Document security is essential in healthcare because HIPAA regulations mean ultimate confidentiality is the law. However, it’s important to remember that devices like multifunction machines, even with security features, aren’t automatically HIPAA compliant and must all be included in compliance efforts.
Even if a device is marketed as compliant, it means that is a capability, not an automatic function. You must complete policies and procedures that adhere to HIPAA compliance.
Many HIPAA regulations focus on confidentiality in transmittal, use, availability, and also destruction of materials. One of the issues that healthcare practices realize is that hard copy documents can be much more cumbersome to manage for HIPAA regulations than digital files.
Scanning, Document Management and Devices
Digital files can be secured via multiple avenues, making them more compliant to access and also simpler to dispose of.
An office workflow update that makes HIPAA easier is document management, which involves secure scanning processes and digital use to maintain security.
If you’re not already familiar with document management, now is the time to consider this functional system for your organization.
Security is Key
To maintain ultimate secure access, consider the following as you integrate your protected systems:
- HIPAA Compliant Devices – Remember, it doesn’t show up compliant, it has to be set up and used securely.
- Safe Scanning – Ensure that your scanning processes are protected and confidential, using policies and procedures that adhere to HIPAA regulations.
- Secure Access – Protect digital documents with passwords and locked files, use passwords for printing, and invest in an encryption system. These efforts will make a big difference in your files security.
Start with Thermocopy’s Help
Address your need to go digital by doing it right. Talk to Thermocopy about how to stay secure while upgrading to an online system, and make the jump. Get in touch today.