Running any business takes a lot of time, effort, and attention. While a lot of business aspects have to be maintained, a key aspect is compliance. Regulatory edicts like HIPAA are present to make sure businesses operate with the well-being of consumers in mind. What are the things you have to remember so that your business won’t be hounded for HIPAA violations, or other felonies you may commit, even unintentionally?

HIPAA Compliance: No Exceptions

The cliche stands: no one is above the law. Even bigger businesses are not exempt from the scrutinizing eyes of mandates like HIPAA. Despite large companies having to do a lot more when it comes to compliance, that does not mean small businesses can be more lax. Instead of asking if your business should be compliant, ask how you should be compliant, to avoid any HIPAA violations.

HIPAA Compliance: Spare No Document

The best way to stay compliant to regulations like HIPAA and consumer laws is through proper documentation. Making sure you pay close attention to the rules regarding HIPAA documentation – one example is how healthcare and medicine businesses handle client records. Aside from the usual private data like names and contact details, these businesses need to be extra careful when handling: patient sicknesses, medical history, medicine and prescriptions taken. One way to make sure this information is handled properly is through signed documents that let bearers of said info to release it as needed. For example, when communication with a pharmacy, the pharmacy only needs to know what medicine is being ordered; the sickness for which this medicine will be used should not be disclosed. Proper creation and handling of documents will lead to the protection of patients and their confidential information.

HIPAA Compliance: Document Control

Document control may include data storage methods, access regulation, and backup. These considerations in handling and maintaining documents may be different for every business, and may also mean that regulation methods in accordance to rules like HIPAA would differ. There is software available that is tested specifically for HIPAA compliance regulations and guarantees your business and client information is protected and well-documented. You should also consider partnering with a Managed IT Service Provider who can provide additional assistance in document management through cloud services like data storage and data backup.

HIPAA Compliance: Working Online

Speaking of cloud computing, being informed about specific considerations when working with business and client documentation online is very important as well. A Managed IT Provider can catalyze your business through cloud technology. Cloud Computing can be a catalyst for business model innovation because it has the power to fundamentally shift competitive landscapes by providing a new platform for creating and delivering business value.

Transferring business documents to an online platform may sound like a risky step to some, with the onslaught of hackers and malware that steal or leak business info. With the example of medicine and healthcare businesses, this is troublesome. Sensitive information about patients’ health records, or insurance details, may be up for wrongful use. It may sound like online service utilization exposes you to HIPAA violations or other mishandlings of law, but this is not the case. By tweaking your online data storage settings so that access is kept within trusted parties, business regulations and edicts like HIPAA are upheld. Educate yourself further on how regulations like HIPAA are followed in business’ online processes.

HIPAA Compliance: Conclusion

HIPAA is constantly changing and updating its regulations. There are still tons of companies that are currently operating without even knowing they need to be HIPAA compliant. You may already be required and could face paying some hefty fines.

Contact us about any questions you have regarding HIPAA compliance. It’s hard to stay on top of all the constant updates so don’t do it alone – let Aperio IT be your trusted resource to ensure your business is always HIPAA compliant.

Acquiring secure IT services to promote cybersecurity is a good step to ensure your company is protected from malicious forces. Professionals who provide secure IT services will be there to guide you and your workforce in keeping all endpoints and networks worry-free. However, the effort to make sure cybersecurity is maintained should not rest solely on secure IT services providers. It is the end-users who should be even more careful, as it is they who roam company networks and use online resources. Companies can lose a lot with employee negligence, but such errors can be avoided. Through well-planned cybersecurity training, awareness and vigilance does not rest solely on secure IT services providers.

Secure IT Services: Cyber Security Training

Building a culture of cybersecurity is integral to make sure that the entire workforce is calibrated when it comes to cybersecurity knowledge. While training may include how to use company resources and provided secure IT services, it can also dig deep with cybersecurity basics like how employees can be safe at home as well, and how they can promote a secure lifestyle in and outside of work. Professionals who handle secure IT services can take the lead in these trainings, with some collaboration with company leaders.

Secure IT Services: Constant Follow-Ups

What transpires in one training session can immediately be applied, as time goes by, these tidbits of cybersecurity knowledge may fade. Companies may fail in instilling a habit of cybersecurity mindedness within the workforce without adequate follow-up. Sessions that aim to remind the workforce of cybersecurity basics need not be actual sessions. These can be in the form of email newsletters, company-wide memos, even short instructions sent to team and department leaders to disseminate to their members. Efforts to follow-up need not come from your hired secure IT services providers. Strategic ways to look after the workforce can be effective, albeit simple.

Secure IT Services: Personal yet Professional

A noteworthy way to make cybersecurity impactful is to bring it to a personal level, yet connect it to how it affects one’s professional matters. Negligence in keeping one’s personal gadgets secure may end up bringing viruses and malware to the office. This is a common occurrence for those who use company gadgets for personal affairs e.g. using the office computer to open social media accounts, or using company internet for personal affairs, like booking flights or online shopping. Chances are, these “bad habits” can ultimate affect one’s personal online life, and also their work-related online resources, such as cloud storage and company email accounts. This lack of awareness can be noticed in age gaps, as more senior employees seem to be less adept in practicing cybersecurity measures than younger professionals. Secure IT services providers can be tapped in approaching this age gap, and also in emphasizing in general that personal bad habits can bite one back when brought in the office. Your personal cybersecurity errors may come back as a company-wide problem, and there’s no greater shame in knowing you included many people in a singular error.

Secure IT Services: Encourage Error Reporting

Through training, secure IT services professionals can emphasize the need to be proactive and vigilant. Slight cybersecurity threats can balloon into major threats, and the enterprise workforce must be pushed to speak up even at the slightest suspicion. There is a bit of shame when one has to admit that they may be the cause for a certain virus or malware to penetrate company networks, but rather than seeing the trouble snowball, nipping it in the bud through professional honesty is the better act. Incident report forms may also be created to promote anonymity when there are specific instances to be reported. Training must make sure that professional honesty and vigilance is part of the cybersecurity culture that is upheld. Company leaders and secure IT services providers must work together to put this habit front and center.

Secure IT Services: Cyber Security Policies

Now that an internal knowledge and awareness of cybersecurity has been instilled, external forces to encourage maintenance of a cyber-secure workforce, alongside reprimanding bad habits and negligence, are compulsory. Policies can be executed to keep cybersecurity as robust as possible. You may work with secure IT services providers to help you in coming up with policies, or in writing down details of suggested policies below:

Secure IT Services: Acceptable Use Policy

Put a strict, discernible line between websites, apps, and other internet-related resources that allowed or not in the office. Some social media sites may appear more personal than professional in terms of use, or the office can agree on what browser to use so that configurations are uniform for all computers. Identifying which websites or apps to use limits gateways for hacker or malware to enter.

Secure IT Services: Confidential Data Policy

Ultimately identify what kind of information stays in the office, and nowhere else. Company secrets and industry processes that took years to perfect must not reach competitors in any way. This specific policy will make sure that company data are kept where they should be kept, and will not reach areas vulnerable to cybersecurity threats.

Secure IT Services: Email Policy

Controlling as well what kind of email service providers will help in maintaining company data. While not all businesses are able to come up with a private email domain, executing email laws will uphold cybersecurity standards.

Secure IT Services: BYOD/Telecommuting Policy

There is merit in the Bring-Your-Own-Device (BYOD) scheme, as it promotes employees to use gadgets there are more accustomed to in promoting work efficiency and mobility. However, a policy to govern security measures for these gadgets will support this request to use one’s own laptop or tablet to meet workload deadlines. Secure IT services providers may come up with ways to give access to antivirus program installations or do routinary scanning of gadgets that aren’t company-owned.

Secure IT Services: Wireless Network and Guest Access Policy

Non-company personnel will come in once in a while, such as industry partners or potential clients. Assigning which internet connections they are limited to is a valid way of promoting the company’s cybersecurity. Another way would be to come up with temporary connections that only function during a specific period. Some companies opt for this when they host events within company premises.

Secure IT Services: Exiting Staff Procedures

Employees come and go, but your company’s human resources team must work with your IT team or your IT provider to cut a former employee’s “IT trail”, such as deactivating company email accounts and making sure personal gadgets are banned from connecting to company networks. These processes should be part of clearance whenever an individual severs their professional relationships with the company.

Protecting your enterprise’s cybersecurity sounds like a tall order, but the repercussions of being lax are massive. A proactive approach should be in place, and it should come from company leaders and administrators.

Contact us to learn more about our Secure IT Services for your business!