Best Practices

IT HIPAA compliance
Best Practices, HIPAA

“We Have IT”: Why That Doesn’t Mean You’re HIPAA Compliant

January 29, 2026 No comments yet

January 29, 2026 As a healthcare practice, your primary focus is patient care. You’ve likely hired an IT security team to keep your systems running smoothly. It feels like the final piece of the HIPAA compliance puzzle, right? Having an IT team doesn’t automatically make you HIPAA compliant. HIPAA requires documented administrative, physical, and technical safeguards, like a Security Risk Analysis (SRA), written policies and procedures, and ongoing HIPAA training for your workforce. While having an IT team is strongly recommended to keep your patients’ Protected Health Information (PHI) safe, it’s only the tip of the iceberg. HIPAA Requires Documentation (Not Just Fixes) While your IT team can assist with ensuring the technical side of HIPAA is in shape, like installing firewalls, antivirus software, encryption tools, and more, they might not know all of the legalese that comes along with HIPAA. In the world of HIPAA compliance requirements, if it isn’t documented, it didn’t happen. Your excellent IT team can get your network back online in record time, but the Office for Civil Rights (OCR) doesn’t just want to know that you’re back up and running; it wants a documented process for how your practice handles similar situations. That’s why extensive documentation is at the foundation of a compliant practice. The SRA reviews potential technical, administrative, and physical vulnerabilities your practice may face. HIPAA policies and procedures dictate how your office handles everything from a patient requesting their records to terminating an employee’s access on their last day. If your practice is investigated, the OCR won’t just look at your firewall; they’ll also ask to see your SRA, policies, and procedures. If your practice has nothing documented, “we have an IT guy” won’t save you from a fine. HIPAA Physical Safeguards Go Beyond the Firewall IT teams can get serious about their hardware, but the physical safeguards your practice must implement to be HIPAA compliant don’t stop at your tech stack. HIPAA physical safeguards include anything that serves as a barrier to the secure handling of PHI. At the end of the day, make arming the door alarm part of your closing routine to help protect PHI after hours. IT teams focus on digital support, but they can’t remotely verify that your staff has engaged your physical safeguards. No code can fix it when someone leaves a paper chart on the counter. HIPAA Training Requirements and the Human Element Your IT team can build the tallest digital fortress in the world, but they can’t stop an employee from leaving the front door unlocked. HIPAA compliance isn’t a software package; it’s a culture. While your IT team manages the technical safeguards, your staff is responsible for their behavior. Think of it this way: IT can block social media on your office network, but they can’t reach into a staff member’s pocket and stop them from posting about a patient on their personal phone. Technical safeguards are useless if your team doesn’t understand its individual responsibility to keep PHI secure. That’s why thorough HIPAA training and cultivating a culture of compliance are the real keys to success for your practice – and they happen to be things your IT team can’t patch or automate. IT Security and HIPAA Compliance: Working in Parallel Strongly consider an IT team to help your practice meet technical HIPAA requirements. However, your IT team can’t fulfill all the HIPAA requirements for your practice. That’s why the best solution is to use innovative compliance software alongside an IT company. Intelligent compliance platforms can generate dynamic documentation, pinpoint vulnerabilities with an intuitive SRA, and send out engaging training to staff. With these two working in tandem, you empower your staff, and you can feel confident that your practice complies with HIPAA. Want help turning HIPAA requirements into clear documentation, an SRA, and trackable training? Talk with our team to see how Abyde supports your practice.

medical record retention requirements
Best Practices, HIPAA

Patient Records: What to Keep, How Long to Keep It, and When to Destroy It

January 23, 2026 No comments yet

January 23, 2026   Looking to bring that “New Year, New Me” energy into your practice by clearing out records in the practice? Not so fast. It’s not as simple to declutter Protected Health Information (PHI) as it is your closet of old clothes.  Each state upholds strict retention requirements, ensuring that PHI is secure and accessible for several years before proper disposal.  That’s why we’re breaking down the retention rules today, so that whatever you shred today doesn’t become a legal headache tomorrow.    So, how long?  Like most legal requirements, it depends on the situation and what state you’re in. Each state medical board’s goal is to give patients plenty of time to request their records and ensure their data is protected by the high standards they deserve. Although these are mandates, your practice must also comply with any stricter state-specific guidelines. Some states require records to be kept for a minimum of 10 years, and the duration may depend on whether the documents pertain to a minor or an adult. For example, in North Dakota, minor records must be held, at a minimum, until the patient turns 21.  It also depends on whether your organization is considered a hospital or a smaller practice. Hospitals usually have stricter requirements. In Colorado, hospitals must preserve records for at least 10 years. If the patient is a minor, these 10 years start after the patient turns 18.  The Office for Civil Rights (OCR) also requires that all compliance documentation, such as policies, procedures, and Security Risk Analyses (SRAs), be retained for at least 6 years after creation, including the date it was in effect.  Overall, when in doubt, hold onto records and consult with legal counsel before disposing of any documentation.    How do I properly dispose of documentation?  Throwing documentation into the recycling bin isn’t going to cut it. When disposing of sensitive PHI, you must ensure that records are destroyed so that they cannot be linked to a patient. This includes shredding, burning, or pulverizing the records. In terms of ePHI (electronic Protected Health Information), clearing the records with compliant software or physically destroying the device is key to ensuring PHI is correctly disposed of.  Business Associates can assist with these processes, specializing in the disposal of sensitive data.    How do I streamline compliance?  Handling documentation is just the tip of the iceberg when it comes to compliance.  Thankfully, intelligent software can simplify compliance for your practice by providing training, policies, and procedures to guide staff in remaining compliant. Questions like handling the disposal of documentation can be answered quickly on the platform by on-call compliance experts.  Meet with our team today to learn more about HIPAA compliance for your practice. 

Basic HIPAA Requirements
Abyde News, Best Practices, HIPAA

HIPAA Basics You Can’t Skip (Even If You’ve ‘Always Done It This Way’)

January 15, 2026 No comments yet

January 15, 2026 As your practice shakes off the post-holiday haze, it’s time to go back to basics. Before picking up the pace, it’s worth slowing down to look at the foundations. While your practice might have routine procedures, it’s time to double-check if they’re even compliant.   The Training Refresh Staff must complete HIPAA training when joining your practice, but that’s not all. HIPAA requires annual training and updates after policy changes or breaches, and whenever staff review is needed. Long story short, your practice needs a lot of training. When in doubt, provide staff training to ensure they are comfortable and confident in handling Protected Health Information (PHI).   Titles Matter Even in a small practice, it’s required to assign a HIPAA Compliance Officer (HCO). We know that ‘wearing many hats’ is the reality of a small team, but designating a clear leader for compliance provides a vital anchor. It ensures your staff knows exactly who to turn to for guidance. If the OCR ever comes knocking, they require a single point of contact to streamline the investigation. Social Media Savviness We hate to break it to you, but your Gen Z receptionist could make your practice viral for all the wrong reasons. Social media can be beneficial for sharing your practice to a larger audience, but your staff needs to handle it very carefully. While it might be fun to partake in the latest TikTok trend, make sure that any PHI cannot be seen in the clips, and do not include a patient in any content unless there is explicit consent to do so. Having a media consent form is key in these situations. Keep it General Alongside social media, Google reviews can be a great way to show you’re listening, but HIPAA changes what you can say. Even if the review is favorable, you cannot identify whether the patient has been in your practice or not. Even if the review details a specific experience at your practice, it’s their choice to disclose this information, and your job, under HIPAA, is not to confirm it. For instance, a good public review would be: Thanks for the kind words! If you have additional feedback, please call us at xxx-xxx-xxxx. If you get a negative review, keep your response brief and offline. First, check for spam or rule violations and report if necessary. Otherwise, don’t clarify details or if they’re a patient. A good response: Thank you for your feedback. We’d like to learn more. Please contact us at xxx-xxx-xxxx. Practices can, and have been, fined for improper Google review responses, so your team must remain calm and neutral online. Lock it Down While it might feel easier for your practice to use a single, shared email to log in and access everything, it’s much safer (and wiser) for every team member to have their own login with role-based permissions. Individual accounts create accountability, keep information organized, and enable the implementation of role-based access. Not everyone in your practice needs access to the same information, and they shouldn’t have it. For example, your receptionist likely doesn’t need access to X-rays or clinical notes, but they do need access to scheduling software. When permissions align with the job, you reduce the risk of accidental exposure and keep sensitive data limited to those who genuinely need it. Individual logins make off-boarding easy. When someone leaves, remove their access immediately without disrupting the team or requiring a shared password change. This small shift greatly boosts compliance and protects patient information. Change Habits Today It’s easy to let compliance fall to the bottom of the to-do list when you’ve “always done it this way”. Thankfully, intelligent software can streamline these requirements for you. With the right platform, you can ensure training is handled correctly, that dynamic policies and procedures are properly formatted for your team, and that you have access to a team of compliance experts when navigating difficult compliance questions. Take the next step: schedule a compliance consultation with our team. We’ll show you exactly how to meet HIPAA requirements, simplify your processes, and protect your practice with confidence. Contact us today to get started.

End of Year HIPAA Checklist
Abyde News, Best Practices, HIPAA

End of Year HIPAA Checklist: 5 Things to Wrap Up Before 2026

December 30, 2025 No comments yet

December 30, 2025   You may be done wrapping gifts, but year-end is the perfect time to wrap up compliance loose ends and start the new year with everything tied up in a neat bow.  As your office returns to normal after a post-holiday haze, use the (hopefully) quiet time to get your compliance program in order. Here’s your practice’s end-of-year HIPAA checklist to help you confirm the essentials are handled and documented before 2026 begins.   Confirm HIPAA Training is Complete (and Documented) HIPAA training is required yearly and for all new staff members upon joining the team. As the year comes to a close, it’s strongly recommended to review all training documentation. This should include confirming that any new hires have received HIPAA onboarding training, verifying that all current staff completed training during the calendar year, and ensuring that your practice has the necessary documentation, such as training certificates, to prove it.  Maintaining records of your training is crucial. Not only does it keep your documentation organized, but the Office for Civil Rights (OCR) will require this proof if your practice is ever investigated.   Make sure your Right of Access Process is Crystal Clear to all Staff While patient record requests might seem simple, they’re one of the most common HIPAA violations. In fact, the latest HIPAA fine, exceeding $100,000, was issued due to one patient’s complaint after their records weren’t properly released.  Ensure your staff is aware of the process for releasing patient records and the strict timelines your practice must follow. On a federal level, records must be released within 30 days; however, depending on the state, they may be released even sooner.    Review your Business Associate Agreements (BAAs) This is one of the most common gaps across practices: vendors have access to PHI, but the paperwork isn’t complete or updated. The vendors, or Business Associates (BAs), with which your practice works must also follow HIPAA requirements. To protect your practice, ensure your practice has a Business Associate Agreement (BAA) in place with any vendors you work with. A BAA establishes legal liability if your BA experiences a breach. It also outlines the steps your vendor must take to maintain the security of Protected Health Information (PHI) and how to respond to a data breach.    Confirm your Security Risk Analysis (SRA) is Current The Security Risk Analysis (SRA) is at the foundation of a compliant practice. The SRA is a comprehensive review of all physical, technical, and administrative safeguards your practice has in place. For example, the SRA would review how your practice checks patients, as well as the operating system used on the computers in your practice.  Take this downtime to review your SRA. The OCR expects this to be an active, living document, not something that sits in a folder gathering dust. Ensure you have identified any new risks, such as new software implementations or changes in office layout, and have updated your SRA accordingly.    Update Your Policies and Procedures Operating on “outdated instructions” is a major liability. HIPAA requires that your written policies and procedures accurately reflect your practice’s current daily operations. If you’ve implemented new technology in your practice or changed any internal workflows, now is the time to ensure that the policies and procedures show that.  While policies and procedures might feel like just paperwork, alongside thorough training, they are the primary tools for ensuring your staff knows exactly how to handle and protect patient data.   Streamline Compliance in 2026 If this End of Year HIPAA checklist feels overwhelming to manage while running a busy practice, you’re not alone. The good news? You don’t have to do it manually. Smart compliance software is designed to eliminate the guesswork from the process. From dynamically generating your policies and procedures to automating employee training and guiding you through your SRA, turning hours of “paperwork” into a few simple clicks. Meet with a compliance expert today to see how you can streamline compliance in 2026.

HIPAA Compliant Remote Work
Abyde News, Best Practices, HIPAA

Secure Care, Anywhere: A HIPAA Guide to Telehealth and Remote Work

December 8, 2025 No comments yet

December 8, 2025   Nearly six years ago, office staff discovered that work from home was a possible model in the healthcare field. Not only did the work move to the house, but digital, at-home healthcare became wildly popular.  If part of your team is still working remotely, whether full-time or part-time, remember: HIPAA isn’t only within the four walls of your organization.  Here’s the good news: staying HIPAA compliant from a home office isn’t meant to be complicated. With the right tools and game plan, you can keep Protected Health Information (PHI) secure from the comfort of your own home.    Lock It Down at Home Remote work doesn’t change the HIPAA baseline. The standard of “minimum necessary” still applies, safeguards still span people, process, and technology, and documentation still matters. Think of compliance like a thermostat you’ve set correctly: once it’s dialed in, it quietly keeps everything in range. First, your staff needs to understand the standard requirements for keeping data secure and be trained on safely accessing PHI remotely. Do your employees know that it’s a big HIPAA no-no to share sensitive patient data with family during casual conversations while working from home? The best way to communicate what to do is through relevant, documented policies, including a remote work policy. It’s essential that work laptops and any devices with access to PHI are encrypted, and that all logins utilize Multi-Factor Authentication (MFA). Encryption and MFA are both additional layers of protection, ensuring that only authorized users can access PHI. Does staff utilize personal devices for work from home? If so, require mobile device management policies, encryption information, and clear off-boarding procedures. Have a lost-device and incident response policy so your team knows exactly who to notify, how to lock or wipe a lost device, and how you’ll assess whether an event rises to the level of a breach. The work station should also include HIPAA-compliant communication through email and phone calls. If you meet with patients through telehealth services, use an encrypted platform and verify the patient’s identity before each session.  As your organization ensures that the proper safeguards are in place, Business Associate Agreements (BAAs) must also be signed for any third parties (encryption services, IT providers, HIPAA-compliant platforms) with access to your PHI. BAAs offset the liability if a breach occurs due to your BA’s negligence. The legal document details exactly what each party is responsible for and how to handle any situation.  While the legal aspects might feel overwhelming, they are necessary to keep patient data safe. With clear policies, trained people, and the right security controls, remote work and telehealth can be both convenient and compliant.   Remote Ready  Remote work and telehealth are no longer temporary fixes to the problem of a pandemic; they’re a simple fact of operating today. HIPAA didn’t change with the scenery, but the right tools can. Intelligent software solutions can provide clear policies, thorough training, compliant BAAs, and more. Telehealth and remote work are here to stay. Keep the safeguards in place, and you’ll be compliant wherever you work, even at home. Meet with a compliance expert to learn more about how your remote organization can achieve HIPAA compliance. 

OSHA Investigation in Healthcare
Abyde News, Best Practices, OSHA

So… OSHA Just Walked In: What Happens Next

November 13, 2025 No comments yet

November 13, 2025   OSHA doesn’t always call ahead. No heads-up. No appointment. Just, “We’re here. Let’s review your documentation and take a look around.” In fact, half the time OSHA investigates a practice, it’s unannounced.  Aside from a random investigation, if anyone in your practice issues a complaint about the work environment or if someone is seriously injured, it’s common for OSHA to conduct an investigation.  Take a deep breath! With proactive compliance and an understanding of the investigation process, you can pass with flying colors, keeping your staff safe.    What’s an OSHA Investigation?  OSHA inspections are routine visits to make sure workplaces are following safety rules.  OSHA will target high-risk workplaces, like construction, manufacturing, and, you guessed it, healthcare.  When work-related illnesses and injuries in the healthcare industry surpass other fields, it’s no wonder that healthcare is a priority for OSHA.  The OSHA official will begin with an opening conference to explain their purpose and the scope of their review. After that, they’ll do a walk-through of your practice and look over your documentation to confirm your safety measures are in place. This can include checking for basics like eye wash stations and accessible fire extinguishers. Your OSHA materials, including risk assessments, SDS library, policies, procedures, and other relevant documents, should be organized and easily accessible to staff. The OSHA investigator can and will also interview staff. Like a pop quiz, your staff must be trained and ready to answer any questions at any time about safety precautions. While being quizzed on OSHA training might not be as fun as being on Jeopardy!, being aware and confident of your practice’s proactive compliance will save your practice from ‘doubling down’ on a massive fine.  After a review, a closing conference will be held to review results and next steps.    So, what’s after an OSHA Investigation?  If everything goes well, hopefully it’s nothing!  However, OSHA can and will fine practices found with violations. When the minimum cost of a fine is over a thousand dollars, these violations can quickly add up. In fact, depending on the situation, OSHA fines can cost over $160,000 a violation! Additionally, it can become public record that your practice failed an OSHA audit. OSHA will likely place you on a corrective action plan, ensuring your practice takes the necessary precautions to keep your staff safe.    How can I get OSHA Compliant Today? OSHA penalties don’t just sting your budget — they can hurt your reputation, too. But the real reason to stay on top of OSHA isn’t the fine, it’s your people. Protecting your team from preventable injuries and exposures should always come first; avoiding penalties is just the nice side effect. While compliance may feel complicated, it doesn’t have to be that way with the right solution. Smart software can analyze your practice’s compliance standings, offer recommendations, dynamically generate documentation, provide thorough training, and more to ensure your staff is safe every day in your office.  Schedule a meeting with a compliance expert to learn more about OSHA compliance in your practice. 

Ransomware in Healthcare practices
Abyde News, Best Practices, HIPAA

When Ransomware Meets HIPAA: Turning a Cyber Scare Into a Plan

November 6, 2025 No comments yet

November 6, 2025   The lights flicker. Your EHR freezes. A skull-and-crossbones pops up with a countdown, and your team can’t access patient charts. Appointments grind to a halt. No, it’s not a scene from a horror movie you watched on Halloween; it’s what a real ransomware attack can look like for a healthcare practice. Ransomware is a growing threat in healthcare because it goes after what you rely on most: access to patient information. Attackers lock you out of your own systems and demand payment, all while putting Protected Health Information (PHI) at risk. The good news? With the proper safeguards, training, and a plan in place, your practice can respond quickly and minimize the damage. What is a Ransomware Attack? Ransomware is malicious software, or malware, that deliberately seizes records in exchange for a payment, usually demanding enormous amounts of money.  The Change Healthcare Breach, the most significant HIPAA breach on record, highlighted the devastating scale of these attacks. This single incident impacted nearly 200 million Americans! It involved a $22 million bitcoin ransom paid to the hackers after the initial attack, as well as billions of dollars in downtime and recovery. That’s how serious these incidents can get. When PHI is worth 10 to 20 times more than a credit card on the black market, it puts healthcare providers in the crosshairs of malicious bad actors. A credit card is like having a single slice of pizza, and who stops at one? A patient’s PHI gives hackers the whole pie. Instead of cheesy goodness, it’s a compliance nightmare for your practice.  Ransomware attacks have increased rapidly in the healthcare sector in recent years, with a 264% rise in large breaches caused by ransomware crimes. The big problem is that these threats are Pandora’s box, incredibly difficult to contain once they’ve begun.  How can I stop a Ransomware Attack?  You can’t guarantee it will never happen, but you can take the proper steps to minimize risks significantly.  First, ensure staff are adequately trained on email safety. We hate to break it to you, but that “Free vacation when you send an Apple gift card!” email is probably too good to be true. Most attacks start with a suspicious email that’s opened by unknowing employees. Ensure staff are aware of common phishing signs and know how to report suspicious activity correctly.  Also make sure that all proper technical safeguards, such as firewalls and encryption, are current and fully operational to secure patient data. Implement multi-factor authentication (MFA) for all logins to provide an additional layer of protection. While your password acts as a door, MFA acts as a key, keeping patient PHI secure.  No practice is 100% safe, but a solid Disaster Recovery Plan empowers your team to actually know what to do if ransomware hits and gives actionable items like quickly taking the infected device offline and involving your IT team immediately. And if you’ve got good backups in place, you can protect your patients and get your practice back on track much faster!   Keeping Your Practice Ransomware Ready Ransomware isn’t just a one-time jump scare; it’s an ongoing risk. But when you combine staff training, up-to-date safeguards, MFA, and a thorough response plan, your practice goes from vulnerable to prepared. The best part? You don’t have to figure it out alone! Smart compliance solutions can help you stay on top of requirements, document your actions, and support you if something does go wrong. Ready to learn more? Meet with a HIPAA compliance expert today

HIPAA Compliant Patient Requests
Abyde News, Best Practices, HIPAA

How to Stay HIPAA Compliant When Patients Request Their Medical Records

October 27, 2025 No comments yet

October 27, 2025   Imagine a scenario that’s played out at your practice a million times: a patient calls and asks for a copy of their medical records. Simple, right? Believe it or not, what seems like a routine request can quickly become a compliance risk if your employees misunderstand timelines, allowable fees, or who’s allowed to access certain information. With over 50 penalties and millions of dollars in fees issued by the Office for Civil Rights due to Right of Access violations, your practice has a responsibility to understand its role when handling patient requests. By acknowledging your practice’s duties and properly training your staff, you can empower your team to deliver documents in a timely manner that still protects sensitive data.   Right of Access 101 Right of Access, established in the HIPAA Privacy Rule, gives patients the right to receive their records within 30 days of the initial request. Depending on the state, the number of days your practice has to fulfill requests may even be less. For example, California legislation requires that patient requests be upheld within 15 days.  This timeline is strict and can only be extended once for an additional 30 days. So, once you receive a request, it’s go time.  Before the staff gathers anything, the first question is, how should these records be sent out? Even if the request comes through a secure portal, your staff must encrypt any Protected Health Information (PHI) sent electronically. Certified mail is recommended for safe and trackable delivery if the patient requests a physical copy. Now, what can you charge to deliver these records? Patients have a right to their health records, and any associated costs must be minimal to remain HIPAA compliant. According to the OCR, a flat fee of $6.50 for all requests for copies of PHI maintained electronically. Additionally, ensure that thorough documentation, like a current HIPAA consent form, is in place if the requester is not the patient themselves.    Keeping Your Practice Compliant So, think back to the scenario we mentioned earlier. Only now, you don’t have to stress! Your team is trained and aware of their responsibility to fulfill patients’ requests. Your patients get what they want, and even better, your practice avoids thousands of dollars in fines and reputational damage. Quickly and compliantly addressing patient requests promotes patient satisfaction and can help your practice avoid thousands of dollars in fines and reputational damage. The proper software solution centralizes all documentation, policies, forms, and training related to Right of Access. This cloud-based hub provides easy access for everyone in your practice, giving staff the tools they need to be successful.  To learn more about Right of Access in your practice, meet with a compliance expert today.

HIPAA Compliance Officers
Abyde News, Best Practices, HIPAA

HIPAA Compliance Officers: Building a Culture of Patient Privacy

October 8, 2025 No comments yet

October 8, 2025   What happens when a patient calls with a complaint about their medical records? Or when a Business Associate requests access to your data? If you’re unsure, it’s time to meet with your practice’s HIPAA Compliance Officer (HCO).  HIPAA requires hiring a compliance officer (HCO), which is key to building a foundation of HIPAA compliance for your practice. More than just a box to check, having an HCO provides structure and clarity for your practice, ensuring that all the proper safeguards are in place to secure patient data.  While the HCO title might seem like a simple administrative label, the duties are anything but. This vital oversight ensures that everyone knows their HIPAA responsibilities and that patients’ Protected Health Information (PHI) is kept under lock and key.    Behind the Badge: Responsibilities of an HCO An HCO wears many hats when it comes to compliance. From safeguarding PHI to managing vendors, these responsibilities form the backbone of a practice’s HIPAA program.  First, the HCO needs to complete a Security Risk Analysis (SRA) for the practice. The SRA is a thorough document detailing all physical, technical, and administrative safeguards to keep PHI safe. The HCO should update it annually, and new legislation has been proposed to define this as a yearly requirement strictly. An SRA can be completed by hiring a third-party consultant, leveraging smart software, or even manually entering the information. HCOs should consider time investment, accuracy, and cost before choosing an approach.  The HCO must ensure that every staff member is adequately trained and aware of their responsibilities before interacting with PHI. This includes showing new staff where compliance documents (policies, procedures, forms, etc.) are and equipping staff with thorough training to handle any situation with PHI. Additionally, the HCO must ensure all training and documentation are current and in line with the latest legislation. HCOs must also ensure that any relationship with a vendor is handled correctly and there’s documentation to prove it. The vendors, or Business Associates (BAs), that work alongside healthcare providers and have access to PHI must also be HIPAA compliant. One of the most important documents when working with a BA is the Business Associate Agreement (BAA). This required agreement holds both parties liable and defines their responsibilities. Both BAs and Covered Entities must sign this document before working together. The Office for Civil Rights (OCR) can and has fined practices for missing a BAA after a breach.  This is only a brief overview of the many responsibilities HCOs take on. A good HCO establishes a culture of compliance, ensuring that protecting patient information becomes second nature for the entire practice.   Streamlining HCO Responsibilities At the end of the day, the HCO is the practice’s go-to authority for HIPAA. From handling patient complaints to addressing staff concerns and representing the practice during an investigation, the HCO is the person everyone turns to. While taking on this role might be overwhelming, intelligent solutions can streamline and assist HCOs to ensure they’re always on top of compliance. You can proactively identify gaps and take control by leveraging the right compliance tools. These tools automate and streamline compliance, allowing HCOs to spend less time buried in paperwork and more time guiding their teams. Meet with a compliance expert today to learn more about HIPAA compliance in your practice. 

HIPAA marketing compliance
Abyde News, Best Practices, HIPAA

Likes Without Liability: HIPAA-Safe Ways to Connect with Patients Online

October 1, 2025 No comments yet

October 1, 2025   Doing a TikTok with a patient might make your practice go viral for all the wrong reasons.  In a world of social media, email marketing, and overall digital communication, connecting with your patients online is a no-brainer.  However, the moment you step into the world of patient engagement, you run straight into red tape, the Health Insurance Portability and Accountability Act (HIPAA) regulations. While a photo of a patient might not seem like a big deal, your practice needs to safeguard patient data, or Protected Health Information (PHI). Typical forms of PHI include a patient’s name, image, Social Security Number, and health records.  The internet provides numerous ways to connect and market to patients; your practice must do this carefully, securely, and compliantly.    Social Media Landmines The very nature of social media sites like TikTok, Instagram, and Facebook encourages quick, personal sharing of content. These all directly conflict with the strict privacy requirements HIPAA upholds.  The good news is, your practice can post with patients if the proper steps are followed to ensure HIPAA marketing compliance.  First, your patient must sign a media consent form if their image is posted. This includes testimonials as well. Even if a patient had a great experience with your practice and wants to share, this documentation must be completed. This form must be specific and written, allowing the patient to withdraw permission easily. A verbal agreement isn’t going to cut it.  PHI also can’t be shared when responding to Google or Yelp reviews. And yes, acknowledging that a patient attended your practice is considered PHI. Keep all responses brief and respectful. If a patient had a bad experience at your practice, try to take it offline and provide a secure channel to continue communication.  Remember that HIPAA violations are not limited to your official practice accounts. Any of your practice’s staff is bound to HIPAA legislation. So, train and ensure staff know their responsibilities to keep PHI secure. No selfies at work!    Safeguarding your Inbox Chances are, you’re sending emails every day in your practice. Let’s make sure your practice is sending emails compliantly. First up: encryption. Patient emails are considered PHI, so ensure all the necessary technical safeguards are in place to protect your inbox. After double-checking that the right patient receives an email, keep it simple and send only the minimum necessary information. A quick appointment reminder doesn’t need someone’s full health record attached. Next, consent matters. Your patients might be fine getting reminders or lab results by email, but that doesn’t mean they want marketing messages about specials at another location. Respecting their preferences keeps their information safe and your practice out of trouble. Make sure your practice documents this consent, and like media consent forms, allow your patients to change their permissions at any time.   Posting with Peace of Mind This is just a quick roadmap for using marketing tools  and HIPAA marketing compliance in your practice, but if done correctly, social media and email can be powerful ways to connect with your patients. Staying compliant isn’t just about following rules; it helps build trust with your patients, which is far more valuable than any number of Instagram followers.  While your IT provider can always offer guidance on technical safeguards, understanding these basics is essential for keeping your practice and patient information safe.  Smart, practical solutions can make HIPAA compliance easier for your practice.  Connect with a compliance expert today to take the guesswork out of compliance.

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