Electronic Communication In Your Practice How To Use Email & Mobile Devices While Maintaining Compliance & Security
Agenda 1 HIPAA and Electronic Communication 2 3 4 Using Email In Your Practice Mobile This is Device an example Usage text. In Go Your ahead Practice and replace it Summary 5 Q & A 6 Fill Out Information Request Forms
HIPAA Compliant Email Can Email Be Used To Communicate With Patients? Yes but 1. Strong Security 2. Consent 3. Business Associate Agreement (BAA)
HIPAA Compliant Email How Does Email Work?
HIPAA Compliant Email There Are Several Options Choose Wisely. General Encrypted Email Options: 1. Email is encrypted and sent to recipient (key needed) 2. Email is encrypted and sent to webmail 3. Email is encrypted and sent to recipient (key NOT needed)
HIPAA Compliant Email 5 Strategies For Achieving HIPAA Compliant Email 1. Notify or Warn Your Patients 2. Document Patient s Consent 3. Use an EHR with a Patient Portal 4. Consider a HIPAA Compliant Email Solution 5. Manually Encrypt Transmitted Files
Mobile Devices Mobile Device Usage Is On The Rise
Mobile Devices Risks To Health Information
Mobile Devices Health Information When Using a Mobile Device
Mobile Devices Tips Mobile To Devices: Protect Tips & Secure to Health Information Protect and Secure Health Information Use Use a password a password or other other user user authentication. authentication. Keep security software up to date. Install Install and and enable enable encryption. encryption. Install Install and and activate activate wiping wiping and/or remote remote disabling. Disable and do not install file- Disable sharing and applications. do not install file- sharing applications. Install and enable a firewall. Install and enable a firewall. Install and enable security software. Install and enable security software. Research mobile applications (apps) before before downloading. downloading. Maintain physical control of your mobile device. mobile device. Use adequate security to send or receive health information over public Wi-Fi public networks. Wi-Fi networks. Delete all stored health information Delete before all discarding stored health or reusing information the before mobile discarding device. or reusing the mobile device.
Mobile Devices Your Practice s Policies and Procedures
Mobile Devices 5 Steps To Managing Mobile Devices 1.) DECIDE Decide whether mobile devices will be used to access, receive, transmit, or store patients health information or be used as part of the organization s internal networks or systems (e.g., your EHR system). 2.) ASSESS Consider how mobile devices affect the risks (threats and vulnerabilities) to the health information the organization holds. 3.) IDENTIFY Identify the organization s mobile device risk management strategy, including privacy and security safeguards. 4.) DEVELOP, DOCUMENT, and IMPLEMENT Develop, document, and implement the organization s mobile device policies and procedures to safeguard health information 5.) TRAIN Conduct mobile device privacy and security awareness and training for providers and professionals.
Mobile Devices What To Avoid Sharing your mobile device password or user authentication Allowing the use of your mobile device by unauthorized users Storing or sending unencrypted health information with your mobile device Ignoring mobile device security software updates Downloading applications (apps) without verifying they are from a trusted source Leaving your mobile device unattended Using an unsecured Wi-Fi network Discarding your mobile device without first deleting all stored information Ignoring your organization s mobile device policies and procedures
SUMMARY HIPAA Compliant Email Email communications are permitted, but you must take precautions; It is a good idea to warn patients about the risks of using email that includes patient health information (PHI); Providers should be prepared to use email for certain communications, if requested by the patient, but must ensure they are not exposing information the patient does not want shared; and Providers must take steps to protect the integrity of information and protect information shared over open networks.
SUMMARY Mobile Device Managment Mobile devices can be a great productivity tool The risks are very different Use mobile devices with extreme care 11 tips for protecting and securing PHI on mobile devices You must have written policies and procedures to address mobile device usage within your practice 5 steps to managing mobile devices What to avoid
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