To handle text messages with PHI on employee-owned devices, use HIPAA compliant secure messaging platforms with encryption and avoid regular texting apps. Set clear policies requiring password protection, device encryption, and remote wipe capabilities in case of loss or theft. Provide training to staff on secure messaging practices and monitor device usage.
The HIPAA Privacy and Security Rules set strict guidelines to protect PHI, which can be difficult to enforce on employee-owned devices. Personal devices often lack built-in security, increasing the risk of unauthorized access to PHI. Text messages containing PHI are vulnerable to interception and data breaches without proper security measures.
Read more: Unpacking the HIPAA rules on text messaging
Establish clear policies for managing PHI on personal devices. A strong acceptable use policy (AUP) defines when, where, and how PHI can be accessed or transmitted. Policies should cover security requirements like encryption, password protection, and the prohibition of sharing sensitive details via regular text.
Employee education can ensure that staff understand how to handle PHI securely. Training should cover the risks of text messaging, acceptable communication practices, and how to use secure messaging platforms.
HIPAA requires business associate agreements (BAAs) with any third-party providers handling PHI. For text messaging, this may include mobile carriers or messaging apps. Ensure all providers sign a BAA to confirm they comply with HIPAA security standards. Additionally, work only with HIPAA compliant vendors with robust security measures.
Text messaging is generally considered less secure than other communication methods, so obtain explicit patient consent before sending PHI this way. Explain the potential risks of texting and let patients choose their preferred communication method, keeping patient rights and preferences at the forefront.
A study on smartphone use and security challenges in hospitals stated "Smartphones are an important part of digital support for physicians in everyday clinical practice. To minimize the risks of use, technical and organizational measures should be taken by the hospital management".
MDM solutions allow IT administrators to control and secure these devices effectively.
In case of a data breach involving PHI on personal devices, healthcare organizations must follow the HIPAA breach notification procedures. Correct response measures include notifying affected patients and reporting the violation to the Department of Health and Human Services (HHS) if it meets the HIPAA criteria for a reportable incident.
Group texting should be avoided for sharing PHI, as it can unintentionally expose patient information to unauthorized individuals; secure messaging platforms with specific access controls are a safer alternative.
Immediately report the incident to your compliance officer, activate any remote wipe capabilities, and follow your organization’s breach response protocol to limit exposure.
Use an MDM system or maintain a secure, up-to-date log of approved devices and authorized users to streamline tracking and access management.