Top 10 Best HIPAA Compliance Software to Avoid Data Breaches
Every healthcare professional, marketer, and administrator understands the importance of HIPAA compliance in their practice and systems. This industry is also the top victim of data breaches and cybercrimes. Americans are always worried about their healthcare data with providers and practitioners. It gives birth to concerns about privacy and data security. Thankfully, strict laws like the Health Insurance Portability and Accountability Act (HIPAA) exist.
A healthcare provider must adhere to this act while handling sensitive patient data. Any breach or negligence could lead to legal action or hefty fines. Every provider in the country uses software systems and solutions to ensure smooth operations. These solutions must also be compliant with HIPAA regulations to help the providers. Task and document management software are the most common among professionals. They can track progress and determine realistic timelines.
This blog will discuss the benefits and features of HIPAA compliance solutions. Readers will also explore some of the best HIPAA compliance software. Buckle up because this will be a very informative blog for your compliant solution.
What is HIPAA Compliance?
The HIPAA law focuses on protecting patient's sensitive information. Healthcare providers must ensure physical, administrative, and technical safeguards to secure the Protected Health Information (PHI).
Organizations must define appropriate measures to protect their patient data.
What is the HIPAA Privacy Rule?
The HIPAA Privacy Rule applies to covered entities and businesses. It mandates that firms have strict policies and measures to ensure the secure handling of PHI. Employees should also receive training on HIPAA standards and procedures.
Firms need to document their training sessions to demonstrate evidence. Attestations work as a legal acknowledgment that employees understand their training programs.
What is the HIPAA Security Rule?
The Security Rule defines the standards for handling, maintaining, and transmitting PHI. Both CEs and BAs come under this rule. Organizations need robust physical, administrative, and technical safeguards to ensure the security of PHI. They will need proper confidentiality, integrity, and availability of PHI.
- Administrative Security. Firms must define clear policies and procedures for the handling of PHI. Custom rules are necessary for each organization.
- Physical Security. It refers to the security of an organization's physical location. Now, this determines where they store or transmit PHI. Locking and preventing data from unauthorized access is also necessary.
- Technical Security. It refers to an organization's cybersecurity measures. Sufficient technical safeguards are critical to avoid and mitigate the results of a data breach. Data backup, encryption, and firewalls are some proper technical security actions.
What is the HIPAA Breach Notification Rule?
It is not unusual for an organization to experience a breach. The HIPAA Act mandates firms to inform HHS and patients about a breach incident.
You must be aware of state breach notification laws, which are stricter than federal requirements.
- Meaningful Breach. These breaches affect 500 or more individuals. Firms must report these breaches within 60 days of discovery. Reporting to the HHS, affected individuals, and the media is mandatory.
- Minor Breach. These breaches affect fewer than 500 individuals. Organizations must report them to HHS and affected users by the end of the calendar year.
Also Read: Is Hubspot HIPAA Compliant
What is a HIPAA Compliance Software?
HIPAA-compliant software helps healthcare entities or partners adhere to the privacy and security rules of the HIPAA Act. They can prevent data breaches and unauthorized PHI disclosure.
It is necessary to satisfy the provisions of HIPAA Privacy, Security, and Breach Notification Rules. Organizations can maintain complete documentation of compliance activities with these solutions. You will find top-notch tools in the market to satisfy the HIPAA Act's requirements.
HHS' Office for Civil Rights (OCR) audits the company over a data breach. The workforce of the firm ensures technical, physical, and administrative safeguards. Managing compliance tasks without HIPAA compliance tools gets complex, confusing, and overwhelming.
Why Should You Care About HIPAA-Compliant Software?
The HIPAA Compliance Act came in 1996. Before this, providers didn't need to worry about compliance and regulations. However, managing tasks and documents got challenging with the changing regulatory demands.
You must understand the importance of productivity and efficiency in a time-sensitive industry like healthcare. Let's know why HIPAA compliance software matters.
Assess all the Security Risks and Discover Gaps
Every healthcare business is prone to some security risks. Cybercriminals are always looking for these gaps to exploit. Providers and partners must complete a security risk assessment (SRA) to uncover the gaps in their HIPAA safeguards.
A compliant business is aware of its deficiencies with remediation efforts. Using HIPAA compliance software gives you a unified view of your compliance gaps. You can make immediate decisions to mitigate them.
Adhere to HIPAA Policies and Guidelines
The Office of Civil Rights (OCR) enforces HIPAA policies and procedures in the United States of America. These policies are an integral part of any strong compliance program. Healthcare businesses must tailor their guidelines and policies to determine how their firm operates.
HIPAA compliance tools implement policies and procedures that are much more accessible. You can ensure everything is at its place to meet the Privacy, Security, and Breach Notification Rules of the HIPAA Act. Additional efforts are optional to ensure compliance with the policies.
Incident Reporting
The HIPAA guidelines make it mandatory for firms to report situations that affect PHI's integrity, confidentiality, and availability. One cannot escape or show negligence towards this policy.
Using a HIPAA compliance solution provides anonymous incident reporting and even alerts administrators about any incident. All this convenience is necessary to save time and effort while maintaining a steady efficiency flow.
Business Associate Agreements
A healthcare firm can have multiple vendors. Managing them could be time-consuming and complicated. Consistent efforts are vital to keep up with the vendors. Each vendor must sign a business service agreement (BAA) if it has access to protected health information (PHI).
For example, vendors can provide electronic health record platforms, appointment schedulers, email management software, cloud storage solutions, and more. HIPAA-compliant software helps businesses to store a BAA efficiently.
Employee Awareness Training
Healthcare providers spend millions of dollars on employee training for their compliance programs. It is a vital practice to avoid lawsuits and inefficiency. HIPAA compliance tools help you track employee HIPAA and cybersecurity training in a single place.
You can store all employee training documents and send timely reminders of annual training programs. Time and employee management are more accessible when considering HIPAA compliance solutions in your firm.
How Did the COVID-19 Pandemic Have a Major Effect on HIPAA Compliance?
The global pandemic also brought significant changes to the HIPAA policies and regulations. Enforcement discretion was a major Department of Health and Human Services (HHS) practice.
They didn't enforce any penalties for failure to comply with regulatory requirements during the COVID-19 pandemic. The good faith provision of telehealth was necessary on a temporary and emergency basis.
These new changes didn't have long-term implications for the healthcare sector. However, we must realize the authorities can alter the policies during a critical situation in the industry.
Types of HIPAA Compliance Software Buyers
You must understand the type of users before looking for HIPAA compliance solutions. A wrong decision will give you inefficient and unsuitable software for your organization.
The knowledge of the buyer category is necessary to pick the perfect tool. Most users come under the following categories;
Small Healthcare Providers
There are thousands of small-scale providers operating in the country. They typically have two to five physicians for the patients. Thus, a cost-effective and standalone HIPAA-compliant software makes sense.
These firms will dedicate minimum resources to maintain regulatory compliance with such solutions. They will need features like self-audits, remediation plans, compliance policies, and procedures. Advanced features and systems are unnecessary for such organizations.
Midsize and Large Medical Enterprise
These firms usually have six or more physicians. They manage more patients, vendors, users, and stakeholders than small providers. Managing large volumes of documentation, data monitoring, and stricter access control is a common practice.
Such firms need full feature-packed HIPAA-compliant software for their medical software suites. They can only reduce their workloads, eliminate errors, and ensure productivity.
Healthcare Professionals and Partners
Many third-party businesses have associations with healthcare providers.
They also need HIPAA compliance software to execute specific operations. Billing companies, insurance firms, and healthcare clearing houses could be the primary users.
For example, a billing company requires access control in their software solutions. They can maintain restricted access to sensitive data with this feature.
The Rise of Cloud-Based Software in the Healthcare Industry
We live in a cloud-computing world. Almost every industry is enjoying the benefits of cloud applications. Healthcare providers can safeguard their data by storing PHI on encrypted cloud-based software.
However, the need for IT professionals with HIPAA expertise results in slow adaptance to these tools. You will need trained professionals to implement HIPAA compliance software that supports the cloud.
A lack of innovation and adaptability leads to inefficiency and security breaches. Be prepared with modern solutions before your competitors do.
💡Also Read: HIPAA-Compliant Address Verification Guide
HIPAA Compliant vs HIPAA Compliance Software: Decoding the Difference
We often confuse “HIPAA-compliant software” and “HIPAA-compliant software.” Some even use these terms interchangeably due to a need for more knowledge. However, there are some differences between the two terms.
“HIPAA-compliant software” is an app or service with every necessary privacy and security safeguard to meet HIPAA requirements—for example, secure email platforms, EHR systems, cloud storage solutions, and hosting services.
However, HIPAA-compliant software alone doesn't guarantee compliance. “HIPAA compliance software” is more than just an app or service that helps a business in its compliance process. These solutions can be handy for specific elements of HIPAA compliance. You can also expect a total solution for every component of the act. Users must ensure compliance with the use of the software. There could be a compliance breach due to negligence or a mistake.
Standard Features of HIPAA Compliance Software
What features can you expect from a compliant solution? Each software can have diverse features and capabilities depending on its use case and implementation. However, you will find the following standard features in these solutions;
Vendor Management Systems
Providers maintain close relationships with multiple vendors for different purposes. For example, billing companies and pharmacies are common vendors in the healthcare industry.
You will find auditing tools in some HIPAA-compliant software to ensure the correct implementation of an IT security infrastructure. This feature is vital to protect patient data.
Data and Privacy Security
Providers must maintain the security and privacy of their customers' PHI. Most HIPAA compliance software comes with data protection features to ensure digital privacy and limit access to data. Your practice can better comply with HIPAA regulations with this feature.
Some remarkable security measures include enterprise-grade encryption, multi-factor authentication, and user access control.
Audit Management
Your healthcare organization must complete annual or quarterly audits to show compliance. HIPAA compliance software often comes with built-in auditing tools to ease your load. Mandatory audits ensure your organization's privacy and security infrastructure.
Policy Training
Many HIPAA compliance tools aim to train employees about the intricacies of the policies. This feature could be helpful for your firm to ensure compliance with HIPAA guidelines. You will find dedicated tools and documentation to train your staff about regulatory requirements.
Risk Management
Any medical firm or its partner will face risks in their operations. Some HIPAA compliance tools have dedicated risk assessment and management tools. They make discovering, evaluating, mitigating, and reporting risks in your activities much more accessible.
You and your team can ensure complete adherence to HIPAA compliance guidelines. These tools are necessary to avoid a sudden bomb of non-compliance and lawsuits on your firm.
Remediation Plans
Each healthcare firm needs a remediation plan to address the compliance gaps. They can land into serious trouble without this provision. HIPAA compliance solutions provide unique remediation plans with actionable steps depending on your organization's needs.
Compliance Reporting
You will also need the track and reports of regulatory data to show compliance. HIPAA compliance software can be helpful for internal management or external stakeholders. Saving yourself from the manual documentation and reporting process is always a lifesaver.
User Permissions
Healthcare firms cannot give access to PHI to every professional and stakeholder. It increases the chances of data breaches and non-compliance. They need user access control to determine the level of permissions to access the data.
Thankfully, many HIPAA compliance solutions take good care of user control with robust administrator panels.
You Should Never Take Shortcuts with HIPAA Compliance Software
Many organizations face lawsuits of millions of dollars for non-compliance. Negligence in choosing the right software can lead to hefty fines and even revocation of your practice's license.
You could also put the PHI of thousands of patients at risk. Taking shortcuts with compliance is a strict no for any organization.
What can you do to choose the ideal HIPAA-compliant software?
Firstly, many solutions only work for specific elements of HIPAA compliance, such as risk assessment. You will only cover some of the policies and requirements of the act.
A HIPAA risk management software is always a great place to start. However, you must know it only covers a single provision of the HIPAA security rule.
Secondly, software only covering a single aspect won't help healthcare with multiple operations and vendors. It's always better to look for a comprehensive software solution that focuses on every addressable implementation specification of the HIPAA Act.
You will have more confidence and peace of mind using these HIPAA-compliant solutions. It may be a more expensive investment in the short term. However, you will get complete guidance regarding the regulations and covered entities. The risks of fines for non-compliance will also go down to a minimal level.
Buyer Advice for Choosing a HIPAA-Compliant Software for Your Business
Professionals and business owners must make better decisions while selecting a HIPAA compliance solution. They don't consider the requirements and use cases before buying. It only leads to disappointments and non-compliance.
You can follow these two tips to avoid such situations;
Every HIPAA Compliance Software Will Involve Healthcare
The HIPAA compliance software extends beyond the doctor's office. Many have the misconception that these solutions are only necessary for healthcare providers. However, the HIPAA regulations apply to any entity that works with medical professionals.
They must showcase a proper mechanism to protect PHI. It would help if you took your time with HIPAA compliance.
Unique Businesses May Require an In-Depth Research
Many businesses cater to a niche market that requires them to be HIPAA compliant. These companies need in-depth research to find software to fulfill their specific needs. Finding the right solution can save money by removing unnecessary features and capabilities.
For example, you will only spend a little money if you want to encrypt your emails and texts. The use cases and applications could be different for each business. However, research resolves the chances of irrelevant solutions and features.
Finding a suitable HIPAA compliance software vendor is often a significant challenge. You can follow these additional tips to ensure complete compliance efforts without gaps.
- Stay away from HIPAA training courses that promise certification in a very short time.
- Only prefer vendors that provide solutions tailored to your unique needs.
- Ensure reliable customer support to guide you through the compliance and implementation process.
- Ensure that your vendor supports continued compliance instead of a one-off assessment. The policies and regulations can change any time.
- Look for genuine testimonials about the vendors and their offerings.
Certification of the HIPAA Compliant Software
Unfortunately, there's no official HIPAA compliance certification for any software. A certificate would only confirm that the software has the necessary safeguards to meet the requirements of HIPAA regulations.
These certifications would only ensure the tool was compliant at the time of issue. Many software and training companies give HIPAA certifications to companies that show compliance with using a specific software.
The OCR and state attorneys general may not officially recognize such certifications. However, they are vital for every organization.
Authorities and patients get the assurance that the firm is fully aware of its responsibilities under the HIPAA Act. It sets the benchmark for the company to meet minimum privacy and security standards.
Vendors trying to enter the healthcare market must demonstrate their willingness to respect HIPAA compliance. They use HIPAA-compliant solutions to show this dedication to their prospective healthcare clients.
Signing a business associate agreement is necessary for them. However, a HIPAA compliance certification is more vital.
Also Read: What is NPP in HIPAA?10 Best HIPAA Compliance Software
Even a minute of non-compliance can cost you between $100 and $50,000 per instance. You cannot take the risk of negligence, considering the stakes. Proper HIPAA-compliant tools are necessary to safeguard against data breaches and non-compliance.
These are some prominent HIPAA-compliant software you can trust for your business;
PostGrid
Every healthcare organization uses digital solutions for its communication. However, we still can't replace the importance of physical documents.
Medical history records invoices, consent forms, test reports, and health status records have more weightage in physical formats.
Traditional mailing methods are now obsolete. You might need an automated platform that provides unlimited sending possibilities.
PostGrid's print and mail API is an entirely HIPAA-compliant direct mail software for sending physical medical documents and communication. The API processes your sensitive and confidential data with complete security and confidentiality.
Automation for Sending Your Documents
You can create automated workflows for sending personalized direct mail straight from your existing software. Our API follows regulatory requirements and protocols to make your communication compliant.
The API lets you send triggered direct mailers in response to events or activities in your CRM or EHR systems.
Smooth Integrations with Over 1600 Tools
We understand that you might be using existing software systems in your practice. Our API can smoothly integrate with any software to provide reliable communication. You also get detailed API documentation and dedicated developer support to ensure easy integrations.
Highly Personalized Mailers
You must personalize your communication mailers with branding elements to grow brand awareness. The API provides a template gallery and a built-in template editor to make personalization easier. It is a necessary feature to ensure a higher response rate and engagement rate.
The variable fields let you add predefined and custom variables to your templates. You can personalize your mailers with high precision.
Enterprise-Grade Security
HIPAA-compliant software must ensure the security and privacy of your patient's health information. PostGrid maintains your records and activity log following HIPAA, PIPEDA, GDPR, and SOC-2 standards. We also host your data on Amazon Web Services for faster and safer hosting.
Jotform
It is another HIPAA compliance solution that lets you easily create and manage your compliance documentation. You also get a SOC-2 Type II compliant option with Jotform for higher security levels.
Making electronic signatures remotely is super easy with Jotform. These forms are mobile-friendly and are compatible with almost any device. You can also avail of Jotform integrations to make online payments smoother.
Jotform provides a free version, and a HIPAA-compliant solution starts from as low as $39 per month. Many users love integrating it with Google Sheets, Dropbox, and online software.
Microsoft 365
We all know Microsoft is the MacDaddy of document management software. The software giant also provides HIPAA compliance solutions to ensure protected health information (PHI). They have independent third-party testers to evaluate their software's integrity and security.
The learning curve is relatively low since people know their software products. Microsoft 365 is a HIPAA-compliant solution under certain conditions.
You get the option of a monthly subscription service to access the full range of Microsoft Office products. Users can integrate some of them directly into their medical systems.
It's more expensive than Google's offerings. However, the years of trust and additional integrations are worth the extra cost.
Google G Suite
The G Suite is a new entry in the industry with remarkable cloud computing features. People should have taken their free tools seriously, as they were not comprehensive. However, the paid version is fully ISO-27017 and HIPAA-compliant software.
The internet giant is famous for building innovative tools with the end-users in mind. Their products are most intuitive and user-friendly. Your team could be already familiar with Google's ecosystem. Implementation will be acceptable for your healthcare business.
The G Suite is relatively affordable, starting at only $5 monthly. It is a highly scalable cloud software that can adapt according to your requirements.
Updox
This HIPAA-compliant software is highly suitable for small medical practices. Users get appointment scheduling, automated reminders, and an intuitive patient communication portal. You will love Updox's particular user-friendly features.
The Electronic Healthcare Network Accreditation Commission (EHNAC) is the most essential feature. It makes it easier for offices and patients to use. You can also obtain custom features from Updox to fulfill your practice's unique needs.
Axcient
Do you want a reliable cloud storage solution and a disaster recovery service? Axcient could be the perfect HIPAA-compliant software for your healthcare business. You get unique features like file lock, team collaboration tools, remote desktop device wipes, and more.
The software provides a wide range of HIPAA-compliant security tools. It gives you a perfect balance between the need for security and ease of use.
Contacting their customer service will give you a customized quote to access their suite of tools for your practice. However, there's a free trial to try some tools before purchase.
CareCloud
Healthcare providers can access a full suite of software systems and services with CareCloud. The disaster prevention backup service protects your data in multiple locations. You can have peace of mind with your sensitive data using CareCloud's HIPAA-compliant software.
The HIPAA regulations require practices to be ready for potential data failure from a disaster or a technical issue. You will also get protection from ransomware with this service. Cyberattacks are becoming common in the healthcare sector. The UK's National Health System saw a massive attack back in 2017.
Considering these high risks, you must uphold the value of creating backups in multiple locations. A single attack can wipe out your entire records. Moreover, a natural disaster can be fatal for your data servers.
CareCloud gives you real-time and automated backups for storing data in multiple locations. You can also customize their solutions according to your practice and requirements.
True Vault
Doctors and medical providers need a secure database service to secure personally identifiable information (PII). True Vault provides digital and physical safety solutions.
These measures make the HIPAA compliance software GDPR and CCPA compliant. You can get three plans with the solution: standard, advanced, and enterprise. Users have the assurance of HIPAA compliance in each plan.
V2 Cloud
Speed and simplicity should be the primary priority of HIPAA compliance solutions. V2 Cloud provides a fully integrated Desktop-as-a-Service to secure your data with necessary technical safeguards.
You also get daily snapshot backups, antivirus protection, data encryption, secure data centers, and more. The software gives you complete assistance with HIPAA compliance. Their cloud computers can connect with either on-premises or cloud HIPAA-compliant infrastructure.
V2 Cloud's data centers feature SOC-1, SOC-2, ISO/IEC 27001, PCI DSS, and STAR self-assessment. Your team won't require in-depth training or certifications to use their cloud services.
There are a variety of primary and business plans to fit your specific requirements. You can also give their seven-day risk-free trial a try.
Comply, Assistant
They began their journey as a consulting firm for HIPAA compliance. However, now they feature a full-fledged software company. You get sophisticated software to manage your compliance programs. Small and large organizations will find their services ideal for their use cases.
Their solutions help conduct a complete risk analysis for your firm and third-party vendors. It becomes easier to rank areas according to their risk levels. Professionals track their healthcare documentation and contracts with third-party vendors.
It stores healthcare data in a HIPAA-compliant way. The software provides a questionnaire and analysis on how you move ahead. There's a 30-day free trial with a mobile app to access their services.
Final Words
HIPAA compliance is the gold standard of security and privacy in the healthcare industry. Businesses can neglect its importance in their solutions and processes. A single negligence can lead to non-compliance and data breach. HIPAA-compliant software makes our lives much easier when dealing with PHI.
However, selecting a suitable solution is another concern for healthcare businesses. We hope this blog was informative and useful for making the right decision for your healthcare firm. Sign up now to explore PostGrid’s HIPAA compliance software.
