How to Be HIPAA Compliant in a Medical Office

The Health Insurance Portability and Accountability Act or HIPAA includes provisions for keeping patient information confidential. Medical office workers need to protect a patient's identity and treatment details from leaking out to other patients or uninvolved parties. A medical office can face legal challenges if HIPAA regulations are not followed.

Instructions

Difficulty: Moderate

1. Follow phone protocols. A medical offices must have specific guidelines for what information is given over the phone. Certain individuals like health insurance reps or family members might have clearance to be told patient information, but other callers should be given only basic information that does not violate HIPAA.
2. Protect workstations. A computer should always be locked when the person who uses it is away from the desk. This is to prevent unauthorized use.
3. Protect papers. Documents like medical claims and bills should be turned face down when the person who is responsible for them is away from the desk. The files must be kept in secure containers where they can't be read by someone passing by.
4. Use HIPAA compliant waste baskets and shredders. Some offices have color-coded trash bins, one set for regular trash like apple cores and gum wrappers, and another covered set of bins for documents. The documents that go in the secure bins get shredded every day. The other trash bins get emptied by cleaning people at night.
5. Educate. A well-informed staff will be more adept at following HIPAA regulations, and they'll know why they're doing it. Conversations about the laws are good, and help to get everybody on the same page.