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HIPAA Compliance Measures to FOllow for a Medical Transcription Company

July 23, 2019

It’s no secret that today, one of the most booming industries across the globe is the health care industry but along with being one of the most booming industries across the globe, it is also one of the most heavily regulated industries that are required to follow the HIPAA compliance with strict adherence! Now, if you are wondering the reasons then, it is primarily because medical and health care processes directly impact either the patient’s wellness which is why it is absolutely essential that the health care professionals adhere to the regulations and follow the various compliances that are laid down by the industry professionals.

One of the compliances that no health care professional is unfamiliar with is HIPAA compliancy that requires the health care professional to protect the patient health information at all times! But how do you ensure as a health care professional that the medical transcription service company you sough to hire is taking all the measures to ensure HIPAA compliance?

Read More: Partial List Of the Rules and Regulations that We Strictly Follow While Delivering the Medical Transcription Services:

Well, lets’ explore the factors section by section that any medical transcription service company should undertake to ensure HIPAA compliance:

  • Understanding the importance of privacy, security, and confidentiality

Make sure that the medical transcription service company you seek to hire understands the meaning and difference between the three legs of the health care industry i.e. privacy, security, and confidentiality! These three terms privacy, confidentiality and security are quite often intertwined and they are used very interchangeably within the health care industry. However; each one of these plays a unique role in the health care industry. If you are a health care professional, you expect your medical transcription service company to understand the following in order to ensure HIPAA compliance:

  • The Medical transcription service company you seek to hire must understand how HIPAA regulates confidentiality, privacy, and security for patient data!
    • What does HIPAA’s Act of privacy and Act of security govern?
    • Your medical transcription service company should understand the means of securing confidential information and maintaining the privacy of patient data.
  • Customize Current Process to ensure HIPAA compliance

A medical transcription service company must be willing to customize their current processes in order to take apt measures to ensure HIPAA compliance and there are various means of developing such processes. For instance: Developing a customized algorithm to splice audio/video files for random assignments to various medical transcriptionists is one way to ensure HIPAA compliance. Through this process, they don’t have access to the entire audio/video files and will only have access to a fraction of the file. This is one of the few ways to customize your current transcription processes and ensure HIPAA compliance!

  • Developing robust infrastructure and impenetrable security walls

In order to maintain HIPAA compliance, a medical transcription service company should be willing to develop infrastructure that has security walls to prevent both kinds of intrusion – physical as well as digital! Here, developing robust infrastructure means installing fingerprint access to restrict entries. This process allows only authorized personnel to access the operation areas. Another way to ensure robust infrastructure is by securing the servers so that there is no breach of patient data via digital means.

  • Training Professionals in order to ensure they are HIPAA compliant

The next measure that ensures HIPAA compliancy within a medical transcription service company is the willingness to train the employees! It is essential that every professional employed within the medical transcription service company understand why it is important to protect and secure patient data at all times – They should be HIPAA compliant and trained to always adhere to HIPAA guidelines. Additionally, it must be ensured that the transcription professionals are securing patient data at all times and in order to do so, the medical transcription service company needs to conduct periodic HIPAA training for their employees.

  • Offering Services of Extra Security and advanced confidentiality

Very often, there are instances when the doctor or the physician needs to ensure extra caution for particular cases. These cases may be very sensitive and it may be required by the physician to maintain discretion! In such cases, the medical transcription service company must be equipped to provide a service of advanced confidentiality. These services through a medical transcription service company can entail the following:

  • If required, providing background checks of the employees. 
  • The client should be able to interview the chosen employees so they can make sure they are the right candidate to carry out the project.  
  • Ability to sign any specific non-disclosure agreement and any other legal contracts as deemed necessary.
  • Ability to customize the transcription process according to the requirements  

These measures ensure that the medical transcription service company is capable of providing the necessary security to maintain the confidentiality and privacy of the patient health information and their medical data! If the medical transcription service company is willing to exercise caution, then they are focused on providing these security measures. These security measures ensure that the medical transcription service company is dedicated to taking all the steps to ensure HIPAA compliance!  

We, at EyeRed Transcription Services, are not only focused on providing you with high-quality transcription services but we are also focused on ensuring that we take all the measures to be HIPAA compliant. We ensure that each and every transcriptionist professional handling your project is not only skilled to deliver high-quality reports but also understands the need to maintain confidentiality and protect the privacy of patient data.

We assure you that, with us as your medical transcription service provider, you will not have to worry about the requirements of HIPAA compliance as they are readily met!

By: Anna williams Category: blog

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