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.
