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HIPAA Compliance

Medtask LLC
HIPAA Compliance Statement
Updated: September 2009

 

Under the HIPAA privacy rules Medtask LLC is considered a Business Associate.
It is our policy to comply with the rules and regulations of the Health Insurance Portability and Accountability Act of 1996 (HIPAA). Through our Service Agreement and a Business Associate Agreement (BAA) with the Covered Entity, we give contractual guarantees that we will use Protected Health Information (PHI) that we are granted access to only for the purposes for which we have been contracted. We will safeguard the information from misuse, and will help the Covered Entity comply with their obligations under the HIPAA rules.

We have taken the necessary steps to assure Medtask is compliant as follows:

Accounting of disclosures and audit trail issues:
We are appointed by and contracted to the Covered Entity to assist in the payment process and are considered part of the treatment, payment, or health care operations (TPO). A Covered Entity is not required by HIPAA regulation to keep an accounting of anyone within their own organization who has received (or had access to) medical information. The accounting provision only covers "disclosures," which are defined as the sharing of health information with someone outside of an organization that is not a part of the TPO. See Section 164.528(a) (right to accounting of disclosures) and Section 164.501 (definition of "disclosure"). The regulation specifically states that a Covered Entity does not have to keep an accounting of information disclosed to someone outside of the organization for the purposes of treatment, payment, or health care operations. See Section 164.528(a)(1)(i). The result of these exclusions are that a Covered Entity is required to account for only a narrow category of disclosures that primarily are not related to health care, such as those made to law enforcement personnel or pursuant to a request for documents in a lawsuit.

Data is protected from unauthorized viewing/usage:
Medtask access is restricted via username and password to only those employees that have a need to know. Servers and data storage units are in a secured computer room with limited access. Data is received and forwarded via automated, electronic processes where no direct human intervention is required. Access or viewing of PHI is only allowed when required to provide further support to the Covered Entity. Archive and backup tapes are stored in a secured location in a fireproof safe.

Proper disposal of data:At the end of a Covered Entity’s contract with Medtask their data is deleted from the Medtask computer systems. No printed reports or paper copies are ever retained in our facility. If reports are ever printed to further support the Covered Entity, they are shredded immediately upon completion of the task that required the paper output.

Privacy and Security Rule(s):
To protect the privacy and security of the PHI we have implemented the following processes:

  • Covered Entities must execute a Service Agreement and BAA to subscribe to our service
  • All employees, contractors, sub-contractors, agents and representatives are required to sign an agreement to abide by the HIPAA Privacy Act and a Confidentiality & Non-Disclosure agreement
  • Support for 128 bit encryption for all reports
  • E-mail address verification
  • Restricted access to PHI on a need to know basis (via passwords and company policy)
  • Restricted access to the Computer Room
  • Restricted outside access to all servers and production workstations
  • Automated data backups
  • Data backups stored in secured safe
  • HIPAA and Security awareness training for all employees, contractors, sub-contractors, agents and representatives is mandatory
  • Employee termination security procedures in place

HIPAA Transaction and Code Set Rule

  • HIPAA compliant EDI transactions are used when applicable
  • HIPAA compliant Code Sets are used when applicable

Medtask is committed to full and complete compliance with all HIPAA rules and regulations. As necessary, we will adjust our policies to adhere to our clients' needs and to adjust to any changes in the HIPAA rules. If you have any questions concerning our HIPAA compliance policies, please contact Glen Zwart at gzwart@medtask.com.

 

Glen Zwart
President & CEO
Medtask LLC
720-344-1110 x101