The best practices included above will point you in the right direction to achieve a successful EHR implementation. Electronic healthcare records are in high demand with cybercriminals; however, there are ways for businesses handling EHRs to thwart the bad guys. By coding the information in a way that can only be deciphered by authorized programs or users in possession of the access code, EHRs can make transferring patient data (such as test results or diagnoses to patients via patient portals or medical histories to referrals) safer. We know it matters to patients because we asked them back in 2015. There are several tools to make these assessments easier, or practices can hire third-party or consultant firms to make the assessment for them. * Provide specific recommendations on how to address security concerns I know we are throwing a lot of acronyms at you, but that is another critical office here. First, though, you should conduct a security risk assessment. Conclusion. By taking the time upfront to understand your needs, you’ll be able to chart a smoother course to a successful EHR implementation. Strategies for Effective EHR Data Management Mark Myers. An assessment of your practice’s current security measures. Here at Redspin, Inc., a company of "ethical hackers" and IT security consultants based in Carpinteria, Calif., we've found that the healthcare companies most successful at safeguarding electronic information tend to follow these five best practices. Having the latest and greatest array of technical "gear" such as firewalls, wireless infrastructure, virtualization and vulnerability management software appears to lead to a false sense of security in many cases. Practical. Do they use a third-party to encrypt data?—and that you’re happy with their reason for not doing so. Reducing Medical Errors with Improved Communication, EHR Use EHR use can help prevent medical errors only when lines of communication are open and reliable. Patient privacy is a big deal. To learn about what they do, you can go to visit www.healthit.gov. Without encrypted data, hackers or unauthorized users can view and steal patient information. They are: There are almost 400 different criteria being looked at within those three checkpoints, so you can bet any product with this certification has been thoroughly vetted. Almost a quarter of patients surveyed (21 percent) said they have withheld personal health information from their doctors due to fear of a security breach that may result in identity theft. HIPAA law requires covered entities to conduct routine evaluations of the effectiveness of records security programs, policies and procedures. We’ve previously covered the different Authorized Testing and Certification Bodies and what they look for when evaluating EHR systems. Review templates periodically. Here’s where we’ll discuss a few of the most essential security features of EHR systems. 5. By Jennifer Bresnick. As with most things, the sooner you become aware of a problem, the sooner you can fix it—and audit trails will make the fixing a great deal easier. But failure to adopt an EHR system will only result in patient privacy violations down the line. And although it can be tough to prevent them, it’s possible in many cases, especially if hospitals are willing to take various approaches to solving the problem. Timely, accurate documentation is the foundation of successful EHR use. Encryption of patient data on hospital computers is now essential to protecting a hospital from legal and financial disaster, according to Robert Thibadeau, chief scientist for Wave Systems. If a software vendor you’re interested in does not offer this security option, make sure you know why—Is it due to cost? 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WHAT’S AT STAKE:  Practices adopting EHRs with minimal or nonexistent auditing features are automatically making things more difficult. 4. Assign a point person willing to coordinate requests/changes between users and the vendor. With fifteen percent of the United States population now over the age of 65, many Americans are left wondering how they can financially protect their aging parents. If the answer is “no,” you should move to the next product on your list. WHAT’S AT STAKE:  Practices using EHRs without data encryption are most vulnerable when transferring data, which is required for things like treatment plans, referrals and prescriptions. The Strategic Importance of Electronic Health Records Management: Checklist for Transition to the EHR This checklist assists in the transition from paper to an electronic health record (EHR) as a legal medical record. October 14, 2015 - Patient safety and patient health data security on EHR systems is of critical importance in preventing accidental health data breaches. Strategies to Protect the Health of Deployed U.S. A view of IT security as a competitive advantage 5. “Certified EHR technology” refers to EHR systems that have undergone a certification process by the Office of the National Coordinator for Health Information Technology. Implement these five strategies—as presented by Julie J. EHR Liability and Risk Management Strategies Graham Billingham, MD, FACEP, FAAEM . The longer answer is physicians who hesitate to adopt EHRs are endangering their practices by risking HIPAA violations—violations that can be easily prevented through the use of certified EHRs that follow protocol automatically and protect users from many common mistakes. A high quality security assessment will: * Maintain independence from the sales and management of IT products, equipment and tools All About [Healthcare] Security. Between cognitive decline, scam artists who prey on the vulnerable, and the expense that comes with increased life expectancy, careful planning is a MUST. Whether paper or electronic, the system must meet certain standards to be considered a legal business record. Overcome the EHR Implementation Challenges with a Strategic Plan. A study in 2017 found that 73 percent of medical professionals have violated password security protocol by using a co-worker’s password to access their EHR. Implementation/maintenance strategies • Establish a process for managing paper records once the EHR system is in place. An organization-wide commitment to strong security Before implementing EHR, healthcare providers need to consider some potential barriers in their way. * Identify security vulnerabilities according to levels of risk (high/medium/low) saved. An independent security assessment can evaluate security against potential risks in a format compliant with HIPAA Security Standards, even including business associates and partners with whom health data is exchanged. Furthermore, patient input allows clinicians to implement strategies that will meet patient needs and alleviate any potential harm. Many EHR Security Measures Come Standard. For free software advice, call us now! Something Some safety measures that may be built in to EHR systems include: “Access controls” like passwords and PIN numbers, to help limit access to your information; “Encrypting” your stored information. Records are shared through network-connected, enterprise-wide information systems or other information networks and exchanges. Lockout capabilities that will forbid access if the wrong password is entered too many times. Prioritize the deployment, and avoid the temptation to under-resource the content build, system design, training and support to save money. Get daily news updates from Healthcare IT News. While large volumes of data can provide significant value to these efforts, organizations need big data governance strategies in place to protect and respect patients, according to a recent study published in conducted by researchers from the University of Massachusetts Amherst (UMass Amherst). EHR implementations can take a financial toll on healthcare practices, especially after free training hours have run out. Security questions to help further validate users beyond a password. Prior to implementing EHR, healthcare it consulting organizations must take into consideration some potential challenges they might face. In contrast, companies that experience IT security breakdowns are subject to damaging consequences that can limit competitiveness, such as: * Reputation damage, loss of customers, negative media reporting and mandatory breach notifications Must be a clinically driven project. 1. Successful implementations engage clinicians from the very beginning and at every step … A summary of all the protected health information (PHI) your practice creates, receives or transmits. * Theft and/or misuse of the data itself WHAT’S AT STAKE:  Practices that adopt EHR systems without proper certification will have their bottom line affected by not meeting government requirements for certain reimbursement programs. 2. As the exchange of electronic health information becomes more pervasive, the Department of Health and Human Services has made it clear that all entities in the chain bear responsibility for safeguarding electronic data. Eighty-six percent of respondents expressed some level of concern about a health information security breach. Additionally, encryption can minimize damage in the event your data is stolen. Give me six hours to chop down a tree and I will spend the first four sharpening the axe. Please Staff education on best practices for documentation should focus on the integrity of the health record. Ideally, a “super user” would have answers to any EHR-related questions that come up, … by Jess White May 19, 2016.   The IT security environment is becoming ever more complex; safeguarding it is a dynamic endeavor that requires constant vigilance. Please try again. Audit trails provide documentation to keep track of every single action taken with patients’ information by automatically registering and recording who accesses the system, where they are, when they’re accessing and what they do once they’re in. Given the lack of current evidence on effective strategies to implement interoperable EHR, there is an urgent need to synthesise knowledge regarding the integration of this complex and innovative technology into current practices. This starts in the EHR training process. The main benefit of adopting an EHR is the software’s intrinsic ability to protect you and your patients from data breaches thanks to a few features that come standard with most products. Assessing Readiness for an EHR. With a voice in an organization’s EHR strategy, clinicians not only offer valuable insight but also can take ownership of how a practice uses technology, which may foster buy-in. Strategies to protect aging parents Posted by: Team Tony. It can seem like too much of an inconvenience: you buy new software, then switch all existing patient files over to the new system and change everything about the way patient health information is tracked. Must-Have Medical Software: What’s the Right Tech for Your Small Practice? 4. It also includes items such as facilities availability and contingency, disaster preparedness, employee safety and human resource confidentiality. Something went wrong. try again. Your team must understand that an EHR implementation is the most important transformation project happening. Here at Redspin, Inc., a company of "ethical hackers" and IT security consultants based in Carpinteria, Calif., we've found that the healthcare companies most successful at safeguarding electronic information tend to follow these five best practices. A list of every location, physical and digital, in which your practice’s PHI is stored. Related: Commentary: Health policy and implementation challenges to achieving Big Data outcomes Organizations may need to develop initiatives in EHR education to make sure they do not risk compliance problems. Best practices are time-tested strategies on which you can rely. A breakdown anywhere in the chain affects all entities, both practically and legally speaking, and even a business associate's breach of electronics health records may require the notification of the customers/patients of all entities with access to the data. These recommendations are based on years of Redspin's IT security assessment consulting work with dozens of leading companies. Your subscription has been People who get paid to try to break into information systems are in a great position to give advice. This is a straightforward yes or no question for vendors—either their software has been tested and approved by an Authorized Testing and Certification Body recognized by the Office of the National Coordinator, or it hasn’t. She has nurses on her team who actually like to do EHR implementations. No matter what route you take, your security risk assessment should reveal a few important things: Once you determine where your potential problems lie, you can work on establishing a stronger plan to prevent them—whether that means adopting a new EHR system, creating stronger best practices for your team or both.