In order to safeguard yourself, ensure that you have HIPAA compliant billing software that can effectively manage any sensitive information in a secure manner.
Understanding The Financial And Operational Impact Of Violations
Violations of HIPAA are rarely cases of intentional misconduct but more so of basic human error and outdated technology systems. If the practice in question does not maintain proper security for PHI, then the Office for Civil Rights will impose severe financial penalties on the institution. The fines that are imposed are divided into levels depending on how negligent the institution was, with fines reaching as high as $50,000 per violation and $1.5 million annually.
Apart from the penalties levied by the government, there are other costs associated with data breaches. When a data breach occurs, it is necessary to notify the parties whose data has been breached and, in most cases, the press if more than 500 patients are affected. The process is not only costly but may cause the closure of the private practice altogether. Furthermore, it may result in reduced income as a consequence of reduced trust of the clients.
Selecting The Right Counselor Billing System
Transitioning to a counselor-specific billing program is one of the best approaches for minimizing risks. Many counselors find themselves in the trap of opting for general accounting software programs or using unsecured spreadsheets for managing their billing procedures. Though these methods seem effective, they lack the security features that are mandated by law.
While assessing the system, it is best to opt for systems with audit trails already built into the program. The audit trail tells who accessed what file, at what time and what operations were performed by them. In case something does not work out right, it becomes easy for you to track down where the problem started from. Additionally, it would be best if you could find systems with access controls to enable the employees to access just those files that they need to perform their tasks.
Essential Security Standards For Your Practice
True security can only be guaranteed with a layered solution. Simply having the software licenses isn’t enough; you must ensure that your tools conform to very strict criteria.
Data Encryption At Rest And In Transit
Security in the digital world is achieved through encryption. All data transmitted to clearinghouses or stored in cloud databases needs to have adequate encryption, for instance 256 bit AES encryption. This ensures that, even when the data packet is stolen while in transit or the database is hacked into, the data remains unintelligible to the thief.
Business Associate Agreements
It is also essential to consider all relevant requirements concerning the use of third-party services. Whenever there are people other than you who can gain access to your PHI, they are automatically considered to be a “Business Associate” under the law. In such a situation, you should get a signed Business Associate Agreement (BAA) from every single one of those people. The contract will indicate their obligation to handle PHI in a HIPAA-compliant manner. Without it, you are not abiding by any laws.
How Cohessra Supports Secure Practice Management
As you streamline your own processes, it is critical to pick a partner that fully grasps the nuances of billing for mental health care. Cohessra differentiates itself through providing a safe space where efficiency is paramount. Through ensuring security in every fiber of their system, they help you worry less about the technology risks involved in billing processes and more about helping your patients get better. Most organizations find that using Cohessra reduces the burden of compliance because the system takes care of all data security complexities automatically.
In a Nutshell
Maintaining HIPAA compliance can be a continuing process of vigilance, good policy development, and security through technology. Moving away from unprotected spreadsheets means avoiding the dire penalties associated with data leaks and potential governmental audits. Using a professional counselor billing system ensures compliance but, more than that, demonstrates to your clients that you care about their privacy.
Keep in mind that the best HIPAA compliant billing software is always by your side, being your reliable partner in success because it keeps your personal information safe for you to continue helping others.
Frequently Asked Questions
1. What is the most common cause of HIPAA violations in billing?
The reasons behind them include the poor handling of the physical PHI, unauthorized staff accessing the PHI (snooping), and using communication channels that are not encrypted, for example, normal emails.
2. Do I need a BAA if my billing software provider is already “HIPAA compliant”?
Absolutely. Even if the vendor claims that it is compliant, the law still mandates that you must have a signed BAA in your possession at all times. This agreement confirms the relationship and makes the vendor responsible for your patient information.
3. How often should I conduct a security risk analysis for my billing workflow?
Though it is mandatory to conduct the assessment periodically, it is recommended to carry out the risk analysis on an annual basis or whenever there have been any changes in the software or administration process.
