February 17, 2025 Welcome to the second installment of Abyde’s HIPAA Investigation Survival Series. We’ve reviewed the initial breach, which usually sparks an investigation. Still, the actual start of an investigation is when a practice receives an official investigation letter. The investigation letter is usually sent by mail to a practice. However, depending on what information the Office for Civil Rights (OCR) has, this letter could also be sent by email. Knowing how to read and understand a HIPAA investigation letter is vital to the success of your practice. What’s in an Investigation Letter? A HIPAA investigation letter might be overwhelming to receive at first, but it’s important to keep calm. Getting a letter doesn’t necessarily mean you’ll be fined. It is solely a data request from the OCR if you can prove your due diligence in protecting patient data. An investigation letter begins with official letterhead from the Department of Health & Human Services—OCR. It will also provide an OCR Transaction Number, which will be used in all communications regarding this situation. This letter will also include the contact information for the OCR investigator assigned to your case. The letter will begin with the current information presented. For example, if the OCR receives a breach report about a stolen device, it will be mentioned alongside potentially violated HIPAA legislation due to that breach. The first part of the letter sets the scene for what the OCR currently has information about. The second part of the letter is the data request form. In addition to the information previously shared in a breach report (or what was provided by a patient complaint), the OCR requires more information about your current practices regarding securing Protected Health Information (PHI). As stated in the previous installment of this series, sometimes breaches happen, no matter how many precautions your practice takes. Your practice being breached is not the reason for a fine, but your practice’s inability to showcase adequate safeguards in place is. The OCR can and will ask thorough questions. The data request will ask you to provide proof of the compliance standards you have in place. Common questions include proof of an up-to-date and accurate location-specific Security Risk Analysis (SRA), what safeguards you have in place (encryption, antivirus, access logs, etc.), and training completed by staff. These questions all depend on the situation, but overall, they will ask about preventative measures taken, how the situation was handled, and what your practice is currently doing to avoid a similar breach. After the initial questions, the OCR will provide instructions on correctly submitting documentation. The documentation can be sent electronically (and must be encrypted if there’s any PHI) or through mail to the investigator. The letter then concludes with potential enforcement. Potential enforcement includes monetary fines, government monitoring, and, depending on the severity of the violation, criminal time. What’s Next? Upon receiving the letter, it’s time to gather documentation. The timeline documentation that needs to be received is also included in the initial letter. Most often, documentation must be returned to the investigator within 30 days of receiving the letter. Following the initial submission, more documentation might also be requested, so it’s vital to answer the questions thoroughly and provide as much information as possible. Due to how serious a HIPAA investigation is, it’s important to outsource HIPAA compliance for your practice. By having a third party assist in your compliance program, like a smart software solution, you can also be provided a team of compliance experts for support throughout an investigation. By working with a team, their experience is vital to navigate an investigation. To learn more about getting compliant for your practice, schedule a consultation with one of our experts today. To visit our first installment of this series, which is focused on the breach, please visit here.
Is Your Practice Prepared for a HIPAA Breach?
February 10, 2025 Welcome to Abyde’s HIPAA Investigation Survival Series. HIPAA investigations can last for years, making it one of the most stressful experiences a practice can endure. It’s vital your practice understands the investigation process. The first step of the HIPAA investigation is the breach itself. Experiencing a data breach is pretty common in healthcare and can affect organizations of all sizes. For example, the Change Healthcare breach, a subsidiary of UnitedHealthcare, exposed at least 100 million patients’ data. While they might be common, it’s still your practice’s responsibility that the proper precautions are put in place to mitigate risks. What is a Breach? A breach is any impermissible disclosure of Protected Health Information (PHI) without authorization. PHI is data that can individually identify a patient, including information like Social Security numbers, birth dates, medical records, and more. Healthcare faces significant data breaches due to various threats, including stolen computers and unauthorized access. However, the largest threat by far comes from ransomware and cybercrimes. Ransomware reports to the Office for Civil Rights have increased 264% in the last five years. Ransomware can infect systems through several channels, like email. Successful phishing attempts are the most common way malicious actors hack healthcare systems. That’s why it’s imperative to provide proactive training to staff, ensuring they are aware of common phishing scams and how to handle spam emails when they arrive, such as forwarding them to IT or immediately sending them to spam. If my practice is breached, what do I do? If your practice is breached, handling the situation calmly is important. Time is of the essence when it comes to HIPAA breaches, with every second pivotal for a hacker to leak more information. When becoming aware of a HIPAA breach, your practice must take the infected device offline and review the scope of the hack. In situations like these, Based on the size of your organization, it’s important to have an in-house or outsourced IT team to navigate you through the technical process. A breach report needs to be filed as well. This can depend on the size of the breach, with breaches impacting less than 500 needing to be filed within 60 days from the end of the year and large breaches, or 500+, needing to be reported to the OCR within 60 days of discovering the breach. This report needs to be filed here. The state where a breach occurs is a crucial factor, as some states have stricter requirements, including shorter timelines. In either situation, affected patients need to be notified. Under the Breach Notification Rule, patients must be notified within 60 days of discovering the breach. For large breaches, media notice is required, usually in the form of a press release, to ensure impacted patients are aware their health information was put at risk. Once again, depending on the state, different parties, like the State Attorney, need to be notified. What’s Next? The OCR may investigate your practice to ensure you had the proper protocols in place before and if the response after a breach is sufficient. This investigation would take place after breach recovery efforts are completed, such as restoring systems and notifying the necessary parties. A common misconception is a HIPAA fine is due to a cyber attack. Sometimes, breaches occur no matter how many safeguards you have in place. Fines are levied on practices that did not take the proper precautions before an event, such as training staff, having antivirus software, or having a Security Risk Analysis (SRA) in place. The fine is not due to the breach itself, but it triggers an investigation, where fines can be levied for lack of preventative measures. During an investigation, the government looks to see that your practice has taken steps to mitigate and prevent cybersecurity issues before they escalate into a breach. That’s why it’s imperative to implement protective measures for your practice before a breach occurs. Getting compliant can be overwhelming, but with the right tools, you can easily streamline your HIPAA program. Smart software solutions can serve as a comprehensive compliance hub, allowing you to see your practice’s vulnerabilities and offer steps to fix them. To learn more about HIPAA compliance for your practice, meet with a compliance expert today. Read the second installment of the series, focused on the HIPAA Investigation letter here.
HIPAA in Eye Care: Are You Doing Enough?
February 6, 2025 Running your eye care practice presents a unique set of challenges. From patient care to handling intricate technology, the workload can be demanding. Even though working in eye care keeps you busy, HIPAA compliance must be maintained. While taking care of your patients’ vision is your first priority, their data health is also important. HIPAA, or the Health Insurance Portability & Accountability Act, is a federal law that defines what Protected Health Information (PHI) is and what your eye care practice needs to do when ensuring data security. The Office for Civil Rights enforces HIPAA compliance and has levied monetary fines and other penalties against eye care practices. In fact, an eye care center was fined $250,000 last year after a major ransomware attack revealed its inadequate compliance practices. When getting your compliance program in order, knowing where to start is vital. How Can I Achieve HIPAA Compliance for My Eye Care Practice? HIPAA consists of several major rules and regulations, including the Security Rule, the Privacy Rule, and the Breach Notification Rule. The Security Rule focuses on the administrative, technical, and physical safeguards a practice needs to deploy to secure patient data. Some common precautions examples include antivirus software, door alarms, and employee ID badges. A significant component of the Security Rule is the Security Risk Analysis (SRA). The SRA is a comprehensive assessment of your eye care practice’s current efforts to protect patient data. This analysis is the foundation of a compliant practice and allows your practice to identify and address vulnerabilities. The OCR has also increased enforcement surrounding missing this document with the Risk Analysis Initiative. This rule, as of January 2025, is currently being updated. The proposed Security Rule updates are focused on modernizing the legislation, requiring more safeguards to protect patient data. For an in-depth analysis of the updates, please read here. The Privacy Rule focuses on limiting how patient data is shared. One part of this rule is the Minimum Necessary Standard, which requires practices to share only the necessary amount of information when handling PHI. Another component of the Privacy Rule is the Right of Access standard. This requires practices to give patients access to their medical records within 30 days. In some states, this timeline is even shorter. Lastly, the Breach Notification Rule dictates how affected patients and the OCR need to be notified after a breach. How a breach is handled can vary depending on the severity of the incident. The OCR must be notified of breaches affecting fewer than 500 people within 60 days of the end of the year. Breaches affecting 500 or more patients must be reported within 60 days of the incident. Affected individuals must be notified within 60 days. Depending on the state, some of these timelines may be shorter, and the state attorney may also need to be notified. These announcements are usually sent out as press releases and provide credit monitoring and more to impacted patients. What’s Next? While HIPAA compliance might feel overwhelming, there are ways to streamline compliance. Utilizing smart software solutions can alleviate the stress of compliance, allowing your practice to focus on providing quality eye care. To learn more about how you can streamline HIPAA compliance in your eye care practice, schedule a consultation with one of our experts today. x
Abyde Recognized Among the 2025 Seminole 100
TALLAHASSEE, Fla. – Abyde, headquartered in Clearwater, FL, has earned a spot on the prestigious 2025 Seminole 100 list, ranking it among the fastest-growing businesses owned or led by Florida State University alumni. The company will be celebrated on Saturday, February 22, at the Donald L. Tucker Civic Center in Tallahassee, Florida, during the 8th annual Seminole 100 Celebration. Each year, FSU honors the accomplishments of its top 100 alumni entrepreneurs through Seminole 100. At this inspiring event held on campus, honorees discover their individual rankings and receive awards, while having the chance to network with fellow business leaders from a wide range of industries. Abyde is a software-as-a-service (SaaS) company that streamlines compliance for healthcare practices of all sizes. With thousands of customers, dozens of successful partnerships, and rapid company growth, Abyde is considered the preeminent brand in the medical compliance industry. Built by health IT professionals, legal experts, and seasoned developers, Abyde has earned its spot as the leader in smart software solutions for HIPAA and OSHA compliance. Abyde has been named on the Seminole 100 list for three consecutive years. “To be recognized alongside such incredible FSU alumni for the third year in a row is amazing. This is a real testament to the hard work, dedication, and innovation of our awesome team at Abyde. As a proud Seminole, the values instilled during my time at FSU continue to inspire me every day, and I’m incredibly grateful for that foundation as it continues to drive us forward.” reflected Matt DiBlasi (B.A., Social Sciences, ’07), CEO and Co-Founder of Abyde. “Our 2025 Seminole 100 honorees demonstrate the remarkable achievements of our alumni who are not only leading thriving businesses but also embody the spirit and values of Florida State University,” said Julie Decker, associate vice president of University Advancement, Alumni Engagement and president of the FSU Alumni Association. “These alumni and entrepreneurs inspire us, and it’s an honor to recognize them.” This year’s honorees represent a diverse array of industries, including energy, technology, law, marketing and retail. Of the 100 businesses recognized, 79 are based in Florida, and 13 states across the country are represented, demonstrating the reach and impact of FSU alumni nationwide. To be eligible for Seminole 100, companies must have been in operation for at least three years, have generated revenue by January 1, 2021, and be owned or led by an FSU graduate for three consecutive years before applying. Nominations for the 2026 Seminole 100 list will open on February 22, 2025. For more information, visit seminole100.fsu.edu.
Choose Your Business Associates Wisely: An $80K Mistake
January 8, 2025 As we ring in the new year, it’s important to remember that Business Associates (BAs) are just as responsible for protecting patient health data as their Covered Entity counterparts. A major misstep by a BA was highlighted recently on a federal level, and the first fine of 2025 was imposed. Elgon, a Massachusetts-based medical record and billing support company for Covered Entities, was levied a $80,000 fine due to numerous violations of the Security Rule, which were exposed by the fallout of a ransomware attack. As a proposed update to the Security Rule is currently open for public comment and may take effect in the spring, it is crucial for Covered Entities to select Business Associates (BAs) who prioritize compliance. BAs are just as responsible for ensuring that Protected Health Information (PHI) is kept secure. What Happened? Elgon was the victim of a ransomware attack on March 25, 2023. Unfortunately, the BA didn’t realize the intrusion of its firewalls for over a week until a ransom note was discovered. Elgon then reported the breach, which affected over 30,000 patients of a Covered Entity. Thousands of social security numbers, addresses, and other personally identifiable information were leaked from the attack. When Elgon was investigated, it was uncovered that the organization failed to recognize its risks in a Security Risk Analysis (SRA). The SRA is at the foundation of a successful practice or business, giving an organization a benchmark on how it handles PHI and how it can improve. This fine is also the second enforcement of the OCR’s Risk Analysis Initiative, highlighting the importance of completing and maintaining this assessment. How to Protect Your Organization Covered Entities and Business Associates need to uphold their commitment to protecting patient data. This recent fine is a stark reminder of what can happen when the proper procedures are not followed, exposing the personal information of thousands of patients. To avoid and mitigate situations like this, Covered Entities must carefully choose the right BA to work with, ensuring they also understand the importance of protecting patient data. For BAs, having the proper safeguards in place is vital, earning trust from Covered Entities that you can keep their patients’ PHI safe. A key document that establishes the liability of both parties is the Business Associate Agreement (BAA). The BAA is a written document required when working with Business Associates and vice versa. This signed agreement ensures both parties know their responsibilities when handling patient data. Proposed updates to the Security Rule expand on this, with BAs potentially having to verify they are enforcing the proper safeguards on a yearly basis, certified by a compliance expert. Overall, this fine sets the tone for a new year of significant changes and enforcement by the OCR. Covered Entities and Business Associates must both understand their critical role in protecting patients. To learn more about how you can become HIPAA compliant, schedule a consultation with our team of experts today.
Abyde Feature Week: Training Portal
March 22, 2024 Is it over already? But, we’ve been having so much! If you’re not aware, this past week, we’ve been going over all the amazing features the Abyde software has to offer, simplifying compliance for your business. Every second counts when it comes to running your business, and complex HIPAA regulations are the last thing you need to stress about. That’s where Abyde comes in. Over the past week, we’ve gone through a variety of our cutting-edge features. For example, the once daunting Security Risk Analysis (SRA)? Yeah, we turned it into a questionnaire that can be completed in minutes. We have a Scorecard that keeps track of your HIPAA triumphs and shortcomings, letting you know the best compliance practices. In the spirit of efficiency, we also dynamically generate your custom policies and procedures. Oh yeah, we also streamline Business Associate Agreements with our BA | CE Portal, making the only thing you have to do is digitally sign. Now, the last feature of this wonderful week will be our entertaining training. Yes, pick your jaw off the floor, Abyde actually makes HIPAA compliance training fun. Level Up! Routine training is required to keep you and your staff on point when it comes to compliance protocols. Compliance training might not be synonymous with fun to most, so that’s where Abyde once again has changed the compliance game. Gone are the days when you’d need to shut down your business, hire a third-party consultant, and spend the whole day talking about HIPAA. With Abyde, we create short, simple, and entertaining training, giving over everything you need to know to be compliant. We’re always getting better here at Abyde, and some of my favorite new trainings are interactive, making sure your staff is engaged and learning. Best part? This training can be completed at your own pace, so no need to shut down the business for the day! Need to follow up with employees who haven’t completed training? You can do that with a click of a button, reminding staff with a friendly email from us. In the words of the Staples button – That was easy! Feature Finale We had a fantastic week going through all the amazing features that make Abyde, well, Abyde! Now, let’s remember that continuous compliance lasts a lot longer than this week, and is a staple to the success of your business. Think about the countless hours you save with Abyde’s innovative solutions. Abyde can and will make compliance for your business simple and easy. It’s what we do best. We’re here to equip businesses with the tools they need to keep Protected Health Information (PHI) safe and secure. BAs are in a unique situation – running both a business and then being entrusted with the responsibility of protecting sensitive patient information. We’re here to make compliance easy so you can focus on running your business. To learn more about Abyde’s revolutionary software solution, email us at info@abyde.com and schedule a demo here to see it in action.
Feature Week: Custom Policies and Procedures
March 20, 2024 Wait. Hold up. Are we already halfway through our Feature Week? For those unfamiliar, we’re taking this week to celebrate what makes Abyde unique. We are highlighting the features that make Abyde well, Abyde! Abyde is the leading compliance software for healthcare practices and Business Associates. Over the last few days, we’ve shared how Abyde’s Security Risk Analysis (SRA) and Scorecard simplify compliance. Our SRA, a required assessment by the government, takes just minutes to complete. Then, SRA generates a Scorecard that analyzes your assessment and provides clear recommendations, ensuring a thorough evaluation. Can you believe there are more amazing features of the Abyde software? Today, we’re highlighting the dynamically generated policies and procedures. Doable Documentation Now, you might be wondering, what’s the big deal about this documentation? Well, if you haven’t noticed, documentation is a big deal in compliance, showing the government that you are on top of keeping Protected Health Information (PHI) safe. HIPAA requires that your business has to have custom, personalized policies and procedures documented. Cookie-cutter templates are not going to cut it when it comes to compliant documentation. Now, before you start to wonder how you are ever going to write all these policies, take a deep breath. We’re here to help. The Abyde software will dynamically generate policies and procedures for you. All we need from you is some simple information, then voila! The software will generate an extensive policy or procedure for you. Have any changes to your business? No worries, mark the change in your Abyde software, and we’ll instantly create a document with the newest information. Abyde stores all your policies, new and old, in the software, keeping things organized for your business. Our dynamically generated policy and procedures save your practice countless hours of writing documentation, letting you focus on what matters most, running your business. To learn more about how Abyde can help your business, email info@abyde.com and see the policy and procedure generation in action by scheduling a demo here for Business Associates.
Abyde Recognized as a Top Workplace in 2024
February 29, 2024 Clearwater, FL (February 29, 2024) – Abyde, a leading provider of healthcare compliance solutions, is thrilled to announce it has been named a Top Workplace for 2024 by the Tampa Bay Business Journal. This prestigious award recognizes companies in the Tampa Bay area with exceptional workplace cultures, fostering employee engagement and satisfaction. As a local company, Abyde is especially proud of this recognition, highlighting its commitment to creating a positive and thriving work environment for its team. This award comes on the heels of Abyde being named a Best Place to Work in 2023 by the same organization. “Being named a Top Workplace two years in a row is an incredible honor and a testament to our dedication to our employees,” said Matt DiBlasi, CEO and Co-Founder of Abyde. “Our vision of enriching lives so that impactful legacies are left for the generations to come is crucial to our success. This award is a reflection of the positive and collaborative culture we’ve built together.” The Top Workplaces award is based on confidential employee surveys conducted by Quantum Workplace, a research-backed employee engagement technology company. The survey assesses various aspects of workplace culture, including leadership, communication, career opportunities, and work-life balance. Abyde’s strong performance in these areas contributed significantly to their recognition as a Top Workplace. “This award is a valuable recognition for Abyde and further validates our position as an employer of choice in the Tampa Bay area,” concluded DiBlasi. “We are committed to continuously improving our work environment and attracting top talent to join our growing team.” About Abyde Abyde is a leading provider of healthcare compliance solutions, dedicated to simplifying compliance for healthcare practices and organizations nationwide. Their intuitive software and expert guidance empower organizations to confidently navigate complex regulations and maintain compliance with HIPAA and OSHA. Contact: Penelope Schweitzer Creative Marketing & Design Specialist pschweitzer@abyde.com
Abyde Launches HIPAA for Business Associates Software: Simplifying Compliance for Business Associates in Healthcare
February 19, 2024 CLEARWATER, FLORIDA, UNITED STATES, February 19, 2024 /EINPresswire.com/ — Abyde, a leading healthcare compliance software company, today announced the launch of its HIPAA for Business Associates software, a cloud-based solution designed to streamline compliance for organizations working with protected health information (PHI). The healthcare industry relies heavily on Business Associates (BAs) for various tasks, from claims processing to data analytics. However, navigating the complexities of HIPAA regulations can be challenging and time-consuming for BAs of all sizes. Abyde’s new solution addresses this concern by providing a user-friendly, comprehensive toolkit for BA compliance. “We understand the challenges Business Associates face in ensuring HIPAA compliance,” says Matt DiBlasi, President and CEO of Abyde. “Our HIPAA for Business Associates solution is designed to alleviate those burdens by simplifying the process and empowering these organizations to focus on their core business.” Key Features and Benefits: Intuitive Security Risk Analysis: Quickly identify and prioritize potential vulnerabilities with automated assessments. Interactive Training: Engage employees with compliance modules tailored to their roles and responsibilities. Dynamically Generated Policies and Procedures: Get customized policies and procedures built to meet your specific needs and industry standards. BA and Covered Entity (CE) Portal: Facilitate seamless document exchange with Covered Entities and Sub-Business Associates. Abyde Drive: Securely store and manage documents within the software (not including PHI). Additional Features: Incident management, breach incident report logs, and ongoing regulatory updates. Benefits for Business Associates: Reduced risk of non-compliance: Ensure ongoing adherence to HIPAA regulations and avoid costly penalties. Improved efficiency: Automate tasks and streamline workflows for a more efficient compliance process. Enhanced organization: Store and access documents with Abyde drive. Increased employee engagement: Foster a culture of compliance with interactive training and clear policies. Scalability: Adapt Abyde to your specific needs and grow with your business. Availability and Pricing:HIPAA for Business Associates is available starting today, Monday, February 19th, 2024. Abyde offers pricing plans to accommodate the needs of businesses of all sizes. Schedule a demo today to learn more. About Abyde:Abyde is a leading healthcare compliance software company dedicated to empowering organizations to navigate the complexities of compliance. With its suite of cloud-based solutions, Abyde makes compliance more accessible, efficient, and cost-effective. For more information, visit www.abyde.com. Contact: Penny SchweitzerAbyde+1 800-594-0883pschweitzer@abyde.comVisit us on social media:FacebookTwitterLinkedInInstagramYouTube
Abyde and Urgent Care Association Partner to Streamline Compliance for Independent Urgent Care Practices Nationwide
January 19, 2024 CLEARWATER, FLORIDA, UNITED STATES, January 19, 2024 /EINPresswire.com/ – Abyde, the leading provider of cloud-based compliance solutions for healthcare, has joined the Urgent Care Association (UCA) —the national trade association for the Urgent Care industry —to further its reach and impact on streamlined compliance resources for independent Urgent Care practices across the United States. This collaboration addresses the growing complexity of regulations impacting urgent care, providing practices with the tools and expert guidance needed to navigate HIPAA, OSHA, and other critical compliance requirements. Through Abyde’s user-friendly software platform and UCA’s industry-leading expertise, urgent care providers can: “At Abyde, we’re passionate about making compliance simple and accessible for all healthcare providers,” said Matt DiBlasi, CEO at Abyde. “This partnership with UCA gives independent urgent care practices the tools and support they need to thrive in a complex regulatory environment.” “UCA is happy to welcome Abyde as a Corporate Member of the association. We appreciate their commitment to empowering our members with the resources they need to succeed,” Jackie Stasch, Director of Corporate Strategy and Events, said. This new Abyde venture represents a significant step forward in simplifying compliance for the Urgent Care industry. Between Abyde’s innovative technology and UCA’s deep understanding of the Urgent Care landscape, Urgent Care practices can feel confident and supported in navigating the ever-changing regulatory landscape and focus on delivering exceptional patient care. About Abyde Abyde is a leading provider of cloud-based compliance solutions for healthcare. Its award-winning platform simplifies and automates compliance tasks, helping healthcare providers reduce administrative burdens, stay ahead of regulations, and protect patient data. Abyde serves thousands of healthcare organizations across the country, including hospitals, clinics, and physician practices. About the Urgent Care Association The Urgent Care Association (UCA) is the trade association for Urgent Care, with a membership of more than 4,000 Urgent Care centers representing clinical and business professionals from the United States and abroad. For more information: Abyde: https://abyde.com/ Urgent Care Association: https://urgentcareassociation.org/ Media Contact: Penelope Schweitzer, Creative Project and Content Lead pschweitzer@abyde.com