How Data Backup Services Can Aid Your Medical Office to Stay HIPAA Compliant
Data backup services can greatly assist your medical office to stay compliant with the new HIPAA regulations. We don’t have to tell you about the importance of proper documentation of every step of your medical office processes. In addition, all key employees have to be properly trained and educated in the HIPAA rules and regulations.
But think about the following scenario; the lights go out and so do all your computer systems. You knew it was going to rain today, but you had no idea that a thunder storm would zonk out all your systems. Many important documentation files are gone forever. Will HIPAA understand? Will a patient’s lawyer go just a little easier on you? The risks are high, and could spell ruin for your entire medical practice. That’s where remote server services and data backup services come into play.
Common Features of Remote Server Services
Compression of Data – Your data will be compressed, using a special algorithm that minimizes the amount of bandwidth that is necessary.
Backup of Servers – A lot of medical offices not only a backup of their files but also a backup of their in-house servers. These include system state, Active Directory, SQL Server and MS Exchange.
Multiple File Versioning – Multiple versions of specific files are kept at various points. This allows for your organization to be able to set a restoration point in case of an emergency.
Bandwidth Usage – You will be able to select if you’d like to use more or less bandwidth. In addition, you can change this setting during different times of the day.
Data Encryption – Your files and data need to be properly encrypted before they are transferred across the Internet. In addition, they should also be stored and backed up in an encrypted state. Your organization will also have the option of using your own encryption key. Be aware that you should never send or receive encryption keys through the server.
Advantages of Using Data Backup Services
There are many advantages associated with using a remote server services or data backup services provider. One of the most important keys to using such service is that your data files will be stored off site, away from your medical office. This proves to be an advantage, especially in cases where a virus may hit your entire office and crashes all your important data.
Another advantage is that the automatic backup of your data does not require the intervention of any staff member or users. The data backup services provider automatically backs up all your files and data at a specific time period during the day or night. Usually, the backup is done at night or in the wee hours of the morning, when no one is in the office and using the computers. You also have the choice of having your files backed up automatically on a continuous basis. Be aware that continuous backup services are necessary for large medical practices, but that these also require more bandwidth and resources.
Another advantage to using these backup services and providers is that they can maintain a list of file versions. Some systems only back up data that has been changed, while others back up all files, regardless of changes or not. Also, most services use a 128 bit encryption process to send your data to their services, thereby adding more security to your data.
Costs Associated With Remote Server Services
The costs for using backup services will vary. Many factors will affect just how much it is going to cost for your medical office to use remote server services. One of the main factors includes the maximum number of file versions that are to be kept. Another factor is the total amount of files or data that is going to be retained. There are also other factors, such as the level of service and the available features.
In summary, your medical office cannot afford to ignore this subject or take things lightly. Remaining compliant with HIPAA is imperative, and having the proper data services can greatly assist your organization in avoiding the various pitfalls associated with running a medical practice in today’s world. In addition, your daily documentation requirements can be automatically backed up continuously, providing you a safety net incase increment, weather or other disaster strikes. You don’t have to risk legal trouble, just enlist the opportunity of a good data backup services or remote server services provider today.
