By Zac Amos, Features Editor, ReHack
LinkedIn: Zachary Amos
LinkedIn: ReHack Magazine
Telehealth has revolutionized health care, offering convenience and accessibility for providers and patients. However, with the shift to virtual care comes a critical responsibility — ensuring the security and privacy of patient information.
Compliance with the Health Insurance Portability and Accountability Act (HIPAA) is essential for protecting electronic protected health information (ePHI) and avoiding costly violations. The following best practices will help health care professionals maintain HIPAA compliance while conducting telehealth sessions.
1. Use HIPAA-Compliant Telehealth Platforms
One of the most important steps in securing telehealth services is choosing a HIPAA-compliant video conferencing platform. Not all platforms meet HIPAA’s strict security requirements, so it’s crucial to verify compliance before using one.
Choose a platform that offers end-to-end encryption to prevent unauthorized access to patient data. Additionally, ensure the telehealth platform provider signs a business associate agreement, which legally requires them to protect ePHI.
2. Implement Technical Safeguards
Beyond selecting a secure platform, additional technical safeguards are essential to minimize risks and prevent data breaches. These measures ensure patient information remains confidential and protected from cyber threats. Below are some critical technical safeguards to enhance security:
- Encryption: Encrypt all stored and transmitted ePHI to render it unreadable and unusable to unauthorized individuals.
- Access controls: Require unique user IDs and multi-factor authentication to limit ePHI access to authorized personnel.
- Automatic logoff: Configure systems to log off automatically after periods of inactivity to reduce the risk of unauthorized access.
3. Train Staff on HIPAA Compliance
Almost a fourth of employees working remotely are unaware of their device’s security protocols, which can create vulnerabilities in telehealth operations. In addition to ensuring everyone’s technology is secure, conduct periodic training sessions on HIPAA policies, cybersecurity best practices and patient privacy requirements. Also, teach staff how to recognize and avoid phishing scams, which are a common method used by cybercriminals to gain access to ePHI.
4. Ensure Private and Secure Environments
More patients are using digital platforms, which means telehealth services are rising. However, that doesn’t mean people should take their appointments from just anywhere. The physical environment in which telehealth sessions occur is just as important as digital security.
Providers and patients should take steps to ensure conversations remain private and protected from unauthorized access. Conduct telehealth consultations in a private, secure room where no one can overhear or record the conversation. Professionals should also encourage patients to avoid public Wi-Fi networks to reduce security risks.
5. Maintain Documentation and Policies
Keeping thorough records and clear policies ensures health care providers remain prepared for audits and potential compliance investigations. Well-documented procedures also help establish consistency in telehealth operations, so develop formal policies outlining how ePHI is protected during telehealth sessions, including data storage and breach response protocols. Additionally, maintain detailed logs of telehealth interactions and access to ePHI, making it easier to detect and respond to security incidents.
6. Conduct Regular Risk Assessments
Cyber threats and compliance risks are constantly evolving, making regular risk assessments critical for maintaining a secure telehealth environment. Security audits can help identify vulnerabilities and prevent security incidents before they occur.
Evaluate existing telehealth systems, workflows and policies to identify areas that may pose a risk to ePHI security. It’s also vital to implement monitoring tools to detect suspicious activity or unauthorized access attempts in real time.
7. Stay Informed About Regulatory Changes
HIPAA regulations and telehealth policies continue to evolve, so staying informed about new requirements is essential for ongoing compliance. Regularly reviewing updates can help health care experts adapt to changes and avoid penalties. Here are some ways to stay up to date with HIPAA regulations:
- Monitor government updates: Follow guidance from the Department of Health and Human Services and the Office for Civil Rights.
- Continuous learning: Participate in industry webinars, training programs, and professional organizations that focus on health care compliance and cybersecurity.
Strengthening Telehealth Security for the Future
Ensuring HIPAA compliance in telehealth is a continuous process that requires a combination of secure technology, strong policies and well-trained staff. Using compliant platforms, implementing technical safeguards, conducting regular risk assessments, training employees, securing physical environments, maintaining documentation and staying up to date on regulations can help providers offer telehealth services with confidence.