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The product also works on mobile devices.Į-mail is a helpful tool for quickly sharing files and an e-mail encryption product such as SecureMail makes it possible to do so securely. If you lose a connected device, you would still be at risk of a HIPAA breach.ĭataMotion’s SecureMail provides detailed tracking and logging of e-mails, which is necessary for auditing purposes. Several providers, such as Google’s e-mail encryption service Postini, ensure that e-mails are encrypted when they are stored on the server however, the body text and attachments included in specific e-mails are not encrypted on the senders’ and receivers’ devices. 4 This method is superior to other services that encrypt e-mails on the server. Using a decryption key, authorized users can open and read the encrypted e-mails, which are HIPAA-compliant. Secure text messaging won’t help physicians store and manage large amounts of patient files, but it’s a must-have if they use texting to communicate about patient care.ĭataMotion SecureMailprovides e-mail encryption services to health care organizations and other enterprises. Because the messages aren’t stored on phones, a lost or stolen phone won’t result in a data breach and a HIPAA violation.3 TigerText messages also are deleted, either after a set time period or after they’ve been read.
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Messages sent through the application can’t be saved, copied, or forwarded to other recipients. Instead of being stored on your mobile phone, messages sent through TigerText are stored on the company’s servers. Regular SMS text messages on your mobile phone aren’t compliant with HIPAA, but TigerText replicates the texting experience in a secure way. Sookasa users also can share files via e-mail with added encryption and authentication to make sure only the authorized receiver gets the documents. Sookasa also audits and controls access to encrypted files, so that patient data can be blocked even if a device is lost or sto len. The company plans to extend its support to other popular cloud services such as Google Drive and Microsoft OneDrive. Sookasa is an online service that encrypts files shared and stored in Dropbox. The files are encrypted when synced to new devices or shared with other users, meaning they’re protected no matter where they reside. This type of software creates a compliance “shield” around files stored on the cloud, converting files into HIPAA safe havens.
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One option is to invest in a software product designed to encrypt documents shared through cloud-based services. Or they might resort to faxing or even snail-mailing documents, losing out on the increased productivity that the cloud can provide.Ī number of tools exist to help physicians seamlessly integrate the encryption necessary to keep their patients’ records safe and meet HIPAA security requirements. Often, small psychiatric practices use these online services and e-mail even if they’re aware of the risks because they don’t have time to research a better solution.
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E-mail, which isn’t as versatile or useful as these services, also is not HIPAA-compliant unless the files are encrypted.
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Mobile computing, the cloud, and patient information: A risky combinationĪlthough mobile computing and cloud-based file-sharing sites such as Dropbox and Google Drive allow physicians to take notes on a tablet, annotate those notes on a laptop, and share them with a physician who views them on his (her) desktop, this free flow of information makes it more difficult to stay compliant with HIPAA.ĭropbox and other file-sharing services encrypt documents while they’re stored in the cloud but the files are unprotected when downloaded to a device. Physicians and other clinicians can take advantage of cloud-based file-sharing services, such as Dropbox, without running afoul of HIPAA. Department of Health and Human Services will increase HIPAA audits this year to make sure that medical practices have taken measures to protect their patients’ health information. HIPAA requires clinicians and health care systems to protect patient information, whether it is maintained in an electronic health records system, stored on a mobile device, or transmitted via e-mail to another physician. However, the use of health information technology to record patient information, although beneficial for medical professionals and patients, poses risks to patient privacy. Physicians understand that patient information is sensitive and it would be disastrous if their files became public or fell into the wrong hands. Physicians hardly need the Health Insurance Portability and Accountability Act (HIPAA) to remind them how important it is to safeguard their patients’ records.