How to Keep Backup Data and Recovery HIPAA Compliant for Your MSP Business
Providing backup data and recovery is an essential service offered by an MSP business. As you may know, many hospitals and healthcare providers rely on managed service providers for the latest protection and creating data backups in case of an emergency. A few years ago, an additional HIPAA (Health Insurance Portability and Accountability Act) rule required all MSPs that provide services in the healthcare industry to be HIPAA compliant. Here are the five ways to ensure that your managed service provider company can remain HIPAA compliant:
1. Limited Access
Electronic health records are highly confidential and only need to be accessible to authorized viewers. Creating an identifiable user name that requires a password is a good way to keep track of who has access to these medical files. The use of a strong password is an excellent way to keep medical records safe and secure. Besides password protection, providing the latest security updates will help keep the data safe from any on-line hackers or security breaches.
The Internet is filled with a wide variety of viruses and malware that can cripple most businesses. As you may know, encryption plays a key role in protecting sensitive data backups. The use of encryption is vital while data is being stored in data centers and while it is being transferred through the utilization of the internet. The proper use of encryption makes it nearly impossible for hackers to penetrate and gain unauthorized access to medical records.
3. Physical Location of Data Backups
HIPAA laws require that the physical location of medical data backups must be in the continental United States. Storing electronic health files in a foreign country is illegal and can be very costly for an MSP business. Providing a certificate that proves the location of the backup data is an excellent way to increase client confidence and ensure that you are following all of the HIPAA regulations.
4. The Ability to Retrieve & Destroy Data
If your client cancels your service, will they be able to recover all of their data backups? What will happen to the data if you go out of business? These are all critical questions that need to be answered before you begin providing MSP services to companies in the healthcare industry. Under the law, covered entities are required to keep data safe and available at all times. Data must be recovered even if it is lost through a natural disaster, human error, or a technical issue. The inability to retrieve these personal health files can result in costly penalties for your business.
5. Log-in Records
HIPAA requires immediate action if any hackers attempt to gain access to health records illegally. The use of log-in monitoring can give a managed service provider a wealth of information. For example, tracking the number of login attempts and blocking users that repeatedly use the wrong password is an excellent way to prevent unauthorized users from accessing personal health records. The ability to provide audit logs on request enhances security while remaining transparent with the healthcare company.
Maintaining HIPAA compliance is critical for an MSP business like yours as you provide data backup and recovery services. The use of encryption, limited access, and the latest security updates will help your business maintain a productive relationship with healthcare facilities and hospitals. As you may know, HIPAA laws are continually changing, and it is important to stay up to date on the latest news and regulations in the medical world. With the use of the latest IT technology, your managed service business can provide the best data backup and recovery services while remaining in compliance with the most recent HIPAA laws.
Robert Naragon is the Founder and President of ITQue, Inc. (pronounced “i-teek”), an managed servcies company based in Campbell that provides IT Support in San Jose. ITQue provides a wide range to IT services to San Jose based companies. And ITQue provides IT consulting to help small and mid-sized businesses in San Jose increase productivity and profitability with customized, flexible hybrid cloud and IT outsourcing solutions. Prior to ITQue, he was the Founder and President of VistanetIT, Inc., also based in California, a Managed IT Service Provider to small and medium-sized businesses in San Jose and Campbell.