How Secure and Confidential (HIPAA Complaint) Can Your Transcription Service Provider Be?

Outsourcing medical transcription is a feasible option for busy medical practices looking for accurate and timely transcripts. The most important consideration when you outsource your documentation is finding a service provider that adheres to HIPAA (Health Insurance Portability and Accountability Act) guidelines. You will have little cause for concern when you partner with a medical transcription company that ensures the safety of patient data. A HIPAA-compliant transcription service provider would have various measures in place to keep your precious data secure and confidential.

Importance of HIPAA Compliance

HIPAA compliance in transcription ensures confidentiality of patient information in accordance with law. Approved by the U.S Congress in 1996, the HIPAA Act was enforced to see that all electronically stored or orally maintained and transmitted PHI (Protected Health Information) remains secure and private. It safeguards patients from illegal dissemination or disclosure of their confidential medical information.

HIPAA compliance is crucial for all medical specialties and non-compliance could lead to serious problems. For instance, if you are an anesthetist, you need to ensure that your transcription is done securely and that all the patient information entrusted to you as part of your professional duties remains confidential. You would have to face legal issues, loss of reputation and compensation costs for unauthorized disclosure of patient information. The solution lies in finding HIPAA-compliant anesthesia medical transcription services. 

Features of HIPAA Medical Transcription Services

A responsible service provider would have the following strategies in place to ensure compliance:

• Purely in-House Transcription – The company would employ only in-house transcriptionists to handle the projects. They would refrain from using the services of sub-contractors or work-at-home transcriptionists.
  
  
• A Professionally Trained Team – They would have a capable, experienced and professional transcription team comprising transcriptionists, proofreaders, language editors and quality auditors who are educated on the need to protect and secure PHI. They would have obtained the necessary authorizations and signed confidentiality agreements. The company’s staff are searched at entry and exit points to ensure that no protected patient information leaves the premises. The staff is also given strict instructions on the disposal of the hard copies of patient information (shredding on site).

• Advanced and Secure Technology – A reliable anesthesiology transcription service provider would have advanced infrastructure, software and technology and ensure that it is maintained securely.

•  The computers as well as Windows operating system are provided with password protection
•   Servers have firewall protection
•  Password protection is provided for storage lockers
• Data backups, prepared on a monthly basis, are stored safely in a locked outbuilding
• A common 128bit encryption standard is kept up for all file transfers
• Quality anti-virus software is installed and updated at regular intervals

Choosing from Different Transcription Companies

Making the right choice of service provider would ensure that you get a company that provides highly secure and confidential medical transcription service.

Search engines and online directories will help you to get a list of established HIPAA compliant medical transcription companies. Before coming to any conclusions about these companies, peruse the reviews and testimonials of different service providers. Shortlist those companies which you think have a reasonable number of positive reviews. Contact them. In short, you should look for a company that delivers transcription with high accuracy, has HL7 interface, enables you to do online review, can meet urgent turnaround, offers a free trial and
cost-effective solutions.

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Created on Dec 31st 1969 18:00. Viewed 0 times.

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