HIPAA Certified

What is HIPAA Certification?

HIPAA, the Health Insurance Portability and Accountability Act, sets national standards for the protection of health information. HIPAA certification means that TierFive has met the rigorous requirements established by the U.S. Department of Health and Human Services (HHS) to safeguard the confidentiality, integrity, and availability of protected health information (PHI) from collection and storage to transmission and eventual disposal and is committed to maintaining the highest standards for data protection, compliance, and security.

What is HIPAA Certification for Scanning Medical Records ?

HIPPA (Health Insurance Portability and Accountability Act) is a set of national standards designed to protect sensitive patient data, particularly protected health information (PHI), which includes medical records of healthcare providers, insurers, and other entities that deal with medical data containing personally identifiable information (PII). HIPAA certification is essential for any provider, including TierFive, as it demonstrates compliance with these regulations. For healthcare organizations, ensuring HIPAA compliance is crucial to safeguarding medical records and protecting patient privacy. By adhering to HIPAA standards, TierFive’s document scanning services help reduce compliance risks, secure sensitive data, and build trust with patients and healthcare professionals alike.

How TierFive Meets HIPAA Compliance for Document Scanning

TierFive’s HIPAA certified document scanning services are specifically designed to meet the highest standards of HIPAA compliance. This includes PBSA background checks of staff strict access controls to ensure that only authorized personnel can access medical records and PII. TierFive also utilizes end-to-end encryption to protect healthcare data security and sensitive electronic health information (ePHI) during both transmission and storage. Additionally, TierFive ensures the physical security of medical records through facility security measures such as 24/7 surveillance and restricted access areas. Audit trails are maintained to monitor and track all actions related to sensitive data, ensuring full transparency and accountability in compliance with HIPAA regulations.

The Role of the HIPAA BAA in TierFive’s Services

A Business Associate Agreement (BAA) is a critical element in ensuring HIPAA compliance. TierFive executes a formal NDA and BAA HIPAA Business Associate Agreement with its healthcare clients to establish clear responsibilities regarding the protection and handling of PHI. This agreement outlines how TierFive’s HIPAA-certified services comply with data protection laws and ensures that both parties understand their obligations under HIPAA. By entering into a BAA, TierFive guarantees that it maintains the highest standards of confidentiality and security while providing secure medical record document scanning services for healthcare providers.

Key HIPAA Requirements for Secure Document Scanning:

• Data Security and Encryption: Any sensitive health information captured, stored, or processed during the scanning of paper records must be encrypted both during transmission and while at rest. TierFive would need to ensure that their systems are capable of handling encrypted data to prevent unauthorized access.
• Business Associate Agreement (BAA): Under HIPAA, a service provider (like TierFive) must sign a BAA with healthcare entities (e.g., hospitals, insurance companies, etc.). The BAA outlines the security and privacy protections in place to safeguard sensitive information. TierFive ensures that a comprehensive BAA is in place with clients involved in healthcare.
• Access Controls and Authentication: TierFive would implement access controls to ensure that only authorized personnel can access the scanned documents or data. These systems should include role-based access, strong authentication methods (such as multi-factor authentication), and logging of access to documents.
• Audit Trails and Monitoring: TierFive’s scanning and document management system must generate audit trails to track the handling of sensitive information. This would include actions like who accessed a document, when it was accessed, and what changes were made to it. This is a key part of HIPAA’s audit requirement to track the flow of data.
• Physical Security: The physical security of scanned documents is also a critical factor. TierFive ensures that its scanning facilities are secure and that any physical records are stored in locked, controlled environments before scanning.
• Training and Policies: TierFive would need to train all relevant personnel on HIPAA compliance and ensure that they follow policies and procedures for safeguarding protected health information (PHI). This includes regular training updates and a formalized policy for handling PHI in both digital and physical formats.
• Retention and Disposal: HIPAA also requires that health information be retained for specific periods and disposed of properly. TierFive ensures that any scanned documents are securely retained and that old or unnecessary documents are destroyed in compliance with HIPAA’s standards for record retention and disposal.

Contact TierFive today to learn more about how we can help you reduce overhead costs securely digitize your medical records and stay fully HIPAA-compliant.