The following is a guest article by Mitchell Perry, VP Compliance & Security at Access
In the ever-evolving landscape of healthcare IT in US healthcare frameworks, integrating electronic health records (EHRs) has become a cornerstone for providers. However, the transition from traditional paper records to digital formats presents a challenge that extends beyond a simple “scan all” approach. Healthcare providers researching all the modern options must learn how to navigate the maze of security, regulatory compliance, and digital strategy to remain compliant with HIPAA (The Health Insurance Portability and Accountability Act), FACTA (The Fair and Accurate Credit Transaction Act), FERPA (The Family Educational Rights Privacy Act), and many other information governance regulations.
If healthcare providers fail to comply, the consequences can be costly. Predominantly, the risk of fraud, theft, or abuse of customer or company information increases, which can cause regulatory violations resulting in significant fines and penalties. On top of the monetary consequences, the legal liabilities are extensive, causing harm to a healthcare provider’s reputation, brand trust, and customer loyalty.
Here are a few steps healthcare providers can take to mitigate overall risk, reduce costs, and stay current with changing laws:
Prioritizing Patient Needs with Smart Records Management
Smart records management is the backbone of efficient and effective patient care in the modern healthcare landscape. It involves strategic organization, secure storage, and seamless retrieval of electronic health records (EHRs).
When done correctly, this approach ensures healthcare providers have instant access to comprehensive and accurate patient information, allowing for timely and informed decision-making. From a clinical perspective, smart records management minimizes the risk of medical errors, enhances coordination among healthcare teams, and supports continuity of care. Additionally, it plays a pivotal role in meeting regulatory compliance standards, such as HIPAA and SOC 2 and 3, safeguarding patient privacy, and maintaining the integrity of healthcare data. Ultimately, by optimizing the way patient records are handled, smart records management contributes to a more streamlined, secure, and patient-centric healthcare experience.
Ensuring Security and Regulatory Compliance
According to a Xerox study, roughly 85 percent of Americans are concerned about the security of their medical information as more healthcare organizations begin to adopt electronic records. Rightly so, as the transition from paper to digital records must be done strategically to ensure compliance with security and regulatory standards.
While this shift has a variety of productivity benefits, if done incorrectly, it can expose healthcare providers and their patients to potential security and compliance vulnerabilities. Ensuring security during the transition is paramount to safeguarding patients’ sensitive information from unauthorized access, data breaches, and cyber threats. Regulatory compliance, such as adherence to HIPAA, becomes even more critical in the digital landscape, where the risk of data exposure is heightened. Meeting these standards not only protects patients but also shields healthcare organizations from legal consequences and reputational damage. The careful integration of robust security measures and adherence to regulatory guidelines is vital to a successful and trustworthy digital transformation in healthcare.
Securely Destroying Sensitive Records
Securely destroying sensitive records is integral to responsible data management for healthcare providers. This process is pivotal for safeguarding patient privacy by preventing unauthorized access and potential breaches of confidential medical information. It ensures compliance with information governance regulations, demonstrating a commitment to legal standards and protecting healthcare providers from legal consequences.
Beyond legalities, secure destruction mitigates the risk of identity theft, a significant concern given the wealth of personal details contained in healthcare records. By disposing of records responsibly, healthcare providers maintain patient trust and facility reputation, showcasing their dedication to protecting sensitive information.
Looking Ahead
Smart records management marks a logical, yet transformative step for healthcare providers. However, the journey is not always straight-forward, even for experienced organizations. Providers looking for best practices or guidance on next steps can rely on expert information management partners that inherently understand the complexity of compliance and regulations that healthcare professionals must heed. The good news is that as technology evolves, healthcare providers practicing smart records management are poised to not only meet current standards but also adapt proactively to the ever-changing landscape, ensuring the highest quality of care for their patients.
About Mitchell D. Perry
Mitchell D. Perry is VP Compliance & Security at Access, the largest private records & information management company in the world. A seasoned leader with 25+ years of experience, Mitchell leads the company’s enterprise compliance, risk, and privacy strategies and is accomplished in several related areas including regulatory compliance, risk analysis, security management, program & system development, policy development, Six Sigma, and emergency management. Mitchell holds a Master of Science (MS) degree in Administration of Justice, with a minor in Organizational Development, from San Jose State University in CA. He also holds certifications in a variety of disciplines including Mediator for Dispute Resolution and American Board for Homeland Security (Certified CHS-II).
