How to get your medical software HIPAA compliant?

Healthcare data does not follow a linear pattern. In any other industry, there is nothing like it regarding its complex, diverse data. Data resides in various places throughout healthcare- from EHRs to pharmacy departments to radiology departments. Data management in disparate systems, aggregating it into secure software and ensuring its security are major healthcare concerns. Organizations must protect data and reduce the risk of data leakage because data leakage can lead to substantial compensations.

How to get your medical software HIPAA compliant?

Among the national standards for data protection set by HIPAA are those regarding protecting sensitive patient information in the United States. The law aims to give patients more control over their information by setting rules for accessing and sharing protected health information. Thanks to the rule, privacy is protected, while data exchange is allowed to promote high-quality care. Regarding HIPAA compliance checklists for software development or implementation, ensuring compliance with HIPAA is essential for your software.

The HIPAA law, however, requires some work. It requires technical expertise and experience on the part of your organization. Our goal is to provide you with that knowledge and some tips on getting HIPAA-compliant software so that you can get the most value out of it.

Getting there is the next step, so let's begin

What are the requirements for getting HIPPA compliance software?

Health information privacy laws have become a buzzword in the medical software industry, especially regarding HIPAA compliance. The HIPAA law requires healthcare organizations to use software that stores patient data securely.

Organizations can navigate the nuances of HIPAA compliance with the help of HIPAA-compliant software.

However, HIPAA compliance software requirements must be considered to avoid overlooking any aspect of HIPAA. HIPAA compliance requirements: what are they?

Here are eight HIPAA compliance requirements you should follow.

1. Assess the HIPAA risk

It would be best if you started by assessing your current situation. Identify risk by analyzing every aspect of your organization that collects, handles, and stores patient data. HIPAA applies to patient information, which means you can't take any chances.

As the person responsible for ensuring data security in your organization, you will be held responsible if a data breach occurs. Compliance with HIPAA can be tricky in that regard. A HIPAA-compliant software should be able to assess how your information may be exposed to prevent this.

2. Conduct regular self-audits

There is only a limited amount of control you have over HIPAA compliance. The only way to identify potential risks or privacy violations is to conduct regular audits because organizations are vulnerable to outsiders and insiders. A HIPAA-compliant software audit will analyze your organization's compliance level and provide recommendations based on current errors and risks.

3. HIPAA Compliance Software: Avoid Shortcuts

Some software solutions only address specific aspects of HIPAA compliance. Therefore, they cannot assist you in demonstrating full compliance. This type of software is easy to use and should be chosen. You must choose comprehensive software to ensure compliance with HIPAA Rules and state laws.

It may seem expensive at first to invest in comprehensive software. Nonetheless, it can reduce costs, identify and address gaps, and reduce the risk of regulatory fines by efficiently guiding your practice to comply with HIPAA.

4. Disaster recovery and data backup

Data backup and recovery plans are required as part of HIPAA compliance. Your software should have a policy for when it should back up data to meet data backup requirements. You can set procedures for what happens in the event of an attack or threat with a disaster recovery plan.

Using HIPAA compliance software should help you become vigilant regarding recovery planning. Despite disruptions, the software should continue operations like data exchange by providing appropriate backups.

hipaa requirements for software

5. Business associate management

Avoiding errors that put you at risk cannot be overstated. A business associate (BA) who is unreliable is one example. Software services certified as HIPAA-compliant can be provided by Business Associates. You must select a trustworthy business associate because they assist you with certain functions, such as disclosing health information.

If you are creating a BA agreement, find out if their system is regularly scanned for security risks. Knowing that their staff is properly trained and has security and privacy officers is also essential. Ensure the vendor's system is secure and controlled by determining if they are HIPAA compliant.

6. Employee Training

After a new employee joins your workforce, they must be trained within a reasonable period. To protect your workforce from cybersecurity threats, you must train them appropriately. When changes, policies, or procedures affect current functions and new guidelines are issued, you should provide training instead of periodic or annual training.

There often needs to be more relevant information present in HIPAA compliance training. Keeping the training simple, short, and concise is more effective for better retention.

The following fundamental topics can be covered in training:

· What HIPAA is

· HIPAA Privacy Rule and HIPAA Security Rule

· HIPAA definitions

· Why HIPAA is important

· Disclosures of PHI (protected health information)

· Breach notifications

· Safeguarding PHI

· Patient rights

· Potential violations

· BA (Business Associates) Agreements

· Employee Sanctions

You can use this as a starting point to develop a list of what you want to include in your training. As far as HIPAA training requirements are concerned, they do not have any specific requirements. Ultimately, it comes down to your size, specialization, and number of employees in your practice. You can even deliver training content to your employees all year round using email newsletters, tests, posters, and quizzes to ensure they are always updated with the latest information.

7. Keep a record of everything

Document management is the primary responsibility of HIPAA-compliant software. As they assist healthcare providers in maintaining documentation for everything, they are widely adopted by them. You can store data securely and protect it from attacks using the software.

In addition to maintaining health records, you can also use them to comply with HIPAA.

8. Report Data Breaches

An affected individual is required to be notified if their confidentiality has been compromised under HIPAA law. Apply a cybersecurity policy to your software. You should ensure that it includes procedures for promptly notifying the right parties - lik

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Online Threat Alerts Security Tips

Pay the safest way

Credit cards are the safest way to pay for online purchases because you can dispute the charges if you never get the goods or services or if the offer was misrepresented. Federal law limits your liability to $50 if someone makes unauthorized charges to your account, and most credit card issuers will remove them completely if you report the problem promptly.

Guard your personal information

In any transaction you conduct, make sure to check with your state or local consumer protection agency and the Better Business Bureau (BBB) to see if the seller, charity, company, or organization is credible. Be especially wary if the entity is unfamiliar to you. Always call the number found on a website’s contact information to make sure the number legitimately belongs to the entity you are dealing with.

Be careful of the information you share

Never give out your codes, passwords or personal information, unless you are sure of who you're dealing with

Know who you’re dealing with

Crooks pretending to be from companies you do business with may call or send an email, claiming they need to verify your personal information. Don’t provide your credit card or bank account number unless you are actually paying for something and know who you are sending payment to. Your social security number should not be necessary unless you are applying for credit. Be especially suspicious if someone claiming to be from a company with whom you have an account asks for information that the business already has.

Check your accounts

Regularly check your account transactions and report any suspicious or unauthorised transactions.

Don’t believe promises of easy money

If someone claims that you can earn money with little or no work, get a loan or credit card even if you have bad credit, or make money on an investment with little or no risk, it’s probably a scam. Oftentimes, offers that seem too good to be true, actually are too good to be true.

Do not open email from people you don’t know

If you are unsure whether an email you received is legitimate, try contacting the sender directly via other means. Do not click on any links in an email unless you are sure it is safe.

Think before you click

If an email or text message looks suspicious, don’t open any attachments or click on the links.

Verify urgent requests or unsolicited emails, messages or phone calls before you respond

If you receive a message or a phone call asking for immediate action and don't know the sender, it could be a phishing message.

Be careful with links and new website addresses

Malicious website addresses may appear almost identical to legitimate sites. Scammers often use a slight variation in spelling or logo to lure you. Malicious links can also come from friends whose email has unknowingly been compromised, so be careful.

Secure your personal information

Before providing any personal information, such as your date of birth, Social Security number, account numbers, and passwords, be sure the website is secure.

Stay informed on the latest cyber threats

Keep yourself up to date on current scams by visiting this website daily.

Use Strong Passwords

Strong passwords are critical to online security.

Keep your software up to date and maintain preventative software programs

Keep all of your software applications up to date on your computers and mobile devices. Install software that provides antivirus, firewall, and email filter services.

Update the operating systems on your electronic devices

Make sure your operating systems (OSs) and applications are up to date on all of your electronic devices. Older and unpatched versions of OSs and software are the target of many hacks. Read the CISA security tip on Understanding Patches and Software Updates for more information.

What if You Got Scammed?

Stop Contact With The Scammer

Hang up the phone. Do not reply to emails, messages, or letters that the scammer sends. Do not make any more payments to the scammer. Beware of additional scammers who may contact you claiming they can help you get your lost money back.

Secure Your Finances

  • Report potentially compromised bank account, credit or debit card information to your financial institution(s) immediately. They may be able to cancel or reverse fraudulent transactions.
  • Notify the three major credit bureaus. They can add a fraud alert to warn potential credit grantors that you may be a victim of identity theft. You may also want to consider placing a free security freeze on your credit report. Doing so prevents lenders and others from accessing your credit report entirely, which will prevent them from extending credit:

Check Your Computer

If your computer was accessed or otherwise affected by a scam, check to make sure that your anti-virus is up-to-date and running and that your system is free of malware and keylogging software. You may also need to seek the help of a computer repair company. Consider utilizing the Better Business Bureau’s website to find a reputable company.

Change Your Account Passwords

Update your bank, credit card, social media, and email account passwords to try to limit further unauthorized access. Make sure to choose strong passwords when changing account passwords.

Report The Scam

Reporting helps protect others. While agencies can’t always track down perpetrators of crimes against scammers, they can utilize the information gathered to record patterns of abuse which may lead to action being taken against a company or industry.

Report your issue to the following agencies based on the nature of the scam:

  • Local Law Enforcement: Consumers are encouraged to report scams to their local police department or sheriff’s office, especially if you lost money or property or had your identity compromised.
  • Federal Trade Commission: Contact the Federal Trade Commission (FTC) at 1-877-FTC-HELP (1-877-382-4357) or use the Online Complaint Assistant to report various types of fraud, including counterfeit checks, lottery or sweepstakes scams, and more.
  • If someone is using your personal information, like your Social Security, credit card, or bank account number, to open new accounts, make purchases, or get a tax refund, report it at This federal government site will also help you create your Identity Theft Report and a personal recovery plan based on your situation. Questions can be directed to 877-ID THEFT.

How To Recognize a Phishing Scam

Scammers use email or text messages to try to steal your passwords, account numbers, or Social Security numbers. If they get that information, they could get access to your email, bank, or other accounts. Or they could sell your information to other scammers. Scammers launch thousands of phishing attacks like these every day — and they’re often successful.

Scammers often update their tactics to keep up with the latest news or trends, but here are some common tactics used in phishing emails or text messages:

Phishing emails and text messages often tell a story to trick you into clicking on a link or opening an attachment. You might get an unexpected email or text message that looks like it’s from a company you know or trust, like a bank or a credit card or utility company. Or maybe it’s from an online payment website or app. The message could be from a scammer, who might

  • say they’ve noticed some suspicious activity or log-in attempts — they haven’t
  • claim there’s a problem with your account or your payment information — there isn’t
  • say you need to confirm some personal or financial information — you don’t
  • include an invoice you don’t recognize — it’s fake
  • want you to click on a link to make a payment — but the link has malware
  • say you’re eligible to register for a government refund — it’s a scam
  • offer a coupon for free stuff — it’s not real

About Online Threat Alerts (OTA)

Online Threat Alerts or OTA is an anti-cybercrime community that started in 2012. OTA alerts the public to cyber crimes and other web threats.

By alerting the public, we have prevented a lot of online users from getting scammed or becoming victims of cybercrimes.

With the ever-increasing number of people going online, it important to have a community like OTA that continuously alerts or protects those same people from cyber-criminals, scammers and hackers, who are every day finding new ways of carrying out their malicious activities.

Online users can help by reporting suspicious or malicious messages or websites to OTA. And, if they want to determine if a message or website is a threat or scam, they can use OTA's search engine to search for the website or parts of the message for information.

Help maintain Online Threat Alerts (OTA).

How to get your medical software HIPAA compliant?