3 steps to automate compliance for healthcare organizations

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Three Steps to Automate Compliance for Healthcare OrganizationsDana Simberkoff, JD, CIPP/US

Chief Compliance and Risk Officer, AvePoint

Marc Dreyfus, CIPP/US, CIPP/T

Director, Risk Management & Compliance, AvePoint

• State of IT Compliance

• HIPAA, HITECH - Why worry?

• Assessment: Knowing is Half the Battle

• Three Steps to Automate Compliance: Say it, Do it, Prove it

• Getting to Yes: Privacy & Security by Design

State of IT Compliance

Trust In: Individuals

Organizations

Policies

Procedures

Process

Technology

Transactions

Everyone is a contributor

How do we balance the business benefit of the free flow of information with the risk of inappropriate access and disclosure?

Broad application… to doctors, hospitals, pharmacies, medical billing services, health care plans, HMOs, and business associates of these entities such as their accountants and attorneys

Applies to all recordsRequires that all records regardless of format be managed as part of the organization’s official records management program

Carries hefty penaltiesMedical fraud has increased nearly 20 percent in the past year, affecting an estimated 1.84 million American adults and costing victims $12.3 billion in out-of-pocket medical expenditures.

Openness & transparencyEnsure all data sources link to privacy policies

Collection, use & disclosure limitationSecure methods used to collect PHI through websites and web applications

Safeguards Monitor, notify, and act when PHI is stored inappropriately

AccountabilityMulti-layer reporting to deliver visibility into HIPAA compliance status

Individual choiceAllow for review of privacy policy and opt-out prior to submitting PHI

CorrectionCreate an accessible, protected manner for disputing accuracy of information through secure web-enabled applications

Measurement and Verification are key components to a holistic system

• Policy

• Training

Measurement and Verification are key components to a holistic system

• Policy

• Training

• Technology

Assessment: Knowing is Half the Battle

• What kind of data is stored in your information and collaboration gateways and why?

• How business users within your organization are utilizing the IT systems that hold information that may be at risk.

File System

Cloud

Social

SharePoint

Three Steps for Compliance Automation

Say what you are

going to doDo it…

Prove that you did it

Incident Tracking

Prove It

Assess Prioritize

Say It Do It

1 2 3 4 5

Ongoing Monitoring

7

Incident Management

6

8

Say It: Discover Data & Define Enforceable Compliance Policies

Develop a service level agreement among your compliance officers, your IT team, and the business before you implement a compliance plan.

It’s important to understand:• What kinds of data your business handles and

uses

• How your co-workers are using it for their day-to-day jobs

• Why and how they need to handle protected data in the course of their work

What are you trying to protect and from whom?

Name

Address

Important dates

Telephone & fax numbers

Email address

Social Security number

Medical record number

Health plan beneficiary number

Account number

Certificate/license number

Vehicle/device serial numbers

Do It: Take Action on Risk-Defined Content and Systems to Ensure Compliance

Create common-sense policies, rules, and IT controls

Implement transparent and non-transparent controls to IT environments

Automate the process of regulated content protection

Trust your end users to appropriately identify and classify sensitive data they are handling and/or creating, but verify that they are doing so properly.

• Make it easier for your employees to do the right thing than the wrong thing

• Create a transparent security organization to discourage employees from working around security

“Culture eats strategy for lunch!”

Prove It: Monitor and Report on Compliance Initiatives

Compliance Improvement Measurement Over Time

Compliance Activity Tracking

Getting to Yes: Privacy & Security by Design

BusinessUsers

IT Colleagues

Download our free privacy impact assessment toolprivacyassociation.org/resources/apia

Learn more about Compliance Guardianavepoint.com/compliance-guardian

Sign up for a free consultationpages.avepoint.com/compliance-consultation

Article: Automation key to successful policy implementationow.ly/ENB13

Q & A