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Questions and Answers Services Medical Transcription

Medical Transcription : HIPAA

• We have 24 X 7 security personnel manning our office.
• None of our transcription work leaves our office and we don't have any sub-contractors and hence the patient information does not leave our office.
• All the external drives including floppy disk drives are disabled on each computer.
• No personal is allowed to bring in any floppies, any electronic devices including laptops, PDA.
• No personnel are allowed to bring in or take out any paper or any written documents.
• Every employee is checked on entering and leaving the premises.
• We also have instituted a system where there is random checking on a regular basis.
• Our computers require passwords to start Windows and to use the computers.
• We have firewalls and antivirus software on all the computers and update virus definitions daily.
• Any spoiled hard copies of notes and copies of patient information including documents schedules are shredded on site.
• Monthly back-ups of computer systems will be done and stored in a locked outbuilding on our property. All lockers used for storage is password protected.
• We have a smoke alarm and a fire extinguisher in our office.
• We currently require all our employees to sign a confidentiality and non-disclosure agreement.
• We maintain up-to-date contractual agreements with all business parties.
• We have instituted security measures to protect the security and integrity of protected information according to HIPAA guidelines.
• We follow 128 bit encryption for all transferred files.
• OSI as per HIPAA, has administrative procedures in place to guard data integrity, patient confidentiality, and document availability. (Information Access Control and Access Authorization).
• We have security services employed to prevent theft and/or vandalism of any information stored on our systems.
• Technical evaluations are performed on a routine basis to make sure all systems meet or exceed specified security requirements.
• All persons, administrators and transcriptionists, who have access to any sensitive information, patient records, or voice files, etc., have the appropriate clearances and have signed confidentiality agreements.
• Our entire work force is trained on privacy, security, and confidentiality. We strive to meet and exceed HIPAA regulations on all matters.