Make Your Site Compliant With HIPAA to Protect & Secure Patients Health Information
Healthcare is a sensitive industry as it requires an additional layer of concern that goes above the website. Suppose you’re involved in this industry and think of having your website that handles your patient’s data. In that case, you might have seen that HIPAA regulations often come in between, and your website must be compliant with HIPAA (Health Insurance Portability and Accountability Act). Further, if your health organization fails to comply with HIPAA regulations, you risk getting into trouble with some hefty fines by the OCR (Office of Civil Rights).
If you’re questioning how to make my website HIPAA compliant, this guide will help you with the same.
How to Build a HIPAA Compliant Website?
Put simply, there’s no obvious point to point answer on how you can build HIPAA compliant website. However, some steps you can follow that can help in HIPAA compliant website development process are:
Analyze Risks
Risk factors differ from one website to another, according to the activities and purpose of the website. It’s the website owner or admin’s responsibility to be aware of commonly seen website-related attacks and, based on that, figure out how to handle ePHI (Electronic Protected Health Information).
Hosting Plan From Reputed Hosting Providers
Going for the reputed secure hosting provider is equally important to protect your site from cyber-attacks. For example, you’re looking to build your HIPAA compliant website on WordPress CMS. In that case, it’ll be better if you go with any secure WordPress hosting provider instead of any weak hosting that can be fragile to cyberattacks.
Plugins
The strongest feature of using CMS is that you can enhance according to your requirement choosing plugins. Henceforth, installing plugin according to the requirement will help in HIPAA Compliant Website designing. For instance, HIPAA compliant web forms that encrypt submitted data.
Store ePHI Separately
Most websites are build using CMS such as WordPress, and due to this, it’s one of the reasons it’s so favorite target for cybercriminals. It’s recommended that you avoid storing ePHI data on the same server where other data is stored or the website is hosted.
For storing ePHI separately, you’ll have to discuss it with your hosting provider. And, if you choose the right hosting provider, you’ll get another external hosting location. Also, ensure all your data is stored and retrieved securely with the latest encryption standard.
Implement Proper Website Security
Nowadays, having a website that handles sensitive information of the user is common, and similarly, cyberattacks are common. Apart from handling cyberattacks, it’s also important to build your website on a strong foundation for preventing website attacks. It’s recommended you build your website with proper website security tricks so your site can prevent itself from becoming a victim of cybercriminals.
Verify User Account Before Granting Access
Another way to ensure security is to prevent users from creating new accounts on your site without verification. Make sure every new account created on your website goes through the verification process.
Other Process for HIPAA Compliant Website
Apart from this, some other steps you can take for making HIPAA compliant website are like:
- Secure using SSL Certificate provided by respected CA like Sectigo.
- Make sure all web forms of your website are secured using robust encryption standards.
- Use encrypted email servers for sending and receiving emails that contain ePHI.
- Get partnered with those web hosting providers who offer HIPAA compliance and have a proper process to protect ePHI.
- Make an associate contract with those third parties who are granted access to your patient’s ePHI.
- Ensure ePHI is provided to only authorized individuals.
- Make sure your website has a feature that allows you to restore, backup, or delete ePHI whenever it’s required.
HIPAA Compliance Rules That Your Website Will Require to Follow
Below are the four different HIPAA security rules that your healthcare organization website will require to follow to get fully compliant and ensure it safeguards and protects patient’s information:
- Privacy
- Security
- Enforcement
- Notification of Breach
Privacy
Many believe that medical information shared with the health organization is completely safe. But according to the HIPAA, health care providers often share critical information with the patient’s family members or share important minors’ data with guardians or parents. HIPAA regulations prevent exposing or sharing critical information about Patients in written, oral or electronic form to prevent unauthorized sharing. It means these healthcare providers’ websites compliant with HIPAA have the rule to follow even when doctors discuss any health record over the phone because there’s the possibility of being overheard by someone.
Some health care service providers require access to Patient information to provide better medical services, and in that scenario, privacy restrictions are exempted. These privacy rules are applied to computer records about the patient, the conversation between medical staff and doctors, billing information, and prescribed information.
Security
HIPAA security rule has three main components: administrative safeguards, physical safeguards, and technical safeguards. Some other highlights of this HIPAA security rule and regulations included are like:
- Regular risk analysis to detect any digital or physical vulnerabilities.
- Reducing risks regarding Patient information to a tolerable level.
- Periodical review of digital logs, system activities, and audit trails.
- Authorizing and monitoring all the employees who are granted access to PHI.
- Safeguarding critical PHI from unapproved parent companies, partnered organizations, and subcontractors to prevent misusage.
- Providing regular updates regarding security issues.
- Giving proper training to employees on recognizing phishing, malware, malicious software, and other online threats.
- Proper access control of the system.
- Using encryption and decryption tools.
- Automatic logoffs for protection.
- Implementing proper policies for workstation and mobile device access.
Enforcement
This Enforcement rule of HIPAA usually contains investigations and penalties if any company doesn’t comply with it. For instance, getting authorization forms to disclose information to any third-party source, offering Notice of Privacy Practices to customers, and drawing Business Associate Agreements for all the partners to acknowledge all the responsibilities that are under HIPAA.
Notification of Breach
Some organizations avoid notifying breaches to their customers, and some notify it promptly. These data breaches occur whenever unauthorized people try to gain PHI (Protected Health Information) access that’s not allowed by the HIPAA Privacy Rule. Such data breaches include illegal access to inadvertent disclosures, information of physical areas, digital hacks, and misplaced or stolen documents. If such scenarios occur, then HIPAA makes it mandatory to notify patients:
- Whether PHI is compromised in such a data breach attack.
- Review what type and amount of data were involved in the data breach.
- To whom PHI is disclosed and whether it’s been used illegally.
- Steps to prevent a future breach.
- Finding out whether the breach has been resolved and information returned before being used illegally or the breach occurred accidentally by any entity’s authority or covered associate.
Here’s What Healthcare Providers Should Consider for HIPAA Compliance
All the healthcare providers who are considering or are compliant with HIPAA regulations should consider that all digital presence, including their website, should be compliant. For instance, advances in technology often allow web pages in social media to act as a customer support service. Any transmission of data or storage through any extension must be compliant with HIPAA regulations.
Though, ecommerce organizations that deal with healthcare products don’t require to overwhelmed by such restrictions and compliance issues, as third-party consultants can be hired who’re specialized in HIPAA compliance and offers special HIPAA-compliant components.
HIPAA Compliance of Websites Starts With Designing
Usually, companies employ designer teams for developing their websites, storefronts, and online catalogs. And professionals are informed and told to act accordingly to make the website comply with HIPAA. However, that’s not always the right way because designers often overlook some critical elements unless they’re HIPAA-certified and specialized in it that confirms HIPAA compliance.
Some issues regarding HIPAA compliance that needs to be addressed while designing a website are like:
- Make sure all the information is transmitted in an encrypted format.
- Take protective measures to prevent tampering of data.
- Hosting sites on servers that are secure with HIPAA Business Associate Agreement or a HIPAA security regulation.
- Giving limited PHI access to staff according to their role.
- Regular backups using tools such as CodeGuard Backup to ensure data gets recovered if any misfortune occurs.
What HIPAA Means?
Passed earlier in 1996, HIPAA (Health Insurance Portability and Accountability Act) is the federal law that came into existence to protect medical records & personal health information. This HIPAA privacy rule came into existence by the US Department of HSS (Health and Human Services) as one of their requirements.
HIPAA sets different guidelines that must be complied with by every health organization that deals with their patients’ medical data electronically.
Who Requires to Follow HIPAA?
Any health organization or any other business entity that offers or pays for health care services requires to comply with the HIPAA act. Some common ones that need to comply with HIPAA are health plans, clinical centers, other health care providers that relate to an individual’s health, therapeutic, diagnostic, rehabilitative, counseling, or services regarding the mental or physical condition of any patient.
Does My Website Need to Be HIPAA Compliant?
Those who have a website that only mentions their health organization and doesn’t collect any patient information don’t require HIPAA compliance. However, if your health organization’s website focuses on ePHI (Electronic Protected Health Information), where it collects the patient’s information digitally, HIPAA must be compliant to transmit PHI.
In other words, if your website deals with ePHI, then it’s a must that it should fulfill the requirements of HIPAA for the confidentiality, availability, and integrity of ePHI. The website will also require deploying technical, physical, and security measures for the confidentiality of all protected health information types.
Further, your website will require to qualify under BAA (Business Associate Agreement) under the HIPAA act. It’s critical for an effective HIPAA compliance program because it will be responsible for using, distributing, handling, or granting PHI access (Protected health information).
Does All the Website Forms Require to Be HIPAA Compliant?
Any form of the website that collects PHI, including those opt-in forms, should comply with HIPAA regulations. For instance, a form that asks for information regarding medical, social security number, insurance, or any other information about the patient, then that form should be compliant with HIPAA regulations while adhering to all that collected information’s storage and transmission.
What Is ePHI?
ePHI (Electronic Protected Health Information) is a piece of uniquely identifiable health information. Often, ePHI is also called PHI that includes information like phone number, date of birth, social security numbers, medical records, photographic images, MRIs, X-Rays, test results, information regarding payments, etc.
Some common ways that websites deal with PHI and it requires to be HIPAA compliant are like:
- Collecting PHI through live chats, testimonials, contact forms.
- Storing PHI on the servers.
- Sending or receiving PHI via web forms, digital messaging, and other means.
How to Know My Website Collects Phi (Protected Health Information)?
If your website collects any patient’s identifiable information like symptoms, requested healthcare services, or any conditions, then you’re collecting PHI.
Such information is like:
- Online patients form.
- Live Chat.
- Testimonial or review from the patient.
- Contact forms that also ask for other information like medications or other health-related information.
- Other information collecting online tools integrated on your website.
Do I Require to Sign a Business Associate Contract?
If your site deals with any vendors or service providers that store, transmit or have any access to PHI. Then, it’s required to sign a business associate contract with them to comply with HIPAA guidelines.
And it may include:
- Your hosting providers.
- Digital marketing firms.
- Consultants.
- Accountants.
- Other partners who can access data collected by you.
What Happens if My Website Fails to Comply With HIPAA?
If your website collects, transmits, or stores PHI, and don’t take any preventive measures for data security, then you may come under violation of HIPAA regulation. And, once you get caught, you risk paying hefty HIPAA penalty fines. For instance, based on the violation rate, the number of affected patients, and the negligence level, you can be fined anywhere from $100 to $50,000.
Importance of HIPAA
Usually, the importance of HIPAA is seen for patients. Likewise, it’s important for health care organizations, health plan providers, healthcare clearinghouses, and other health care business associates. It ensures that HIPAA-covered entities implement multiple safeguards and protect their health data and other sensitive personal information.
Yes, no healthcare organization wants to have their sensitive data or any health information stolen or exposed. Still, without HIPAA, there won’t be any compulsion to take precautions to protect data or be answerable to anyone if data is leaked.
However, HIPAA rules make it mandatory for every healthcare organization to take proper preventive measures for the collected health data, give proper restrictions on who can view or share health information.
Equally, HIPAA is an important aspect for patients because it ensures that patients have full control over their shared information, such as any information provided to healthcare organizations or information created, transmitted, or stored. Further, patients have control over it, so they can check and correct any mistakes if it occurs.
Wrapping Up
Not all websites are developed thinking they should be compliant with HIPAA. There’s no core website development based on HIPAA, but it doesn’t mean that you cannot make your website compliant.
However, to reduce the risk of not being HIPAA compliant, it’s recommended you seek specialists who’re specialized in providing proper security tools. For example, it’s recommended to choose secure hosting providers that host HIPAA compliant websites and developers who’re familiar with it.