Question 1

What is HIPAA Compliant Messaging Software?

Accepted Answer

Health Insurance Portability and Accountability Act (HIPAA) compliant messaging software enables hospitals, health care organizations, and associated businesses to securely communicate with patients and share electronic protected health information (ePHI) with authorized users. HIPAA compliant messaging software helps medical practices and hospitals comply with HIPAA and other industry regulations, streamline staff communications, reduce patient no-shows, cut down on phone calls, and optimize their workflow. HIPAA compliant messaging solutions are modeled after similar instant messaging, email software, and texting applications that are familiar to consumers. The key features of this software include text-based messaging and securing messages in accordance with HIPAA regulations. 
 Many secure messaging solutions exist and have been utilized in the medical industry to communicate with patients. However, security does not necessarily guarantee regulation compliance. HIPAA compliant messaging solutions guarantee that regulations are met and provide health care professionals with an intuitive tool to seamlessly share information and communicate with patients. HIPAA compliant messaging software is similar to clinical communication and collaboration software when used internally between medical staff. However, the majority of HIPAA compliant messaging applications and tools are used between patients and health care teams to improve patients’ experiences with health care. HIPAA compliant messaging software ensures hospitals, practices, and health care providers do not compromise sensitive medical information. 
 What Types of HIPAA Compliant Messaging Software Exist? 
 While much discussion revolves around text-based HIPAA compliant messaging, vendors also offer solutions that encrypt and secure emails, video conferencing tools, chatbots, and help desk tools. 
 SMS or texting 
 HIPAA compliant text messaging providers add one more level of security and compliance to non-HIPAA compliant, secure text messaging solutions. 
 Email 
 HIPAA compliant email providers encrypt all outgoing emails to ensure the confidentiality of PHI. All HIPAA compliant email solutions support outbound emails and some support inbound replies as well. 
 Telemedicine 
 HIPAA guidelines mandate any system or method used for telemedicine or virtual consultations cannot be communicated via unsecured channels like Skype. Organizations and practitioners can utilize a vendor-specific HIPAA compliant video service or implement HIPAA compliant solutions that offer secure video or audio conferencing. 
 Help desk or chatbot 
 Chatbots can even be equipped to encrypt and ensure HIPAA compliance for health care organizations. Generally, HIPAA compliant chatbot software redirects communication from a messaging platform like Facebook Messenger or Twitter to a HIPAA compliant chat.

Question 2

What are the Common Features of HIPAA Compliant Messaging Software?

Accepted Answer

Standard HIPAA compliant messaging features include support for instant messaging and secure file transferring. Support for specific software integration, group messaging, message archiving, and message search can help buyers distinguish between different software offerings. The following are some core features within HIPAA compliant messaging software that can help health care professionals communicate with their patients while maintaining HIPAA compliance: 
 Two-way messaging: All HIPAA compliant messaging solutions support two-way instant messaging, both internally and externally. Instant messaging can happen via SMS texting, email, or chatbot. Two-way messaging reduces phone tag, missed calls, and voicemails. HIPAA compliant texting is a key component of HIPAA compliant messaging solutions. Text-based communication makes it easier for patients to communicate with their providers in real time. Some solutions allow providers to automate secure texting to streamline communication with their patients.  
 File sharing: HIPAA compliant messaging solutions allow for file sharing between provider and patient. This is particularly useful when a provider wants to send lab results or another type of document so the patient can see the document in full.  
 Centralized user administration: HIPAA compliant messaging solutions provide a central location for administrators to manage users. Authentication measurements ensure that messages are sent and received by the exact person that should have access to those messages. HIPAA compliant messaging solutions allow users to manage and access these settings to ensure no authorized users can compromise the security of the solutions. 
 Message encryption: HIPAA compliant messaging solutions must encrypt messages during message delivery transit. More comprehensive encryption functionality can include the encryption of an organization’s directory and redirect to a secure web portal and proprietary practice information. 
 Some HIPAA compliant messaging software contains additional features:  
 BYOD support: Many hospitals and medical practices support bring-your-own-device (BYOD) practices. HIPAA compliant messaging solutions can be loaded onto personal devices, ultimately saving a health care organization from spending too much money on expensive hardware and equipment. 
 Cloud storage app integration: HIPAA compliant messaging solutions that can integrate with cloud storage applications further simplify the sharing and filing of patient information between sender and recipient. 
 Electronic health record (EHR) integration: HIPAA compliant messaging solutions that integrate with EHRs or electronic medical records (EMRs) make it easier for health care organizations to access patient data records and sync patient data updates when necessary. 
 Message lifespan management: Beyond encrypting and securing text-based communication, HIPAA compliant messaging solutions must provide users with recall, lifespan, archiving, and remote deletion functionality. Another level of convenience that HIPAA compliance solutions provide is the ability to confirm that messages are delivered. 
 Other features of HIPAA compliant messaging software: Compound Capabilities, Point Solution Capabilities.

Question 3

What are the Benefits of HIPAA Compliant Messaging Software?

Accepted Answer

Health care organizations and institutions are subject to HIPAA compliance. HIPAA compliant messaging software enables hospitals and practices to improve their communication practices with patients. Medical professionals can leverage text messaging technology and combat data hacking and cybersecurity issues by sending encrypted emails with HIPAA compliant messaging software. These tools support workflow, cost efficiency, compliance, and overall security for any health care organization. 
 HIPAA compliant software provides medical professionals and staff a simple alternative to other clinical communication and collaboration solutions. Users implement HIPAA compliant software to communicate with each other in addition to communicating with patients. Text-based HIPAA compliant messaging software is especially helpful during emergencies, both internally and externally; texting significantly cuts down on the amount of time it takes to relay a clear message. Communication breakdowns are avoided, coordination is improved, readmissions and insurance verification are streamlined, and overall patient care is centralized when organizations use messaging solutions that are HIPAA compliant. 
 Reduction in phone tag: HIPAA compliant messaging solutions reduce the need for callbacks, voicemails, or misdirected messages. Additionally, HIPAA compliant messaging software provides users with delivery notifications, read receipts, and the ability to immediately archive or erase sensitive, shared patient information. 
 Increased efficiency and productivity: Multiple users can participate in the same discussion which streamlines care coordination and enhances productivity. Clinical notes, x-rays, and treatment schedules can be easily shared between staff and health care systems as easily as prescriptions and appointment reminders are shared with patients. 
 Increased security: HIPAA compliant messaging software is designed to help health care organizations and institutions adhere to the rules of protected health information (PHI), HIPAA, and other industry-specific regulations. By ensuring compliance, practitioners and medical professionals worry less about breaching and compromising the security of patient data.

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Best HIPAA Compliant Messaging Software - Page 9