[BreachExchange] Best Practices for Keeping Patient Data Confidential

[Audrey McNeil]

https://healthitsecurity.com/news/best-practices-for-keeping-patient-data-
confidential

There’s nothing easy about being a healthcare provider in the United
States, especially when it comes to health data privacy.

>From working long hours and dealing with insurance, to abiding by a myriad
of government laws — healthcare providers never have a shortage of to-dos.

Though there’s a constant flow of urgent tasks to think about, one thing
that’s been — and always will be — top of mind is making sure that patient
information is secure and private.

When you as a provider can promise that your patient’s private information
actually stays private, you earn her trust, build solid relationships, and
make your organization more credible. The effect helps differentiate you
from other healthcare providers.

Check out a few tried-and-true best practices for maintaining patient
privacy and ensuring their information is safeguarded to the highest degree.

LET YOUR PATIENTS KNOW THEY’RE THE PRIORITY

Let’s face it: If you didn’t have loyal patients, you wouldn't be a
successful healthcare provider. Patients are the lifeblood of any clinic,
practice, or hospital out there.

The patients you serve want to know you care about them, so make sure to
tell them. People don’t always feel comfortable voluntarily giving out
their personal information, so be open about why you’re asking for it. Let
them know how you plan to use it, how it will benefit them, and, most
importantly, how you’ll protect it.

Being honest with your patients shows that you’re putting in extra effort —
that you care on another level and that you’re providing more than just
medical support. Honesty and openness about information collection will set
the tone for a positive relationship. If your patients happen to have any
qualms about your data collection process, they can ask questions and talk
to you about them. When patients know they can trust you, they’ll keep
coming back.

USE HIPAA-COMPLIANT SOFTWARE

We all know that HIPAA compliance is crucial to keeping patient information
protected. But many organizations haven’t made the shift from collecting
patient data via paper to trusted software solutions.

According to BBC, “less than 10% of the world's data is currently stored in
the cloud.” Ten percent is pretty low and that shows that many individuals
are unsure about taking the next step into software as a service (SaaS)
technology.

The main reason for hesitation about software and cloud-based solutions is
that healthcare providers are unfamiliar with them. With cybersecurity
breaches constantly highlighted in the media, it feels like the only way to
keep data safe is to lock it in a file cabinet and store it behind the
front desk.

But this is a common misconception. Data collected by software and stored
in the cloud is secure, especially when all pieces of the puzzle are HIPAA
compliant. Organizations that choose HIPAA-compliant software simplify
their entire patient information collection process while also being safe
about it.

With HIPAA-compliant software, you have the ability to automate your whole
data collection, data management, and work tracking processes. There’s a
whole suite of HIPAA-compliant software, such as online form builders,
work-tracking services, and data management apps.

When your data is collected through HIPAA-compliant software, you save
precious time, can process patient information quicker, and have easier
access to patient records — all the while having top technology bolstering
your patient privacy initiatives.

CONDUCT AN AUDIT OF YOUR OWN

It’s so easy to get caught up in the day-to-day and accidentally do
something that compromises patient privacy. There are too many horror
stories of healthcare organizations and employees getting slapped with
lengthy trials, hefty fines, and in some cases, even jail time.

A way to avoid this type of mess is to triple check that your organization
and staff are not only HIPAA compliant but also abiding by other privacy
laws.

HIPAA compliance is something that’s reiterated over and over again, but
it’s an amorphous concept. Sometimes it’s not totally obvious if what
you’re doing is right or wrong. If you’re even the slightest bit unsure
about your organization’s compliance, hire a third-party auditor and get
checked out. The high penalties are never worth the small amount of money
it costs to make sure you're compliant. When you do an audit on your own,
you’ll be well prepared in case you actually get audited.

Besides checking that your organization’s HIPAA compliance is up to par and
the like, it’s good to stay in the loop with the latest healthcare news.
Healthcare laws and regulations change constantly. Setting up reminders,
such as Google Alerts, that can be sent directly to your email will keep
you informed and get you ready to take action if need be.

When you make a patient’s health data privacy a top priority in your
organization, you not only reap the benefits of being a credible, trusted
provider, but you also set yourself apart from the rest.
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