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Hipaa Compliance Doc

How HIPAA Compliance Software Helps Your Practice

If you’re a healthcare office manager or physician, you may have heard about the importance of using HIPAA compliance software in your practice.

In this article, we’ll first take a look at the many reasons why your practice needs HIPAA compliance software. Then, we’ll show you how signing up for PCIHIPAA’s unparalleled service, your team stays up-to-date, automatically compliant, and most importantly, protects your client’s information. 

The Need for HIPAA Compliance in Today’s Healthcare Environment

The digital transformation of the healthcare industry has created new opportunities to improve the level of care for patients. With the advent of teleheath, seamless patient data transfer, responsive remote monitoring, and devices that utilize artificial intelligence (AI), medical practices have become substantially more efficient and effective at treating their patients. 

Of course, there’s a catch: 

These new digital innovations have also opened the door for criminals to access critical patient data, financial information, and more. Present numbers suggest that over 266,000,000 patient records have been accessed by unathorized individuals since reporting began, with studies suggesting a trend of hackers deliberately targeting healthcare providers for identity theft and other forms of nefarious activity. 

Mandatory Compliance for Healthcare Providers

In response, several governmental/regulatory organizations (HIPAA, PCI, OSHA) have mandated ongoing guidelines and best-practices to protect physicians and patients against these ongoing threats. And as technology becomes more sophisticated, these organizations continually evolve to stay ahead of sophisticated cybercriminals.

Unfortunately, these regulations – particularly HIPAA compliance regulations – are confusing for most healthcare professionals and their staff. Instead of focusing on the day-to-day operations to provide a high level of care, many practices are bogged down on which guidelines need to be followed to become HIPAA compliant – as well as ensure PCI and OSHA compliance. 

Failure to adhere to these guidelines can lead to massive fines for non-compliance, as well as a series of drawbacks for unprotected patient data. And because the problem is predominantly digital in nature, HIPAA compliance is best achieved with an agile software solution that handles every aspect in the most efficient manner possible. 

The best solution is HIPAA compliance software from PCIHIPAA. PCIHIPAA has created a comprehensive SaaS (Software as a Service) solution that not only adheres to medical and dental compliance regulations, but safeguards your entire practice to prevent catastrophic losses due to data breaches and human error.

Why Does My Practice Need HIPAA Compliance Software?

The following reasons are most often cited for needing HIPAA compliance software for medical and dental practices:

  • Simplified Compliance
  • Responsive to Ongoing HIPAA/PCI/OSHA Updates
  • Ongoing IT/Network Support and Evaluation
  • Evolving Cybersecurity Measures
  • Preventing Potential Liability Issues
  • Ensuring Peace of Mind
  • Cost-Effectiveness

In the next section, we’ll take a look at how each of these common problems of HIPAA compliance are resolved by subscribing to PCIHIPAA’s SaaS solutions. 

How PCIHIPAA Helps Streamline Your Compliance Needs

Medical and dental practices benefit greatly from utilizing PCIHIPAA’s innovative compliance software (OfficeSafe) to streamline their compliance and protect their patients against cyberthreats. Let’s look at each problem of HIPAA compliance and the benefit of each solution offered by OfficeSafe.

Simplified Compliance

Problem: Every dental and medical practice is different in how they’re run. From the number of staff members, procedures performed, square-footage of the facility, number of patients – each practice has its own characteristics that complicate how to properly maintain compliance. 

Further complicating HIPAA, OSHA, and PCI guidelines are local ordinances and restrictions, particularly in regards to the COVID-19 pandemic response. Many practices are forced to  employ an internal team of staff to uphold and implement compliance measures, or burden staff with upholding guidelines. 

Solution: PCIHIPAA offers a comprehensive HIPAA compliance software from PCIHIPAA removes the guesswork and constant revision of office policies. For example, if your practice is audited by HHS (Health and Human Services), you will need to provide accurate documentation for your continuing efforts to become (and remain) HIPAA compliant. 

Similarly, PCI certification is also a standard for all medical practices in the United States. PCIHIPAA helps you complete the Payment Card Industry (PCI) requirements with OfficeSafe Pay. Trusted by thousands of medical and dental practices nationwide, you can be sure that your business protects the financial data of your patients and operations while simultaneously  adhering to HIPAA requirements (such as automatic business associate agreements) 

Best of all, OfficeSafe Pay is designed to save money on excessive credit card processing fees, lowering overheads for your practice. 

Responsive to Ongoing HIPAA/PCI/OSHA Updates

Problem: Due to the evolving nature of tele-health and the integration of tech throughout the medical field, regulatory and governmental organizations will continually revise their compliance guidelines. Every medical and dental practice needs to stay ahead of these regulations to avoid fines, lawsuits, and the potential of exposing protected patient data. 

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Solution: OfficeSafe from PCIHIPAA is designed to help create internal policies and procedures according to HIPAA’s Seven Fundamental Elements of an Effective Compliance Program. OfficeSafe helps to train staff that are specifically mandated by HIPAA regulatory standards for medical and dental practices. This includes such items as self-audits, remediation plans, and other mandated procedures. 

Ongoing IT/Network Support and Evaluation

Problem: Medical and dental practices now require a fully-integrated network for everyday operations. From the wifi networking to medical devices that handle ePHI (electronic data), IoT-integrated offices to apps, HIPAA compliance requires a strict adherence of network standards and security measures.  

Solution: PCIHIPAA provides a number of solutions that addresses the importance of ongoing network support and continual evaluation. These include:

  • Comprehensive Risk Assessment: Fulfills the annual audit required under the HIPAA Security Rule. PCIHIPAA’s audit of your practice’s protected health information produces a 22-page report that identifies risks and vulnerabilities to your practice. Additionally, our PCI Compliance program also includes quarterly scans of your network to protect financial information.
  • Email Encryption & Encrypted Cloud-Based Data Backup: Our data backup enables you to distribute confidential protected health information without worry of ransomware or an unexpected incident. This solution is HIPAA compliant with 256-bit encryption and SQL database restoration capabilities.

Evolving Cybersecurity Measures

Problem: As mentioned earlier, protecting systems, networks, and programs from cyberattacks is mandatory in our modern digital era. HIPAA standards are designed to effectively prevent criminals from accessing sensitive information or interrupting normal business processes, but it is up to each medical or dental practice to fortify their operation. 

Solution: PCIHIPAA constantly updates and monitors the latest trends in cybersecurity to ensure that your practice is protected. From point-of-sale operations to monitoring a patient’s vital signs, PCIHIPAA ensures that every digital aspect of your business in protected from:

  • Ransomware
  • Natural disasters
  • Data breaches
  • Viruses/malware

Further, PCIHIPPA’s HIPAA compliance software offers proper preparation that includes:

  • Data backup plan
  • Data restoration plan
  • Business associate management documentation (for ePHI security)
  • Emergency mode operations plan

And if a breach does occur, OfficeSafe facilitates Incident Management in accordance with the HIPAA Breach Notification Rule. For reference, minor breaches that affect fewer than 500 individuals must be reported to HHS within 60 days before the end of the calendar year; meaningful breaches (affecting 500+ individuals) must be reported to HHS within 60 days of the discovery of the breach.

Preventing Potential Liability Issues

Problem: If a practice is held liable for adequately protecting patient data, the truth is that it is not possible for a patient to sue for a HIPAA violation (known as “private cause of action”). However, patients do have the ability to take legal action against healthcare providers and obtain damages for violations of state laws. Resulting lawsuits can be a significant financial headache and may lead to a revocation of certifications for ongoing compliance issues.

Solution: PCIHIPAA offers $500,000 in Cyber Insurance Coverage. This means that subscribers of PCIHIPAA’s compliance software are protected with a guaranteed expense reimbursement policy for HIPAA violations. In the event of a HIPAA fine, data breach, or cyberattack, your practice will be protected from lost revenue and prevent an interruption to your business.

Ensuring Peace of Mind

Problem: Medical and dental practices are overburdened with financial obligations – especially in the wake of the COVID-19 pandemic. With stress and anxiety increasing in society, following HIPAA regulations while conforming to PCI and OSHA compliance standards is another source of struggle that any practice can do without. 

Solution: For a monthly or annual fee, PCIHIPAA enables your practice to run without hassles or compromising your operation. Because of continual risk assessments, streamlined training, and OfficeSafe’s $500,000 Cyber Insurance Coverage, your practice can focus on what it does best: providing optimal care to your patients.


Problem: Staying afloat in the current economic environment is a challenge for any dental or medical office these days. In-house HIPAA compliance is costly and may not account for all of HIPAA compliance measures, as well as OSHA and PCI standards. Failure to choose a comprehensive solution can lead to significant fees and business interruption. 

Solution: Choosing a HIPAA compliant solution doesn’t have to be expensive or time-consuming. PCIHIPAA offers a free 30-day trial to see the benefits of our HIPAA compliance software in your practice. Monthly and annual rates are available that outperform other HIPAA compliance software on the market. 

Conclusion: Choose OfficeSafe from PCIHIPAA for Optimal Protection and Compliance

HIPAA compliance must be top-of-mind when it comes to a thriving practice. Whether you operate a private dental office or a large-scale outpatient medical facility, being compliant in HIPAA, OSHA, and PCI regulations is not optional. The dark web is getting smarter and sophisticated criminals are hard at work to compromise your business. 

Thankfully, PCIHIPAA is at your service to provide your medical and dental practice with solutions that easily keep protected health information private and secure. As an industry leader in HIPAA compliance and data breach protection, PCIHIPAA has helped thousands of dental and medical practices stay compliant and secure.

If you’re ready to simplify your practice and daily operations, take a complimentary HIPAA Assessment right now, and be on your way toward total HIPAA compliance.

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