Healthcare providers and facilities or organizations in Florida and throughout the United States handle vast amounts of patient medical information. Their handling of it must, in addition to other federal and state laws, comply with the Health Insurance Portability and Accountability Act (HIPAA). This well-known law is a complicated regulatory scheme, which many find confusing, especially when layered on top of additional regulations.
At THE CYA LAW FIRM, PLLC, our health care lawyer in Port Saint Lucie helps healthcare providers, suppliers, and other individuals and organizations understand these complicated rules. We work with you to develop policies and procedures so that you become and/or remain in compliance. Contact us at 772-494-0312 to schedule a Consultation to learn more about HIPAA and other important healthcare laws.
What is HIPAA?
The Health Insurance Portability and Accountability Act (HIPAA) is a federal law that was enacted in 1996. Its purpose is to address the portability of health insurance as well as to protect the private and sensitive health information of patients. Under HIPAA, the latter information cannot be released without the knowledge and consent of the patient.
Organizations that Must Comply with HIPAA
The entities that must comply with the rules established by HIPAA are referred to as covered entities. Covered entities can include but are not necessarily limited to:
- Health Plans. Health plans include government programs that pay for health care including Medicare and Medicaid, company health plans, health insurance companies, and health maintenance organizations (HMOs). An exception may apply to group health plans with less than 50 participants.
- Health Care Providers. If a healthcare provider transmits health information through electronic means, it may be subject to HIPAA. This would typically include doctors' offices, hospitals, clinics, pharmacies, and dentists, among others.
- Health Care Clearinghouses. A clearinghouse processes nonstandard health information so that it conforms with standards for data format or content. An example would be a billing service.
There are other organizations that must also comply with HIPAA, such as the associates of covered entities. For example, contractors providing services to a covered entity will be subject to certain parts of HIPAA. These organizations are referred to as business associates.
Patient Rights and HIPAA Privacy Rules
The HIPAA Privacy Rule provides certain rights to patients regarding their protected health information (PHI). Individuals have a right to access their PHI contained in designated record sets –– records used to make decisions about the individual, including:
- Medical records
- Billing records
- Payment records
- Claims records
- Health plan enrollment records
- Case management records
If any other record is used to make decisions about the individual, they are considered to be part of a designated record set.
HIPAA offers other protections, three of which prohibit covered entities from:
- Selling PHI for profit without permission and authorization to do so
- Disclosing or using the genetic information of an individual for purposes of underwriting
- Disclosing or using an individual's psychotherapy notes.
Generally speaking, individuals have the right under HIPAA to have their PHI amended when the PHI is part of a designated record set. They also typically have the right to know who has seen their PHI.
At THE CYA LAW FIRM, PLLC, our HIPAA compliance attorney in Florida can help clients maintain HIPAA compliance.
Examples of How Covered Entities Can Comply with HIPAA's Privacy Rule
- Appoint a privacy officer and contact person to receive complaints
- Develop consent, notice, and authorization forms for patients
- Create privacy policies and procedures
- Draft comprehensive agreements with each and every business associate
- Train staff on privacy issues
Covered Entity Obligations and the HIPAA Security Rule
The HIPAA security rule requires two things:
- Covered entities must perform a risk analysis to determine whether risks exist to electronic PHI; and
- If risks exist, covered entities must address them accordingly.
Covered entities must implement certain measures to become compliant or maintain compliance under the security rule and to protect patient data. These measures involve the implementation of administrative procedures, safeguards, and technical security services.
With regard to security, there is also what's known as the Breach Notification Rule under HIPAA. This rule requires HIPAA-covered entities and their business associates to notify patients and relevant parties when or if there is a breach of unsecured protected health information. Breaches must be reported within 60 calendar days.
Common HIPAA Violations in Florida
Covered entities may inadvertently, or purposefully, fail to comply with HIPAA. Eight of the most common HIPAA violations are briefly described below.
1. Unauthorized Access to Healthcare Records
Healthcare professionals are only allowed to access the PHI of patients for certain reasons. When they use their position, without authorization or proper reason, to access the healthcare records of patients, they have committed a HIPAA violation. Healthcare professionals have been accused of accessing the PHI of family members, friends, and celebrities without authorization under HIPAA.
2. Denial of Patient's Right to Access
The ability to access medical and health records is one of the most basic rights established by HIPAA. When a provider denies patients access, they run the risk of being held liable for a violation within 30 days.
3. Lack of HIPAA-Compliant Agreement with Business Associate
Business associates, although not considered to be covered entities, must comply with certain parts of HIPAA. When a covered entity fails to enter into a HIPAA-compliant agreement with all business associates, they may be in violation of HIPAA.
4. Unauthorized Disclosure of PHI
HIPAA authorizes the release of PHI under certain circumstances. When a covered entity discloses PHI in violation of HIPAA, they may be held liable for this violation and fined a penalty.
5. Improper Disposal of PHI
HIPAA mandates that PHI be disposed of at certain times and in certain ways. Failure to follow these rules can lead to financial penalties.
6. Insufficient Access Controls
Under HIPAA there must be access measures in place for electronic PHI. Failure to implement such measures, or failure to follow through once they are implemented, can lead to a HIPAA violation.
Employees should also keep their computers locked when they are not using them. Otherwise, an employee may leave their unlocked computer unattended, and another person may use it to access unauthorized PHI.
7. Failure to Implement a Risk Management Process
Covered entities should have a risk management process in place to prevent HIPAA violations before they occur. Such processes can prevent hackers and other unauthorized parties from accessing PHI.
8. Failure to Notify Parties of Breach
When unsecured protected health information is impermissibly used or disclosed – in other words, breached – and the privacy and security of that protected health information is compromised, patients must be notified. Failure to do so is a HIPAA violation.
Consequences of HIPAA Violations in Florida
There are penalties in place for any entity that violates the provisions of HIPAA, and they can be severe. Civil penalties are typically imposed on entities that violate HIPAA but do so without malicious intent. Criminal penalties are generally imposed when an entity has knowledge that they are engaging in an activity or action that violates HIPAA.
Civil or financial penalties can range from $100 to $250,000. Criminal penalties may also include time in prison. For entities facing a potential charge for a HIPAA violation, it is best to speak with our HIPAA compliance attorney in Florida.
Defenses to HIPAA Violations
Not all HIPAA violations are indefensible. You may have a defense that can negate liability or culpability. The following are some of the most commonly used defenses to HIPAA violations.
Consent
When a covered entity has been accused of a HIPAA violation, the ability to show that the required authorization was obtained is a viable defense. In other words, when a healthcare provider allegedly releases a patient's PHI to an unauthorized party, they may not be in violation of HIPAA if they can show that the patient gave their consent to the release.
Unintentional Breach
Unintentional breaches can and do occur. As long as the breach was within the scope of the provider's authority and they do not disclose the PHI, a defense is available. For example, if a hospital employee thought they were supposed to access a certain patient's medical records but later learns it was the wrong patient, the employee might have a defense. In other words, if they were acting in the course of their duties and did not further disclose the PHI, they are not liable for a breach.
This is in stark contrast to situations where employees intentionally access unauthorized personal health information or, when obtaining the PHI via an unintentional breach, they unlawfully disclose that same information.
PHI Cannot Be Retained
If the party that disclosed the PHI does not believe that the entity receiving the PHI has the ability to retain it, then they have a defense to a HIPAA violation allegation.
An example would be a situation where a runner for a healthcare facility delivers sealed medical billing information to a vendor they believe is a business associate, yet subsequently the run discovers they delivered the medical billing information to the wrong vendor.
As long as the medical records were able to be reclaimed before they were unsealed, the healthcare provider can, in good faith, claim as a defense that the PHI was not able to be retained by the party that had possession.
Disclosure to Authorized Party
If a disclosure occurred, but it was between two parties that were both authorized to access the PHI, then they have a solid defense against any claims of HIPAA violations. For example, if the office manager in a dentist's office provides medical records of a patient to the wrong hygienist, and the mistake is corrected quickly and no other unauthorized breach occurs, they should have a defense against any HIPAA violation claims.
Low Probability of Compromise
When the HIPAA violation refers to a failure to notify parties of possible PHI breaches, the covered entity can be held liable. Liability can be avoided if the covered entity can show that there was a low probability the PHI was compromised.
Why Hire Our HIPAA Attorney in Florida
In an increasingly digital and interconnected world, safeguarding sensitive patient information is paramount for healthcare providers and all HIPAA covered entities. The Health Insurance Portability and Accountability Act establishes strict standards for the privacy and security of patient data. To navigate this complex regulatory landscape effectively, you should retain the legal services of our HIPAA compliance attorney in Florida.
- We offer in-depth knowledge of HIPAA regulations. HIPAA is a multifaceted law with various rules and regulations, including the Privacy Rule, Security Rule, and Breach Notification Rule. Our HIPAA healthcare attorney possesses in-depth knowledge of these regulations, ensuring your organization remains in compliance at all times.
- We offer customized compliance programs. One size does not fit all when it comes to HIPAA compliance. Our HIPAA attorney tailors compliance programs to meet your specific needs, taking into account the size of your organization, the nature of your operations, and potential risk factors.
- We perform risk assessment and mitigation. Identifying potential risks and vulnerabilities in your healthcare organization's data security is crucial. We will conduct a comprehensive risk assessment, helping you understand potential threats and develop effective mitigation strategies.
- We offer ongoing training and education. HIPAA compliance is not a one-time effort; it requires continuous monitoring and education. We can provide ongoing training to your staff, ensuring they remain aware of the latest regulations and best practices.
- We respond to breaches and audits. In the unfortunate event of a data breach or a HIPAA audit, we can help. We will guide you through the response process, help you minimize liabilities, and represent your interests effectively.
- We draft, review, and assess vendor and business associate agreements. Healthcare providers often work with vendors and business associates who handle patient data. Our HIPAA attorney ensures third parties comply with HIPAA regulations via relevant contracts and agreements.
- We provide legal expertise during investigations. If your organization faces a HIPAA investigation, the guidance of an attorney with experience in healthcare law can be the difference between a successful defense and costly penalties.
- We help clients protect patient rights. Our HIPAA compliance attorney is dedicated to upholding patient rights and privacy. We work to ensure that your organization's practices align with HIPAA's commitment to safeguarding patient information.
What our services amount to is this: peace of mind. By building a relationship with our HIPAA attorney, you can focus on providing quality healthcare services to your patients while knowing that your compliance efforts are successful. In the long run, this also amounts to cost-savings. At first, hiring our HIPAA compliance attorney may seem like an additional expense, but it can lead to significant savings by preventing legal disputes resulting from non-compliance and avoiding subsequent penalties and fines.
Contact a Health Care Attorney in Port Saint Lucie Today
At THE CYA LAW FIRM, PLLC, we are committed to patient privacy and enjoy helping our clients maintain HIPAA compliance. Through our services, we believe you can both protect your patients' sensitive information and also safeguard your organization's reputation and financial well-being.
Don't wait until a breach or audit occurs; take proactive steps to secure your healthcare practice with the guidance of our HIPAA healthcare attorney in Florida. Contact us today by filling out the online form or calling us at 772-494-0312 to schedule a Consultation.