign a Business Associate Amendment (BAA), sometimes called a Business Associate Addendum, with Google.

This is reviewed and accepted by the administrator for your Google Workspace license. The administrator can find the BAA under the main menu of their administrator console by clicking on Account Settings and going to the Legal and Compliance tab.

Under the Security and Privacy Additional Terms, look for the menu for Google Workspace/Cloud Identity HIPAA Business Associate Amendment. The administrator will then be able to review and accept the BAA by answering three questions and clicking OK.

How Can You Restrict Access to PHI in Google?

One of the best ways to ensure compliance with HIPAA regulations when using Google Drive is to restrict who can access certain types of files or folders within your Drive or Workspace.

The administrator can restrict access to individual files or folders, as well as regulate the type of sharing permissions that the Workspace as a whole can provide. They can also monitor for unauthorized access and use.

A lot of the protocols for the organization or practice required to follow HIPAA regulations can be put in place by the account administrator.

Some of the best steps to take include:

  • Restricting sharing ability of files
  • Only allow sharing within the organization
  • Disable third-party apps
  • Disable offline storage
  • Perform periodic checks
  • Train employees about HIPAA regulations
  • Develop a file naming convention that does not include PHI in titles

Best Practices for Google Drive Security

Keeping your Google account secure is a great safeguard against unauthorized access to documents containing PHI.

Some steps can be set up by an administrator, such as requiring users to use two-factor authentication when logging into their account.

Other steps are in the control of the individual user, such as using a strong password and not writing their password down in a place easily seen by unauthorized users.

Another place to be mindful when using Google Workplace and its tools, including Google Drive, is to keep PHI out of document or event titles.

While you may have the document viewing or sharing permissions correct and in accordance with HIPAA if you include identifying information or other PHI in the title, unauthorized users can still view the title of the document.

HIPAA Compliance in the Cloud 

Many individuals may mistakenly believe that health care organizations can’t take advantage of cloud technology and capabilities because of their security limitations. This is not true. However, providers have to configure their chosen cloud in a way that protects patient data and follows privacy and security rules.

If you’re interested in learning how HIPAA compliant Google Drive cloud storage could work for your medical practice or office, Wheelhouse IT is here to help. We specialize in healthcare compliance and can show you how to use Google Drive cloud storage without compromising security. With the right partner, it’s easy to stay on top of compliance regulations while still enjoying all the benefits of cloud-based storage. Let us show you how we can help your business thrive with HIPAA compliant Google Drive.

Contact us today to learn more about our services.