Server Security: Protect Your Practice from HIPAA's Wrath

Table of Contents

The Illusion of Security
Anatomy of a Non-Compliant Website
The Dangers of Non-Compliance
PracticeBeat: Your Partner in HIPAA Compliance
Frequently Asked Questions

Everyone in the healthcare field is familiar with HIPAA—it is the law that protects patients' personal health information (PHI) from being exposed. The sensitive nature of patient information makes it a prime target for cyber-attacks, with breaches potentially leading to identity theft, financial loss, and violation of patient privacy, not to mention hefty fines and legal penalties for the institutions involved.

While healthcare organizations take strict measures to secure their physical premises and electronic health records, one often overlooked area is the security of their website and contact forms.

In today's digital age, websites have become a crucial tool for patient communication and engagement. However, not all websites are created equal when it comes to HIPAA compliance. In fact, many healthcare organizations are unknowingly putting themselves at risk by using unsecured contact forms on their websites.

Let's take a closer look at why this is an issue and what steps you can take to ensure your website and contact forms comply with HIPAA regulations.

The Illusion Of Security

Most practices operate under the illusion that their website is secure simply because it appears modern and functions smoothly. They often believe that the popular platforms they used to build their sites inherently provide the security needed for handling sensitive patient information. Unfortunately, though these platforms may be able to produce beautiful websites, they are not specifically designed with healthcare practices and HIPAA compliance in mind. When beauty is prioritized over function, crucial security features are often overlooked.

Unsecured contact forms present significant risks, as they often require patients to submit personal identifiable information (PII), including names, addresses, phone numbers, and even medical details. When these forms transmit data via unencrypted email servers, any information sent can be intercepted by cybercriminals, leading to data breaches.

To comply with HIPAA regulations, practices must ensure that patient information is protected at all times—whether in transit, at rest, or in use.

Data In Transit

Data in transit describes data being transmitted over networks, such as emails, messages sent through contact forms, or data exchanges between servers. To secure data in transit, HIPAA mandates encryption to render the information unreadable to unauthorized parties during transmission. Utilizing secure protocols like HTTPS, SSL/TLS, and encrypted email services ensures that patient data is protected from interception or tampering while moving between different points.

Data At Rest

Data at rest is information that is stored and not actively being used, such as data residing in databases, backups, or storage devices. Protecting data at rest involves encrypting stored data, implementing robust access controls, and maintaining secure storage environments. Regular audits, data access logs, and intrusion detection systems are also critical in monitoring and defending against unauthorized access to sensitive information.

Data In Use

Data in use refers to active data that is currently being accessed, processed, or modified by an application or user. Protecting data in use involves implementing access controls, authentication measures, and encryption to prevent unauthorized access. Practices must ensure that only authorized personnel can view or manipulate sensitive information and that they have received proper training on how to handle PHI/PII securely.

Anatomy Of A Non-Compliant Website

Identifying whether or not your practice's website is HIPAA-compliant isn't always straightforward, as the requirements are often complex and technical. However, there are some red flags that you should look out for to determine if your website may be at risk of non-compliance:

"Not Secure" Warning

If your website does not have an SSL certificate, visitors will see a "Not Secure" warning in their browser's address bar.

An SSL (Secure Sockets Layer) certificate is a digital certificate that authenticates the identity of a website and enables an encrypted connection. Essentially, it establishes a secure link between a web server and a browser, ensuring that all data passed between the two remains private and integral.

SSL certificates are pivotal in safeguarding sensitive information from being intercepted by malicious actors. Websites with SSL certificates display "HTTPS" (HyperText Transfer Protocol Secure) in their URLs, along with a padlock icon in the address bar, signaling to visitors that their connection is secure. 

No Regular Security Audits

HIPAA requires that practices regularly assess and update their security protocols to ensure compliance. Websites should be regularly audited for any potential vulnerabilities, and security measures should be continuously reviewed and updated to meet the ever-evolving threats in the digital landscape.

Unsecure Email Communications

Even if your website is secure, using unencrypted email systems to communicate with patients can still put you at risk of non-compliance. HIPAA requires that all electronic communication containing PHI/PII is sent via encrypted channels to protect the information from unauthorized access. This includes email communications with patients, referrals, and other healthcare providers.

Anatomy Of A Non-Compliant Contact Form

Many website builders offer pre-made contact forms that may not be HIPAA-compliant.  Here are some common issues to be aware of:

HIPAA requires healthcare organizations to enter into Business Associate Agreements (BAAs) with any third-party vendors or service providers who have access to PHI/PII. This includes website hosting companies, email service providers, and web developers who may have access to sensitive information through unsecured contact forms. Without a BAA in place, practices are at risk of potential data breaches.

The importance of a BAA cannot be overstated. As previously mentioned, very few website builders were created with healthcare practices in mind, meaning that most do not offer BAAs as part of their services. It is the responsibility of the practice to ensure that they have entered into a BAA with any third-party vendor who has access to PHI/PII.

If you do not currently have BAAs with your third-party vendors, or if your third-party vendors do not offer BAAs, you must address this immediately.

Lack of Encryption

As mentioned earlier, encryption is crucial in protecting data in transit. Many website builders use forms that are not encrypted, meaning any information submitted through them is vulnerable to interception. Many of these forms require patients to submit sensitive information like their full name, email address, phone number, and even medical details, making them a prime target for cybercriminals.

Additionally, if your patients' contact form submissions are sent to your practice via email, it's essential to ensure that the email service provider is HIPAA-compliant and has encryption protocols in place. Otherwise, the information is still at risk of being intercepted.

Inadequate Data Storage Protocols

If your contact form submissions are stored on a website builder's server, they may not be adequately secured. HIPAA requires practices to have strict controls in place for how patient data is stored, accessed, and disposed of. Without proper protocols in place for data storage, practices risk non-compliance and potential data breaches.

Failure to Inform Patients on Security Measures

HIPAA also requires practices to inform patients about how their information will be protected and used. This includes contact form submissions, where patients are asked to provide personal information. Practices must include a HIPAA-compliant privacy policy on their website that outlines the security measures in place for handling patient data.

Imagine it this way: if your patients were sending you appointment request forms full of personal, sensitive PHI to your practice via fax, but your fax machine was in the middle of the waiting room, and the forms were left sitting there for a few hours while your receptionist was at lunch, would you consider that a secure way of handling their information? The same principle applies to unencrypted contact forms and email communications.

The Dangers Of Non-Compliance

Imagine you're a receptionist, and you're checking your email for new patient inquiries. Every time a potential patient fills out the contact form on your website, the information is sent to your inbox. However, either the form itself, your website, or your email service provider is not HIPAA-compliant, and the data being transmitted is not encrypted.

As you're scrolling through your inbox, you see an unread email from a patient with a PDF attachment. You open the document, thinking it might be new patient paperwork. What you don't know is that this PDF contains a keylogger virus, which records your keystrokes and sends them to the hacker. The next time you log in, the logger records your login credentials, gives hackers access to your account, and the hackers then access the sensitive patient information in your inbox.

This scenario is just one example of how non-compliance can lead to data breaches and jeopardize the security and privacy of your patients' information. In addition to being a violation of HIPAA regulations, these breaches can result in severe penalties. HIPAA violations are categorized into four tiers based on the level of culpability, and each tier carries specific fines.

In addition to financial penalties, organizations found to be in violation of HIPAA regulations may face legal action from the Office for Civil Rights or be subject to lawsuits from affected patients. Legal consequences can extend beyond financial reparations, requiring corrective actions like mandatory compliance training, stricter data protection measures, and extensive reporting to regulatory bodies.

However, the repercussions of a HIPAA violation extend far beyond monetary fines and legal ramifications. A breach can severely damage a practice’s reputation, causing a lack of trust among current and potential patients. Once trust is compromised, patients may seek care elsewhere, leading to a loss of business and a tarnished public image that can be difficult to repair. Furthermore, public disclosures of violations, like on the Office for Civil Rights' Wall of Shame, often attract negative attention from the media, further damaging a practice's reputation.

PracticeBeat: Your Partner In HIPAA Compliance

Treatspace's all-in-one PracticeBeat platform was specifically designed with healthcare practices in mind. From helping practices rank higher on Google to ensuring that patient data is secure, our PracticeBeat team is committed to helping practices thrive while remaining compliant with HIPAA regulations.

With PracticeBeat, you can rest assured that:

1. Your Website Will Be Secure: Our platform employs robust encryption and regular security audits to protect sensitive patient information and ensure compliance with HIPAA regulations.
2. Your Patients' Data Will Be Safe: Our secure contact forms and end-to-end encryption prevent data breaches and protect the privacy of your patients' information.
3. You'll Have Access To Expertise: Our team is always available to help you navigate HIPAA compliance and stay up-to-date on any changes or updates.
4. You'll Be Covered By a BAA: Our BAA assures that any patient information we may obtain will only be used to provide services and support and that we will safeguard that information.
5. You'll Have Peace of Mind: With PracticeBeat, you can focus on providing exceptional patient care, knowing that your website meets the highest standards of security.

Don't leave your practice vulnerable to data breaches and HIPAA violations. Protect your patients' data, maintain the trust of your community, and avoid potential legal and financial repercussions by partnering with PracticeBeat today. Contact us for more information on how we can help your practice thrive in the digital world.

Let PracticeBeat begin by preparing a detailed assessment of the top performers in your market and specialty. We will show how you perform, share insights into your performance, and tell you how to outperform your competitors. Sign up for a free assessment and demo today, or visit our website to learn more.

Frequently Asked Questions

1. What should be on my HIPAA compliance website checklist?

To check if your website is HIPAA compliant, verify that SSL certificates are active, web forms are encrypted, and data storage methods are secure. Access controls should limit data visibility, while regular security audits should be conducted to identify vulnerabilities. Further, your site should have a privacy policy detailing how patient information is protected and used, and you should establish a Business Associate Agreement (BAA) with any third-party vendors handling patient data.

A HIPAA-compliant website builder, like PracticeBeat, can help maintain these standards effortlessly with regular security audits, end-to-end encryption for web forms and data storage, and a BAA.

2. What are HIPAA-compliant web forms?

HIPAA-compliant web forms are specifically designed to protect patient information during data collection and transmission. These forms use end-to-end encryption to ensure that data is secure from the moment it is entered by the patient until it reaches the healthcare provider. In other words, if your web forms send unencrypted submissions to an unsecured email account, they are not HIPAA-compliant.

3. Is WordPress HIPAA-compliant?

WordPress itself is not inherently HIPAA compliant, as it was designed for general website development and not specifically for healthcare. It is important to implement end-to-end encryption for web forms and data storage, regularly conduct security audits, and establish a BAA.

Alternatively, using a HIPAA-compliant website platform like PracticeBeat ensures that these measures are already in place for your website without any extra effort or expense.

4. Is GoDaddy HIPAA compliant?

Medical Practice websites can only be HIPAA compliant if a practice has the correct security in place with a signed BAA. However, even with these measures in place, GoDaddy's website notes that your practice is still ultimately responsible for ensuring HIPAA compliance.

Partnering with PracticeBeat can provide added assurance and support for maintaining compliance. 

5. How do I choose a HIPAA-compliant website platform?

When selecting a website platform for your healthcare practice, it is crucial to ensure that they offer end-to-end encryption for web forms and data storage, conduct regular security audits, and are willing to establish a BAA. It is also important to consider the level of support and expertise the platform offers in terms of remaining compliant with HIPAA regulations. PracticeBeat checks all these boxes and more, making it an ideal choice for any healthcare practice looking to maintain HIPAA compliance while growing its online presence.

Keep your patients' information safe, protect your practice's reputation, and stay ahead of changing HIPAA regulations with PracticeBeat as your trusted partner. Contact us today to learn more about our services and how we can help your practice succeed in the digital world.