HIPAA Email & Form Compliance
AwDA Web Accessibility
All In One Solution
There’s a very thin line between having secure information – and being at risk online. More and more websites are making the switch to becoming more secure with online tools available from Optimized360. Security is essential in today’s complex web ecosystem, user logins, patient health records, online forms, and other sensitive personal information is just waiting to be hacked by unwanted visitors.
The components available as part of 360 Shield from Optimized360 provide the latest in keeping your data, and that of your patients, secure. With 360 Shield, you’ll have the following levels of security and accessibility:
What is SSL?
SSL stands for Secure Sockets Layer. It’s the industry standard in creating an encrypted link between a web server and a browser. Simply put, a web server is where all of your website’s information lives – pictures, written content, contact forms. Anything that is on a website lives on a server. Your web browser is what calls that data and displays it. By creating a secure connection between the two you’re ensuring any data that passes between the two is secure and protected. This technology is used by hospitals, financial institutions, schools, and e-commerce websites, in addition to being implemented to create secure websites for dentists and other independent healthcare professionals.
What is HTTPS?
HTTPS (Hypertext Transfer Protocol Secure) is an Internet communication protocol that protects the integrity and confidentiality of data between the user’s computer and your website. Users expect a secure and private online experience when using your website. We encourage you to adopt HTTPS in order to protect your users’ connection to your website, regardless of the content on the site.
Data sent using HTTPS is secured via Transport Layer Security protocol (TLS), which provides three key layers of protection:
Encryption – encrypting the exchanged data to keep it secure from eavesdroppers. That means that while the user is browsing a website, nobody can “listen” to their conversations, track their activities across multiple pages, or steal their information.
Data Integrity – data cannot be modified or corrupted during transfer, intentionally or otherwise, without being detected.
Authentication – proves that your users communicate with the intended website. It protects against man-in-the-middle attacks and builds user trust, which translates into other business benefits.
HIPAA COMPLIANT EMAIL & ONLINE FORMS
Do Not Use Regular Email for Patient Communications!
Why HIPAA Compliant Emails & Forms?
WHAT HIPAA SAYS ABOUT EMAIL AND YOUR LIABILITY
As a provider email is not a secure form of communication, and it would not be difficult for personal conversations regarding a diagnosis or treatment to be leaked or accessed by an unauthorized user.
Health Insurance Portability and Accountability Act (HIPAA)
When the Health Insurance Portability and Accountability Act (HIPAA) came into law, it required physicians and healthcare providers to protect the security and privacy of their patients’ digital records. Since that time, its guidelines have been clarified to address the electronic transfer of patient health information over an open network. While the law permits electronic health information transfers and does not specifically prevent the transfer of patient data via email, it is only permissible under stringent security protocols. Under the law, it is providers who have the sole responsibility of reviewing their own networks and ensuring they are compliant with HIPAA standards. It is also the responsibility of providers to explore adequate security options, such as data encryption, and take the steps necessary to protect patient information.
Physicians Use Secure Email To:
- Deliver Test Results
- Update Patient Information
- Remind and Confirm Upcoming Patient Appointments
- Accept Prescription Refill Requests
- Publish News About the Practice
360 Shield’s email service is compliant with the laws that affect your practice, including HIPAA, the HITECH Act, and the more recent Omnibus Rule. This includes a comprehensive email platform that features strong security compliance, as well as patient authorization and consent. Using your own private domain name, we will create email accounts on behalf of your practice that are fully HIPAA compliant. The entire process requires very little of your time or attention. Instead, our highly skilled and experienced team will go to work creating a smart and easy-to-use email account interface that is as easy for you to navigate as other more familiar webmail services like Gmail, Hotmail, and Yahoo. For added convenience, we provide you with the option to link your new practice email to your smartphone, Outlook, or any other email program you currently use. That means you can begin utilizing your new email account right away with no learning curve and no additional technical knowledge required.
HIPAA Email Violations Could Cost Millions
With the adoption of the HITECH Act in 2010, lawmakers reinforced the call for digital patient information security and raised the penalty by 600 percent! Whereas the former maximum penalty was $250,000, the new maximum skyrocketed to an astounding $1.5 million – enough to shut down a small practice. Furthermore, a 2013 amendment to the HITECH Act further enhanced privacy protections and individual rights concerning personal health information and access to digital records. Federal law now allows for state-administered audits of individual and group practices. All state-administered HIPAA compliance audits are supposed to be performed at random. If your practice is chosen, and you are found to have even one violation of HIPAA rules, you and your business associates could face civil and criminal penalties.
“Fines, as well as criminal penalties, can be imposed on the violating institution and the individuals involved.”
Don’t Find Yourself On The Defensive Side
Instead of finding yourself on the defensive side of an audit, it is far more beneficial to adequately prepare to lower your risk of fines. Invest in HIPAA-Compliant Email from a Trusted Provider. Clearly, the liability of handling sensitive information over regular email accounts and email services that are not HIPAA compliant is significant and capable of destroying a small business. It may seem that the conglomeration of laws and regulations surrounding patient privacy is in no way conducive to incorporating email into your practice. However, it can be done. It’s just a matter of fully understanding the rules or working with a trusted web services provider who does.
Secure Communication with Your Patients
There’s no longer a reason to be confused by liability issues and rules surrounding patient privacy. If you are not already using secure email as a part of your practice, chances are you are considering it or you have at least been asked by patients to offer it as a service.
Not only does secure email provide greater efficiency for you as a provider, but it can also provide convenient benefits for patients as well. Imagine how much smoother your practice could operate if secure email was a part of your practice.
the Web Accessibility Engine
Websites must be compliant with the Americans
with Disability Act (ADA). Its not just the law. Its also
The Right Thing To Do!
Millions are affected.
Here’s What ADApt Does to Your Website
Intelligent translation making your website more accessible to more people.
After installation and implementation through our cloud-based servers an ACCESSIBLE tab page overlay will appear in the lower right .The ADApt engine generates text alternatives to many visual elements, helping blind users who may rely on text-to-speech software and/or text-to-braille hardware.corner of your webpage(s). Through the visitor’s simple click of the ACCESSIBLE tab, the ADApt engine presents the content of the webpage in a format that is much more user-friendly and accessible to persons with a disability.
Text sizing is automatically adjustable, aiding users with poor sight to read and understand the page’s content. The layout of the page is coded so that users can navigate by means of a keyboard, helping users who cannot use a mouse. Page colors, high-contrast graphics and text links are modified, ensuring that color blind users will be able to notice them, and not cause seizures in others with vestibular disorders.