Compliance with the Health Insurance Portability and Accountability Act (HIPAA) is more important than ever, now that you can send sensitive information with the single tap of a button. Also, health care organizations now use electronic systems to manage patient information, which is more convenient yet riskier than paper files. With growing cybersecurity threats and ever-evolving technology, taking steps to ensure data privacy requires a proactive and strategic approach for any party handling medical records.
As an attorney who works with medical records, many of these challenges apply to you and your firm. HIPAA violations can come with costly penalties, so your law firm’s compliance when using medical records in a case should be a priority. When you use National Record Retrieval to gather and compile a case’s medical records, we handle such concerns on your behalf, ensuring HIPAA compliance in the digital age.
HIPAA is a federal law enacted in 1996 to protect the privacy and security of individuals’ medical information. It establishes national standards for safeguarding protected health information (PHI) and governs the use and disclosure of such data.
HIPAA applies to covered entities and their business associates. Covered entities include health care providers (such as doctors, hospitals, and clinics), health plans (such as insurance companies), and health care clearinghouses. Business associates (third parties who handle PHI on behalf of covered entities), such as billing services, IT providers, or legal consultants, must also comply with HIPAA regulations in all electronic activity.
As a legal service provider, National Record Retrieval qualifies as a business associate and meets all HIPAA standards for both retrieving and reviewing protected health information (PHI) on behalf of our attorney clients.
The digital age has introduced new challenges that entities may face in complying with HIPAA. These difficulties include:
Whether you’re collecting records for a personal injury case or reviewing large volumes of data for discovery, working with a HIPAA-compliant record retrieval partner like NRR helps you overcome these digital challenges safely and efficiently.
With computerized technology, maintaining HIPAA compliance requires a proactive approach to safeguarding electronic protected health information (ePHI). Best practices start with implementing strong access controls and limiting data access to only authorized personnel through password protection, multi-factor authentication, and role-based permissions.
Encryption is critical, both for data in transit (e.g., emails or file transfers) and data at rest (e.g., stored on servers or cloud platforms). Health care entities should regularly update and patch software to guard against vulnerabilities and cyber threats.
Conduct risk assessments routinely to identify potential security gaps and ensure all digital systems meet HIPAA Security Rule requirements. Employee training is also vital, as an educated staff can recognize phishing attempts, secure mobile devices, and properly handle patient data.
In addition, covered entities must have clear business associate agreements in place with third-party vendors who access ePHI. They must ensure those partners also follow HIPAA rules. Maintaining detailed audit logs and conducting regular compliance reviews can help track access and detect unauthorized activity.
Lastly, having a well-documented incident response plan ensures quick action in the event of a breach, helping minimize damage and fulfill legal notification obligations. These best practices help safeguard patient trust and avoid costly penalties.
By partnering with National Record Retrieval, you gain access to a HIPAA-compliant workflow for both record retrieval and record review, built specifically to support law firms and their digital security needs.
Covered entities could face penalties if they are found to have violated HIPAA, including:
Avoid these risks by entrusting your case-related record handling to a partner who understands both the legal and technical requirements of HIPAA compliance.
As a lawyer, you may need to obtain medical records from an entity that must follow HIPAA, leading to potential challenges.
At National Record Retrieval, we provide full-service record retrieval and record review services for law firms and ensure HIPAA compliance every step of the way. Call us today to learn how we could help you.
