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All about HIPAA Compliant Medical Transcription Services

Posted Oct 01 2012 7:14am

Maintaining the privacy and security of the personal information of patients is an important consideration in all healthcare organizations. With a view to protect patient identities, and safeguard their health information, the U.S. Congress in 1996 formulated and passed the Health Insurance Portability and Accountability Act (HIPAA).  Healthcare organizations and medical transcription outsourcing service providers have to provide services that are compliant with HIPAA norms. Most leading medical transcription service companies are aware of the importance of maintaining confidentiality of patient records and take all measures necessary to deliver effective HIPAA compliant medical transcription services.

Core Policies Implemented in HIPAA Compliant Transcription

The regulations of the HIPAA Act are applicable to all healthcare entities transferring medical records in electronic file formats and these include medical transcription companies, medical billing companies, and other healthcare service providing agencies. Keeping patient personal information and their healthcare reports without proper security would lead to unauthorized access, retrieval and manipulation of important data. Data breaches will negatively impact the healthcare organization and put it at the risk of heavy penalties. Organizations finding it challenging to maintain HIPAA compliance in-house can consider outsourcing medical transcription. However, this has to be to a completely reliable service provider to benefit from consistent HIPAA compliant medical transcription services. These firms take adequate measures to reduce the odds of important data getting into the hands of unauthorized users, and also ensure all transcription is done in strict compliance with the regulations of the HIPAA act.
To prevent unauthorized and illegal access of medical records, an experienced medical transcription company implements HIPAA-compliant workflow, security options and policies such as:

• A minimum of 128-bit encryption for all transferred files
• Password protected lockers
• Provides strong passwords to use the computers and start Windows
• Ensures that no important information leaves the transcription department
• Installation and regular updates of firewalls and antivirus software on all computers
• No home-based transcriptionists   
• Entire workforce trained and monitored on HIPAA privacy, security, and confidentiality
• Monthly back-ups of computer systems
• Ensures that no modifications or deletions can be done
• Every employee is searched when entering and leaving the premises
• Ensures that the external drives for using CD and floppy disks and USB ports are disabled to prevent unauthorized transferring of health reports and related documents
• Ensures password protection for FTP and email sites

Secured Transcription Solutions for all Medical Reports

Most medical transcription firms employ a panel of skilled professionals with excellent language skills and knowledge of specialty specific terminology to provide HIPAA compliant medical transcription services. With the support of innovative dictation tools, software utilities and advanced technology, they provide 99% accurate transcripts within the specified time limit.

Established Provider for Quality Solutions

Briefly, reliable transcription companies that offer HIPAA compliant medical transcription services ensure that all the required procedures and security policies are strictly followed before starting the transcription processes. Utilizing these professional services enable medical practices reorganize their documentation workflow and improve the efficiency and productivity of the practice.  So, healthcare practices planning to outsource their transcription jobs must necessarily select an established service provider. Such a provider along with quality transcription services can ensure benefits in terms of 100% HIPAA compliance, 24/7/365 customer support, no obligation free trial, fast turnaround time, and much more at affordable pricing with 30-40% cost savings.

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