Where Technology and Compliance Intersect
With Healthcare Technology Management from SNS, you’ll have a partner versed in both Information Technology as well as your practice’s compliance requirements.
Managing IT and Compliance
Understanding the ever-changing HIPAA regulations is difficult for any practice to manage and maintain. The challenges of providing staff training, updating policy and procedure documentation, monitoring technology configurations, and verifying access logs can be a full-time job.
That’s where Healthcare Technology Management can help. Not only to we secure your network, but we demystify the rules and regulations so you can focus on patient care. Let us do the heavy lifting with our Healthcare Technology management.
Healthcare Technology Management
Patient data is critical to safeguard from hardware failures, virus outbreak, ransomware, and identify theft. To ensure your practice data is protected, our backup strategy takes full and complete backups of your server data many times throughout the day. That data is encrypted in all phases of our backup process, both at rest and in transit to our cloud repository. Ensuring you always have access to patient data is one of the most fundamental solutions we provide.
With modern healthcare, it’s vital that diagnostic and census data is available for other providers that may assist in treating your patients. Whether making a referral to another office, getting a second opinion, or providing treatment records for a patient, it’s vital your office has the capability to share that information safely and securely. Not only that, it’s the law.
With our Secure Email Services, you’ll be able to send vital treatment information safely by leveraging the power of data encryption and access auditing to ensure you’re compliant while sharing protected health information. Our solution meets all the requirements to verify the identity of the recipient, ensure data is protected in transit, and provide an easy to use platform to managing ongoing dialog. Best of all, it’s easy to use!
Annual Risk Assessments are one of the most overlooked aspects of compliance, and it’s the most fundamental building block in protecting your practice. In order to fix any policy gaps that exist, a thorough audit must occur to understand how the practice is operating, understand any technology gaps, identify documentation challenges, and acknowledge the areas we can improve.
For many practices, this can be an uncomfortable exercise. You’re not alone! In order to elevate our level of care, we must understand where we can improve. Once we have some open and honest dialog about the state of affairs, we are in a position to provide a safer patient experience.
- After the Risk Assessment is completed, you’ll have a clear understanding of where the gaps are within your practice. When we know all of the issues, we can commit to resolving the problems. That’s where our Work Plan Management comes in.
After the Risk Assessment Report is complete, you may find yourself with a list of 3 or 300 items to address. Whatever the findings, we’ll be there every step of the way. The second step in improving your compliance posture is to put all of our identified gaps into a Work Plan with clear steps towards resolution. Some items may need to be addressed immediately while others may be lower priority or low risk to the patient. The important thing is we acknowledge the gap and work towards a resolution, together.
- Tracking required documentation, verifying employee training dates and courses, and managing access logs for critical infrastructure can be challenging. Having the right documents at your fingertips is often the difference between maintaining compliance and letting things slip through the cracks. That’s where our Compliance Portal will help!
Our portal gives you the tools you need to track employee training, BAA agreements for new and existing vendors, managed staff training, policy sign-off and sanction policy acknowledgement, emergency operations procedures, data recovery procedures, and both privacy and security knowledge assessments for your staff. With templates and workbooks at your fingertips, you’ll be able to ensure all required vendors have active BAAs. You’ll never wonder about the training date of your receptionist. Most importantly, all the tools you need to maintain the financial security of your practice will be a click away.
- When we think about security for healthcare facilities, the requirements go far beyond basic anti-virus and firewalls. The sensitivity of patient data as well as the documentation needs of compliance dictate additional steps are taken to protect your network from reportable incidents.
To protect your systems from virus and malware outbreak, we use industry leading managed AV with integrated data logging technology. If a new, unknown virus hits your network, we can identify which systems and files were touched, and most importantly, identify if any information left your network. If no patient data left the network (and we have proof), we have a non-reportable incident.
In addition to these AV protections, we want to protect your data from theft, whether a laptop is left in an airport or an unauthorized user walks out of your office with a tablet. We protect all of your workstations that store patient data with managed disk encryption. If a computer is stolen, we’ll have the evidence and audit log to show the disk was encrypted immediately before it was stolen. We then know we don’t have a reportable incident.
Lastly, we protect the perimeter of your network with web content filtering and managed security protection on your firewall. By providing layers of protection to your network, we help ensure your patient data is protected and your employees are insulated from fraud and phishing attacks.
- Maintaining proper audit logs and documentation is one of the biggest challenges of the HIPAA Compliance guidelines. Without the proper tools and schedules in place, gathering and reviewing the necessary information can be a time-consuming and burdensome process.
With our reporting capabilities, we minimize the time gathering information so you can stay focused on patient care. To ensure configurations remain unchanged, we regularly audit all critical systems and account settings to ensure no unauthorized or unexpected changes have occurred on your network.
To facilitate access control and reviews, we use industry leading Security Incident and Event Management solutions to monitor your systems in real-time for unauthorized system access. Additionally, we have all the logs necessary at our fingertips to perform a full system audit. Should any questionable events take place, we’ll be notified to investigate as they happen, whether that’s 2 AM on a holiday or 9 AM on a Monday.
Audits Are Happening
We often hear “Why should I pay additional costs around HIPAA Compliance when none of my peers are paying for it. We’ve never been audited.” HIPAA Compliance Phase II audits are currently underway. We are seeing additional audit activity due to security breaches or patient-generated complaints. The costs of the fines are orders of magnitude larger than getting your practice in up to snuff.
The Office of Civil Rights tracks open audits they are conducting on providers across the United States.
A partner you can count on.
We live-answer every call from our Nashville-based helpdesk, and we don’t outsource critical network functions to over-seas support teams like many of our competitors. Because no one is immune from an emergency, we stock loaner servers, desktops, switches, and firewalls for our clients.
If you’re tired of slow response times or being “nickel and dimed” from your current provider, give us a call.
Our Proven Process
While some technology providers ask how many computers you have and send over a price (seemingly out of thin air), we take a more deliberate approach to understanding your needs.
We begin every client engagement with a comprehensive infrastructure audit. This process allows us to identify strengths and weaknesses in your current infrastructure, and you’ll be armed with necessary information to make informed decisions about your technology partners. Click here to learn more!