Multifunction Printers and Copiers have become essential devices for the modern healthcare office. These machines have consolidated office equipment into one device that effectively communicates and increases productivity in the office. However, all of the benefits are not helpful if healthcare providers are unaware how to utilize these devices with HIPAA (Health Insurance Portability and Accountability Act) regulations.
HIPAA is a national regulation that ensures that healthcare offices take the proper steps to protect patient’s sensitive information. With data breaches becoming more common each year, it is more critical than ever before that these offices are equipped to use these devices in HIPAA compliant ways.
If an office device has a hard drive, it should have data encryption enabled. When this is allowed, information stored on a hard drive is turned into code, so only users with a decryption code can access the information.
Secure the Hard Drive
Along with encrypting the hard drive, physically securing it within the multifunction printer is also crucial. If the drive is breached and stolen, hackers can quickly gain access to the data stored on the hard drive. If data is taken from a hard drive due to a failure of HIPAA compliance, costly fines can be given to the organization.
Any device that stores or shares information through your office should be equipped with user authentication like a password, biometrics, or a keycard. This will ensure that only intended users can gain access to office machines.
Employees should be informed of the severity of following HIPAA compliance regulations. This means ensuring that employees are trained not to leave documents in the tray of your copier.
HIPAA compliance can be difficult, but it is essential to protecting your patient’s information. To learn more about the steps your business can take, contact Document Systems today!