Unlike standard file-sharing practices, which might not prioritize data security, HIPAA compliant methods ensure that sensitive health information remains encrypted and accessible only to authorized users.
Why is HIPAA Compliance necessary in file sharing?
45 CFR § 164.312(e)(2)(ii) provides the requirement to, “Implement security measures to ensure that electronically transmitted electronic protected health information is not improperly modified without detection until disposed of.” This specifically applies to covered entities and their corresponding business associates.
When these healthcare providers and associated businesses share medical records and other patient data, HIPAA compliance requires this information be protected from unauthorized access and breaches. This compliance protects patients' privacy and personal health information.
The consequences of unsecured file sharing
Imagine360, a provider of self-funded health plans in Pennsylvania, recently experienced two cyberattacks on its file-sharing platforms in January. The first attack targeted Citrix, affecting a vast user base, while the second occurred simultaneously on Fortra's GoAnywhere Transfer solution, which was previously reported to have compromised up to 1 million patients' data due to a zero-day vulnerability. The ransomware group Cl0p claimed responsibility for the Fortra attack.
The law firm Federman & Sherwood initiated an independent investigation, inviting affected individuals to come forward. These breaches highlight the growing threat of cyberattacks in healthcare, prompting the release of new guidance by the HSCC Cybersecurity Work Group to help healthcare entities respond effectively to such incidents.
Read more: Imagine360 reports large data breach.
Why Is HIPAA Compliance necessary in File Sharing?
HIPAA compliance in file sharing applies to covered entities and their corresponding business associates. When these healthcare providers and associated businesses share medical records and other patient data, HIPAA compliance requires this information be protected from unauthorized access and breaches. This compliance safeguards patients' privacy and personal health information, maintaining their trust in the healthcare system. It also prevents potentially devastating consequences, such as identity theft, fraud, and misuse of health data.
How to ensure HIPAA compliant email file sharing
Organizations can create a secure environment for easy file sharing by methodically implementing specific steps:
- Use secure file-sharing platforms: Employ file-sharing platforms specifically designed to be HIPAA compliant, like Paubox. Paubox offers an array of HIPAA compliant services, including an email API that allows for easy integration with services like Gmail and Outlook, ensuring security without extra steps or staff training.
- Sign business associate agreements (BAAs): If you're using third-party services for purposes such as HIPAA compliant email or file-sharing software, ensure you have a BAA with each service provider. This agreement ensures that the third party also complies with HIPAA regulations and is liable for maintaining the confidentiality and security of PHI.
- Implement access controls: Limit PHI access to authorized employees only via strong authentication and access controls.
- Regularly update security measures: Keep security measures updated with evolving technology and threats. Update software, patch vulnerabilities, and stay informed about new threats.
- Monitor and audit file-sharing activities: Regularly monitor and audit file-sharing activities to ensure policy compliance. Look for any unauthorized access or sharing of PHI and take corrective actions if necessary.
- Respond to incidents promptly: Establish a response plan for potential data breaches or non-compliance incidents. This plan should include containment, investigation, notification, and remediation steps.
- Document everything: Keep detailed records of all the steps to ensure HIPAA compliance, including risk assessments, policies, training programs, and incident response plans. This documentation can be vital in the event of an audit or investigation.
See also: HIPAA compliant file storage
FAQs
What are addressable specifications?
Requirements under HIPAA that an organization should only implement if deemed necessary and appropriate.
What differentiates protected health information from electronic protected health information?
PHI is any personal health information that identifies an individual and is related to their health status.
ePHI i a subset of PHI referring to health information stored and transmitted electronically.
What is encryption?
A security method is used to protect data by converting it into a code that is unreadable without the correct decryption key.