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.
