Using HIPAA compliant text messaging as a tool for scheduling

When managing shifts, sensitive information, such as specific assignments, patient-related details, or last-minute changes involving protected health information (PHI), must be communicated. Using HIPAA compliant text messaging ensures that all these communications are secure and private, protecting both the staff and the patients.

According to the HHS, “The Privacy Rule allows covered health care providers to communicate electronically…” Although the statement goes on to provide an answer relating to the use of email by healthcare providers, the term “communicate electronically” includes text messaging communications used by providers.  To ensure text messaging is HIPAA compliant, providers need to follow specific safeguards that protect patients' PHI. 

This is where HIPAA compliant text messaging services come in.  This software, like HIPAA compliant email software, provides secure encryption and includes a business associate agreement (BAA) that clearly defines how PHI is used and shared. 

Staff autonomy in scheduling 

A USF dissertation provided that, “Inflexible scheduling contributes to this dissatisfaction. However, autonomy given to nurses has the opposite effect, as a moderate predictor of job satisfaction.” Staff autonomy in scheduling means allowing healthcare workers to choose their shifts and hours based on their preferences and availability. It gives staff more control over their work life balance, leading to greater job satisfaction and less burnout. In healthcare, this approach is often seen as the best because it respects the personal needs of the staff and the demanding nature of the job. 

Facilities can use self-scheduling systems to make staff autonomy work in a structured and organized way. These systems let staff select their preferred shifts within specific guidelines. Managers oversee the entire process to make sure it remains fair and retains coverage. 

How to use HIPAA compliant text messaging in scheduling 

• Use a HIPAA compliant text messaging platform that encrypts messages and offers secure features like audit logs.
• Inform staff about the use of text messaging for scheduling and obtain their consent, discussing how their contact information will be used and protected.

• Collect mobile numbers from staff members.
• Use a text based survey or form to gather details about staff availability, preferred shifts, and days off.

• Once schedules are finalized, send a text message to each staff member with their assigned shifts. Include details like dates, times, and locations.
• Allow staff to confirm their shifts by replying to the message.

• When extra coverage is needed, send out a text notification to staff who have expressed interest in additional hours. First come, first served, or specific qualifications can be used to allocate these shifts.
• Quickly notify staff of urgent needs, such as a colleague calling in sick. Include clear instructions on how to respond or pick up the shift.

• Staff can text in requests to swap shifts with colleagues. Set up a system for staff to propose swaps, either through a dedicated number or keyword.
• Managers can review and approve swap requests via text.

• Set up automated text reminders 24-48 hours before a shift to reduce no shows and ensure staff remember their commitments.
• Use text messaging for urgent communications, like weather related closures or policy changes. 

• Keep detailed records of all communications, including messages sent and received, to maintain compliance and track usage.
• Regularly review the text messaging system's effectiveness and address any security or operational concerns.
  
  

FAQs

What is a business associate agreement?

A BAA is a legal contract between a covered entity and a business associate that outlines the responsibilities and safeguards required to protect PHI.

Can a covered entity allow a business associate a contract without a business associate?

Yes, but this opens the covered entity up to breaches of patient data and the consequences enforced by the HHS for inadequate security measures.

What is the purpose of retaining audit logs?

The purpose of retaining audit logs is to maintain a record of access and actions taken on systems containing sensitive data, helping to monitor security and detect potential breaches.