HIPAA Compliance and Document Management Systems: Physical Safeguard Requirements

Posted on October 14, 2016

Given the importance of protecting sensitive patient information, it’s no wonder why HIPAA regulations are so stringent. After all, your patients deserve the peace of mind knowing that their most sensitive information isn’t vulnerable to threats of hackers and cyber criminals. To ensure that your organization is staying compliant and handling patient information appropriately, a Document Management System can be incredibly helpful, but you have to be sure to choose the right system for your needs.

In last week’s blog we discussed the access control mechanisms that are required for HIPAA-compliant systems, and today we’ll explore the physical safeguards that must be included.

Physical Safeguard Requirements for Document Management Systems
Just as you must have physical safeguards in place to keep your facility secure, your DMS must also incorporate a number of physical security measures that will prevent sensitive data from being exposed. HIPAA regulations require compliant systems to ensure that your data is protected in a variety of ways:

Automatic Data Backup and Storage
Your DMS must backup your information automatically, either to a cloud system or another remote location. This will protect your data in the case that your facility is damaged or destroyed.

Facility Security Plan
The server that your DMS utilizes must also take certain security precautions to help prevent damage from a cybersecurity threat. Your server facility should take a variety of safety measures which include:

  • Established disaster recovery plans
  • Redundant power servers
  • Fire suppressant system
  • Video surveillance
  • Controlled access to servers

By ensuring that your Document Management System incorporates these elements of physical security, you can trust that your patient information will be protected.  Don’t forget to check back next week for the last installment of our 3-part series on Document Management Systems and HIPAA-compliance.

Contact Centric Business Systems today
Want to learn more about how Centric Business Systems can help your organization begin the transition to a paperless environment? Contact our experts today. Whether you require upgraded equipment or an in-depth analysis of your workflow, we have the expertise needed to maximize your systems and help you make the most of our technology. Give us a call at 877-902-3301, send us an email at info@centricbiz.com, or fill out our contact form to learn more about how we can help your organization run better.
Please follow us on Facebook(link is external)LinkedIn(link is external), and Google+(link is external).

Source: https://www.betterbuys.com/dms/hipaa-compliant/