HIPAA Compliance

Independently Validated

At TierFive, we provide secure document scanning and records-conversion services designed to support the strict privacy and security requirements of the healthcare industry. Our HIPAA safeguards have been independently validated through a third-party assessment of the administrative, physical, and technical controls used to protect protected health information (PHI). From collection and transportation through scanning, storage, delivery, and authorized destruction, TierFive helps healthcare organizations protect sensitive records and support their ongoing HIPAA compliance responsibilities throughout the records-conversion process.

What is HIPAA Certification?

HIPAA, the Health Insurance Portability and Accountability Act, (HHS) establishes federal standards for protecting the privacy and security of protected health information (PHI). TierFive has completed an independent 3rd party assessment of the administrative, physical, and technical safeguards supporting the secure handling of PHI throughout its lifecycle; from collection and processing to storage, transmission, and authorized destruction. This independent validation reinforces TierFive’s commitment to protecting sensitive records, maintaining strong security practices, and supporting the compliance requirements of healthcare organizations and their business partners.

What HIPAA Compliance Means for Medical Records Scanning

HIPAA (Health Insurance Portability and Accountability Act) establishes federal standards for protecting the privacy and security of protected health information (PHI). PHI includes individually identifiable medical and healthcare information maintained or transmitted by covered entities and their business associates. Selecting a document-scanning provider with verified appropriate safeguards is critical to protecting patient privacy, maintaining chain of custody, and reducing compliance risk. TierFive’s healthcare document scanning and medical records digitization services are designed to keep sensitive records secure, controlled, organized, and accessible only to authorized personnel.

Independent Third-Party HIPAA Compliance Validation

TierFive has successfully completed an independent third-party assessment of the administrative, physical, and technical safeguards used to protect PHI. This independent validation provides customers with additional assurance that TierFive maintains documented controls relevant to secure records handling and its HIPAA business-associate responsibilities. The assessment reflects TierFive’s commitment to maintaining effective privacy and security safeguards and continually reviewing its compliance practices. Independent validation does not constitute certification or endorsement by the U.S. Department of Health and Human Services and does not replace the continuing compliance responsibilities of TierFive or its customers.

How TierFive Supports HIPAA Compliance for Document Scanning

TierFive’s verified HIPAA compliant document scanning services are specifically designed to meet the highest standards of HIPAA compliance. This includes PBSA background checks of staff strict access controls, workforce confidentiality and security training, and role-based access controls that restrict medical records and PHI to authorized personnel. TierFive uses secure systems, encryption, and approved transfer methods appropriate to the project and system to protect electronic protected health information (ePHI) during processing, storage, transmission, and delivery. Physical records are protected through restricted production areas, controlled facility access, 24-hour surveillance, documented chain-of-custody procedures, and project activity tracking. Activity logs and project records are maintained as appropriate to the service, system, and identified risk to support accountability and incident investigation. 

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. The Business Associate Agreement (BAA) is an essential component of an applicable HIPAA-regulated engagement. When TierFive creates, receives, maintains, or transmits PHI on behalf of a covered entity or another business associate, TierFive executes a formal HIPAA Business Associate Agreement and any applicable confidentiality agreements. The BAA defines permitted uses and disclosures of PHI, establishes each party’s responsibilities, and addresses required safeguards, incident reporting, subcontractor obligations, and the return or authorized destruction of protected information. Together with the project agreement, documented scope of work, and chain-of-custody procedures, the BAA establishes clear requirements for handling sensitive healthcare records. HHS identifies these as central components of an appropriate business-associate contract.

TierFive HIPAA Safeguards:

  • Business Associate Agreements for applicable healthcare engagements
  • Documented chain-of-custody procedures
  • Restricted facility and production-area access
  • Role-based system and records access
  • Workforce confidentiality and security training
  • Secure transfer and delivery methods
  • Activity logging and project accountability
  • Incident-response and escalation procedures
  • Controlled retention and customer-authorized destruction
  • Periodic review and independent assessment of applicable safeguards

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.

TierFive’s comprehensive Access Control ensures that only authorized personnel can access sensitive medical records. By utilizing role-based access and multi-factor authentication, we strengthen security and prevent unauthorized data access, maintaining full HIPAA compliance.

We use advanced encryption to safeguard electronic health information (ePHI) throughout every stage—from scanning and storage to transmission. Our robust encryption protocols adhere to HIPAA’s stringent security standards, ensuring that sensitive patient data remains secure at all times.

TierFive’s Facility Security includes electronic access control, 24/7 surveillance, key code restricted access, and secure egress systems designed to protect both paper-based and digital records. Our security measures help prevent unauthorized access to best ensure sensitive health information stays safe.

At TierFive, we enforce strict Access Control policies to ensure that only authorized personnel access medical records. This crucial component of HIPAA compliance helps maintain transparency, accountability, and protect patient data, from unauthorized access to sensitive health information.