Choosing HIPAA Compliance Software

Choosing HIPAA compliant software for your business in the healthcare industry is a must. HIPAA regulations can be complicated. The right software simplifies becoming compliant while also assisting you in managing your business by offering training and educational materials for staff. Whether you are an Business Associate in need of HIPAA compliance software or a Covered Entity, you will need to begin by looking at the features that will make operating your business within the current guidelines straightforward.

Features to choose



internal auditing is one of the most important features to look for when choosing HIPAA compliance software. Internal auditing allows you to assess your current methods and procedures for handling sensitive patient information and offers gap remediation that can be implemented within the workplace as needed to meet standard set by HIPAA regulations. HIPAA software should also be user-friendly. The laws and regulations may be complex but the software that you use should be accessible and easy to understand. 

Features such as HIPAA checklists, for example, are available to ensure you are following your plan toward HIPAA compliance. Data backup and emergency operation features are also important for businesses. These features allow you to access and secure patient health information even when you are experiencing problems with your system in the office. Opting for HIPAA software that is backed by customer support is ideal for organizations and entities when there is an issue with your internal electronics systems.

Affordable and Effective

The goal of HIPAA software is reaching compliance but there are also some other advantages for your organization. Internal auditing and included client support can both work to save your business from incredibly expensive outside audits and services. With the right HIPAA compliance software, your organization will be able to handle all aspects of becoming compliant with one simple program.

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The Important of Risk Assessment Tracking and Proof of Efforts

Meaningful use stage two is an important way for healthcare providers too ensures patients receive the best care. Meaningful Use Stage 2 utilizes many of the healthcare initiatives beginning with stage one, but includes some important updates that you will want to know about. Tracking and recording are vital when you are want to provide proof of risk assessments in a hospital or other medical establishment in order to qualify for incentive payments.

Getting Started

You will need to develop a solid, clear plan for tracking and recording risk assessment in order to reach meaningful use standards. Your staff should be aware of any new processes that will be implemented, which processes will be stopped and how long the new practices will be used in the workplace. Offering a training seminar can be an ideal solution to training staff in new recording and tracking methods used by your organization.

Why is Tracking and Recording Important?

The goal of meaningful use stage two is to provide electronic medical records that are accurate, up to date and relevant to the care of patients. The ability to prove that you have use established risk assessment guidelines according to the meaningful use regulations is vital when working with Medicaid and Medicare clients. Your organization will need to use EHRs, or electronic health records, to meet specific goals in order to qualify for state funded incentives. You can satisfy the need for proof by using the EHRs according to regulations and working with your local Regional Extension Center.

The goals of meaningful use are designed to provide a more comprehensive health care system to the public. One of the goals is to share more information with patients to promote a better understanding of medical conditions and treatments. You will need to supply proof that you have been utilizing the EHRs to achieve meaningful use stage two guidelines. Your local Regional Extension Center representative can help you get started on implementing the guidelines in your organization and assist you with learning more about the measures that are used to prove that the guidelines have been used.

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HIPAA Disclosure Documentation

Prior to the establishment of HIPAA Policies and Procedures, no federal regulations existed that required any type of tracking system to account for the release of information.  Now, however, based on the HIPAAprivacy rule, as explained in the Omnibus final rule, covered entities must track protected health information that has been disclosed.  This was instituted to allow an individual to receive an accounting of disclosures for the six years preceding their request.  In order to comply with this regulation, covered entities must have a tracking system in place.

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The HIPAA Omnibus Rule

HIPAA rules and regulations were significantly updated and more clearly defined through the passage of the HIPAA Omnibus Rule, also known as the HIPAA final rule.  The final rule bolsters the privacy and security rules for protected health information established under the Health Insurance Portability and Accountability Act of 1996 (HIPAA).

As of January 27, 2013, this overhauled version of the HIPAA compliance laws were put into place, giving the HITECH act more teeth in terms of imposing consequences for failure to comply with HIPAA.  The Omnibus Rule was intended to better protect patient privacy through additional regulations and by implementing audits with associated fines for being found negligent in complying with HIPAA regulations.

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HIPAA, Security, and the Mobile Device

With the inclusion of Biometrics to the IPHONE 5, as seen in this article, http://secureidnews.com/news-item/analysis-biometrics-and-the-iphone/, there are many pros and cons that will affect how to be hipaa compliant.

Awesome that you can use your own identification to open you mobile device but it also comes with organizations and individuals who think this is not such a great thing.

For many years putting sensitive information on your mobile device was a no no, it can be stolen and access easily gained.  That is evident in the rules the Government puts forward like the Health Information Portability and Accountability Act, HIPAA.  A HIPAA Risk assessment requires you to encrypt and safeguard data at rest and in motion, and focus a lot on mobile devices.  So you would think this type of encryption and access would be welcome, well it is in and it isn’t.

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What to Expect When the HIPAA Auditors Arrive?

You think it’s an average, ordinary day and sit back as you go through the mail.  You pull an envelope out of the pile, read the return address and suddenly sit up straight.  You already know the contents of what is inside and your heart rate increases as you carefully slit open the top.  Despite telling yourself you could be wrong as you remove the letter, you discover  you are not.  It is the dreaded OCR audit notification letter.  Cue the panic.

When this letter arrives, there’s no need to hear the theme from “Jaws” in you head.  If you ensure you have made a good faith effort to comply with the HIPAA / HITECH requirements based on the final Omnibus rule, and have documented this as policy mandates, you can breath easier, and when the audit occurs you will not feel as if you are in shark infested waters.

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CMS Meaningful Use Audits are coming are you ready?

CMS has started audits on organizations that have attested to HITECH Meaningful Use and have received funds.  They plan is to audit 5 % percent of the people who have attested for HITECH Meaningful Use core measure 15 and received funding.  Although the initial audit is a “Desk Audit” done electronically where a third party company will be requesting electronic documentation on your attestation, your lack of documentation or performance could lead to them reporting you to HHS as a HIPAA Violator.  If you are found to be negligent you could face fraud enforcement charges if your documentation does not meet the guidelines.  Some sites have been already moved to this process while others have appealed. 

These audits involve the HIPAA Risk Assessment and EHR compliance.  So the question to yourself should be, have you completed a HIPAA Security Risk Assessment (Audit and Remediation) and do you have the ability to regurgitate that information to auditors in the event you are audited or accessed that would include the Gap and Remediation plans, and possibly your HIPAA policy and procedures.

If not prepare be prepared for lawyers, fines and possibly and fraud investigation.

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