HIPAA Compliance for Remote Employees

The number of remote employees is growing by leaps and bounds. In fact, it’s no longer an “if” the company allows remote work, but “when.” This gives the employee and company a lot of flexibility, but there are certain risks to be considered – namely, HIPAA. When working with sensitive information, there are rules and regulations to be followed. If not, the company could incur huge losses and financial hardships. While most companies require their remote employees to follow paper shredding protocols, providing training and a firm list of do’s and don’ts can keep everyone on the same page.

This documentation should have each remote employee listed and their level of accessibility. The company should also be aware of the type of equipment being used, as well as the software and hardware. All passwords should be encrypted, and a solid security and privacy manual should be distributed.

Hybrid Workplaces

When there is a lot of data that can be compromised, companies must have a written policy in place to cover physical safeguards in a hybrid office. Businesses that have hybrid workplace scenarios where the employees work in the office and at home can be challenging. It’s a lot more than just mastering the art of business document shredding, but in keeping the company compliant at all times in safeguarding protected health information (PHI).

HIPAA Compliance

While HIPAA compliance is nothing new, some businesses have issues with compliance because they are unfamiliar with the protocols and how things work. Having a Risk Assessment Manager and a team working with the IT department to make sure data security and HIPAA policies are followed while working remotely is key. What are some main concerns businesses should pay attention to as it relates to HIPAA?

• Having unauthorized persons being able to access PHI.
  This is a big one. If the hybrid employee is using their personal computer to do company work, the lines can quickly become blurred, especially if others in the home use that computer. If the employee was onsite using a company computer, this would not be an issue. There are some instances when the company does provide the equipment and information is still compromised because the employee allows others to use it. This should be avoided at all costs.
• Using personal devices
  Employees who use their personal devices while they work from home may not have the same safeguards in place as when using a company-owned device. Employee-owned devices are also vulnerable to malware and other viruses if they do not utilize the same systems and antivirus software as the company. Some companies do not issue VPNs to their staff when working remotely, which also puts the computer and its information at risk.
  

Contact Shred America

Shred America can assist companies with implementing best practices for their remote workers that will help stay within the HIPAA compliance boundaries. We offer secure document shredding services to ensure data compliance, safety, and privacy of PHI.

We understand privacy rules and work with organizations to keep them HIPAA compliant all year with customized shredding and purging solutions to meet their needs. Contact our team to find out how we can assist your company in creating an effective plan that protects your business and any remote or hybrid employees today.