HIPAA and storage of files
Posted By: Tonya on 2006-10-24
In Reply to:
I have a client that has requested I store all their audio files and documents on my FTP indefinitely. They send a lot of work and after only a month, my FTP is starting to act up. It was never intended to be used as permanent storage. Also, I was under the impression that as an IC transcriptionist, I cannot legally store these files for any longer than about a month or two. I routinely clean out my computer whenever I receive payment.
Am I right about this? I had a HIPAA compliance book which I cannot find for the life of me right now. I would also like to offer them some suggestions for secure online storage if anybody has any.
Thanks as always guys. :)
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Most companies do no use their only files (HIPAA). They use files provided by other companies, serv
If you can get through the test files, then the sound quality on the actual company files is better. And, the dictation is never as bad as the test files, plus you have QA to help with hard blanks.
Storage
I had similar problem -- I went to Staples and bought an external hard drive with USB port and simply plugged into my computer - my computer just sees it as another drive. Cost about $60 to $80. I've been storing all my voice files on it. Safer than FTP and more convenient for me to look up.
storage
I know what you mean about them pestering you to locae missing files and the like. It seems to me like their storage problem should be their responsibility and not yours. Perhaps they need an office coordinator, someone more organized, who would keep track of these things. I wish you luck. Beyond moving on, unless they decide to become more organized, I don't see much hope for your end getting any better.
storage vs memory
I think you have a basic lack of understanding of the difference between these two. Storing information won't slow down your computer unless you are constantly accessing it & your disk is really fragmented, & even then the difference might not be noticeable. Speed has to do with memory & processor speed, & photos or files stored on your computer don't have anything to do with this. Otherwise why would hard drives be equipped to handle 250, 500, 1000 GB (or more) of information? Processor speeds and amount of RAM have not increased proportionately. It's the RAM & processor speed you should be thinking about, not how many photos or videos you have. Memory is easy to add. Go to crucial.com.
EHR is the digital storage of
In theory, it would allow any physician at any facility to have immediate access to a patient's entire medical record. In practice, not so much, at least so far.
I use a plastic storage bin and cut a section out for him to ...sm
get in and out. I do not use the lid. It has nice, high sides, room to turn around and I usually try to keep 3 inches of liter in it.
I have 2 other 'regular' size cats who use the standard liter boxes just fine but my big guy only uses his big, roomy custom box. I also replace it about every 5-6 months. I wish you and your kitty all the best!
Please let us know what the vet says.
I have 4 of those machines sitting in my storage....sm
I'm sure I have that info. I will check tonight when through working and will email you.
This is free SOFTWARE, not STORAGE.
There is a difference.
Yep, it was me. Storage tubs are great for so many things!!!
Glad to hear another big boy is happy!
need online file storage location
We transfer our files back and forth via email and very frequently the clinic is "missing completed" files which we have sent them. This is beginning to take up way too much time to look up and resend.
I need an online storage site where us transcriptionists (3) can send a copy of finished work and also the clinic receptionsist can also access to look for "missing files." (Preferably free or low priced) Any ideas?? Thanks. Free
I just pulled mine back out of storage - LOVE THEM!! nm
.
I use Gmail, which has a huge storage capacity and search function (sm)
Which is why I like it. I don't have the emails stored on my computer, just on my Gmail. Free and I haven't even scratched the surface of my storage space yet. Of course the actual files are saved on my work computer. I have a monster of a work computer, so storage would not be an issue. I have two other computers for family use. Nobody else in this house even BREATHES near my work computer. Ha ha!
Nothing is ever sent just in an email. I zip everything up using WinZip, with password, and then attach it... For HIPPA compliance.
I do send one email a day unless I am asked to do STAT work and get it back right away, in which case separate emails are used.
Filezilla is the software used to transfer files to an FTP server where the files "reside".
.
Converting voice files to digital files
I have a Voice Solutions dictation system that will happily convert DS4000 voice files to digital when they are downloaded (wave files). However, it will not recognize any other files for conversion. I had a physician download .WAM files from his DS-30 and my dictation system would not convert it. Anyone have any suggestions? I would greatly appreciate any input.
Thanks!!!
Did you save files in .rtf format? The files need to be
as a Word document or it won't count them. Could be the problem.
That is against HIPAA
x
What about HIPAA?
 Our hospital is adamant about no accounts going offshore. Not only because of quality, but also privacy, lawsuits, etc. ESPECIALLY after what happened a couple years ago between UCSF Hospital and sub-sub-contractor in India. (MT there who got gypped in pay held accounts for "ransom".)
HIPAA
Some in the office I work in said there are HIPAA rules that apply to transcription, such as font size, etc. Does anyone know about this and where I can get more information.
Thanks
HIPAA and cc - what to do? sm
If doctor wants carbon copy sent, I'm told it's a violation of HIPAA rules. Please tell me where I can find this on the Internet. Thanks.
Why would that be against HIPAA?
I have to save my files at least through the invoice period anyway. Why would it be against HIPAA to run them through IT?
I'm not the OP, but yes, there is a HIPAA (sm)
violation if you keep copies of patient reports on your hard disks in a form where the patient is identifiable.
What I do to make my normals and IT glossaries is cut/paste a copy of the body of each report, with no info to identify the patient, into wordpad and save under the dictator's name (such as jones hysterectomy, smith HP, etc).
HIPAA
There is nothing in HIPAA that says this information cannot be in the record. What it says is that IF you need to de-identify the information for any reason, all of those things must be removed. Probably not the best policy to have but not a HIPAA violation.
HIPAA
I was recently hired as an employee at a doctors office and we have been discussing taking my MT work home. It is all on hard copy except for occasional e-mails I need to send to the office to download. What do I need to be doing to comply with HIPAA?
HIPAA req.
I use encrypted e-mail through CryptoHeaven, cryptoheaven.com. They have a bunch of different packages and well priced. All work must be kept confidential and protected as much as possible (lock box for saved work on CDs). I keep all patient lists only to type and then they are shredded. Make sure if you are faxing pt lists back and forth, you are using a front fax cover sheet with a statement on it regarding confidentiality, etc. (your doctor's office probably uses this when sending stuff from their office). I also have the ability to lock my office when there are parties, etc. at the house just to be on the safe side.
It's HIPAA............nm
nm
I don't know about HIPAA.... sm
But I wonder why they were asking you all those questions? The only thing I remember when enrolling my son was making sure his shots were up to date. Of course, we are talking a long time ago!
I don't understand why a kindergarten would need such a thorough medical history on their students. HIPAA or not, it sounds like invasion of privacy to me.
It's HIPAA
It's HIPAA, not HIPPA, and the provisions are only enforceable within the US.
There are free HIPAA courses online; you don't have to become certified, just become familiar with it so your work area, computer, etc. are compliant. Should be mandatory learning for all MTs.
it's HIPAA, not HIPPA. nm
x
HIPAA Compliance ?
Does anyone have any knowledge about a US MT typing from home and any HIPAA compliance violations if this MT also types from a 2nd residence in a different state for part of the year?
HIPAA response
HIPAA has more to do with the confidentiality of a patient's information. It has nothing to do with what residence you transcribe from, as long as you maintain the confidentiality of the patient's information. The company you work for may have some sort of requirement that you notify them if you'll be working from a location other than the location that they have on record for you.
Is it HIPAA compliant?
That certainly does sound like a great solution! You are right, I would probably want them to zip their files anyway since I have only dial-up available to me at home and would need it at a CG if I ever get to that point in my life.
Thank you for your feedback. It is sincerely appreciated.
HIPAA rules
A lot of the national transcription services have many accounts where the hospitals/docs still want the name of the patient in the body of the report and do not want "the patient" in the body of the report. So the facilities still respect what the doctors want.
It's HIPAA and you pronounce it hip-uh.
l
By the waq, it should be brEAch of HIPAA. nm
nm
HIPAA at the Hosptial
Was at the hospital yesterday for some radiology testing. To summon me from the waiting area (full of other patients), the person who does the registrations used my first and LAST NAME! Bleah!
Then, after I was registered and back in the waiting area, another patient entered, sat beside me, and said "So, you're here for the same thing I am--I heard you mention it when you were being registered. I was in the next cubicle."
Shortly after this a different hospital employee summoned another patient from the waiting area using first AND LAST NAME! EEEK!
What on Earth ever happened to the HIPAA regulations? HIPAA applies to the hospital setting, right?
Any suggestions?
HIPAA is a joke
as long as these private records continue to travel overseas beyond the reach of the long arm of U.S. courts and law enforcement.
It's not a HIPAA violation for sure. Can you
have the account use digital recorders that are uploaded to your FTP site? Bypass the TASP entirely. Or if you are the only transcriptionist, you can use Bytescribe's E-shuttle. Check it out at bytescribe.com
Ack, misspelled HIPAA!
I really do know how to spell HIPAA correctly, except when I'm being an airhead, sheesh!
HIPAA and Outsourcing
How can outsourcing to an offshore company, where a patient's sensitive personal and medical information is concerned, be HIPAA complient? Shouldn't we as patients have the right to know if our medical info and personal data are being sent via the Internet to a foreign country? Shouldn't we as patients be asked to sign a release/agreement to such a practice, notifiying us of this? I have never asked my doctor/hospital if they outsourced to offshore companies...but I will now. Wonder if I'll get a truthful answer.
According to HIPAA, SS# are not to be on reports.
p
SSN is not a HIPAA issue here
HIPAA, health information, SSN is not health information, no way relates. SSN would be a schools way to verify date of birth and U.S. citizenship.
The joys of HIPAA
Or you could just activate a password-protected screen saver on the machine any time you needed to take a BR break and there was anyone with a 5-county radius of wherever your machine was. Even the hospitals do that. I have to laugh at HIPAA sometimes. They're so worried someone might find out someone else has hemorrhoids, when most of the violations actually prosecuted that I've seen have involved hospital employees who had a legitimate right to see the patient demographics but used their position to perpetrate identity theft. Hey, if somebody is dying of cancer, they might be dead before anyone notices the unauthorized spending spree.
HIPAA is a joke
Sorry, but I edit reports for a large department in a major medical center that are all transcribed, you guessed it, overseas. Names, medical record numbers, Social Security numbers, etc., etc., are ALL included. Nobody truly follows HIPAA where I work. I even had to bring a shredder in from home to shred patient info sheets sent to me from the doctors' offices. Not only that, but patient letters WITH identifying information are e-mailed back and forth all the time without encryption. Until HIPAA is actually enforced by anybody, I'm afraid nothing will ever change.
HIPAA compliance
I am thinking about trying to get my own accounts and am trying to plan for all types of scenarios. For various reasons, I am not able to pick up and drop off tapes. Obviously, digital would be the best way to go. However, if a doctor absolutely wanted to use tapes, would it be a HIPAA violation to ship the tapes certified (requiring signature) via USPS or UPS? What about the completed reports? I had two physicians in the past who refused to go digital and I ended up having to stop working for them because it was becoming increasingly difficult to pick up and drop off tapes. What are your thoughts? TIA. 
A DB does not violate HIPAA
Contrary to what you may have heard, the HIPAA regulations of 2003 address the medical transcription field only in passing. There is no extended discussion of the transcription field. On reading the entire thing, the (few) mentions of medical transcription appear almost as after-thoughts.
What those regulations state concerning medical transcription is that the Transcriptionist (or the MTSO) must take reasonable care (their terminology) in safeguarding the confidentiality of the records.
This has been interpreted by the leaders in the medical transcription field to mean:
1) The MT's computer is safeguarded so that unauthorized persons don't have access to her files.
2) Any electronic communication of those records is done in a secure fashion.
Now, I am fully aware that some MTSOs do not allow the completed report to remain on the MTs computer. That is their right. But to hear them state that such is a requirement of HIPAA is wrong. It is not. It is a requirement of THEIR implementation of HIPAA, not a requirement of HIPAA.
For an MT to have a database of the patients she transcribes is completely within HIPAA. However, she must ensure that others do not have access to her computer / files. That is HIPAA.
Merrry Christmas,
Vann Joe
Why surprised? Have said all along HIPAA is a
x
Violating HIPAA?
You're not serious are you? There is no HIPAA violation at the eye doctor. When you go to the eye doctor everyone knows you have bad eyes. Do you wear glasses? Are you hiding the fact that you can't see? Please! It isn't like sitting in a doctors office when no one knows what is wrong with you. You're a joke! Get a life! You're the reason everything costs so darn much. The rest of us have to pay the docs insurance because of morons like you. I cannot even believe you would post such nonsense.
Everything you wanted to know about HIPAA
See link below, & especially important are the "HIPAA Regulations & Standards" links.
Happy reading.
This is HIPAA compliant? nm
nm
opps sorry, HIPAA
Sorry
HIPAA no-no today
I went to one of the many Quest Diagnostics labs today for routine labs. There was a clipboard, where everyone signed in. While it didn't matter to me based on the work we do, it did jump out at me. The lady who was working in the front was maybe also a phlebotomist (maybe they've had lay-offs, too?), but it just dawned on me that they didn't secure our names. I was about #10 on the list, so all the names above mine were right there. In fact, I thought I saw one of our State Reps. in there until he looked up, and I knew it wasn't him.
Anyone else notice this stuff? Just curious, that's all.
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