Encryption is an extra layer of security that prevents stolen data from being used by hackers. Lost or stolen devices identified as a threat on your most recent risk analysis. The hipaa security rule requires covered entities to maintain reasonable and appropriate administrative, technical, and physical safeguards for protecting personal health information phi. All sensitive information, including protected health information phi should be stored on network servers. Mobile devices and protected health information phi mobile devices, including cell phones, tablets, and laptops, are increasingly ubiquitous in many work environments including healthcare organizations. To avoid costly hipaa privacy act fines for stolen computers and thumb drives, you might think enforcing a policy to encrypt all computer equipment leaving the office would suffice. Portable computing device security policy page 3 of 5 category a or category b data. Hipaa compliance remote wipe data breach protection. Fhn healthcare already encrypts all its laptop computers, although the investigation into the incident revealed that the stolen device had not been encrypted and was only protected with a password. Read the white house guidelines for opening up america again. The second breach happened after another unencrypted laptop with the phi of over 2,000 patients was stolen from an employees unlocked vehicle. Our hipaa security rule checklist explains what is hipaa it compliance, hipaa security compliance, hipaa software compliance, and hipaa data compliance.
Install antitheft software, such as norton antitheft, for laptops. Preventing laptop theft information security office. Hipaa data breaches and phi on stolen laptops norcal group. This protection of phi can begin with a risk analysis.
Ocrs breach database shows that a large number of the reported breaches stem from stolen or lost laptops, mobile devices, and portable media such as thumb drives. According to theft reports, many of those stolen laptops were the result of smashandgrab car breakins. Hipaa 12282006 1 of 6 introduction there have been a number of security incidents related to the use of laptops, other portable andor mobile devices and external hardware that store, contain or are used to access electronic protected health information ephi under the responsibility of a hipaa covered entity. Hipaa privacy violations include stolen office computers by hoala greevy founder ceo of paubox. Aug 24, 2016 in one breach, four laptops containing unencrypted phi were stolen from an administrative office. Policy to encrypt the device using fips 1402 encryption or policy that the device will not store phi. Unsecured phi on a lost flash drive results in a hipaa data breach. Ucpd warns that, it only takes 10 seconds for a thief to smash a window and grab a laptop. The hacker told the news site that he used an exploit in how the organizations utilize remote desktop protocol rdp, adding that it is a specific security flaw with precise. Laptop and mobile device theft awareness laptops and other portable devices such as tablets, smartphones, usb drives, cds, floppy disks, etc. My laptop was stolen from my vehicle, a police report has been filed. Sophos provides a number of tools that can help with your hipaa security compliance program. Install a program that tracks the location of a stolen computer.
The routine is familiar individuals receive notification by email of the breach, paired reassuringly with two free years of credit and identity monitoring. Keeping food and drink away from laptops in order to avoid accidental spills. When a device containing phi is lost or stolen, it only qualifies as a breach if. The data on the laptop were not encrypted and there was no password protection. Despite the hollywood spin of spies stealing laptops and leveraging firewire drives to. Even healthcare, a notoriously outdated industry, has begun adopting the use of mobile devices. Thieves also may have access to sensitive data and personal. Stolen laptop, stolen software why not shut it down. Aug 28, 2015 if you work in it and hipaa compliance you understand that laptop security is a leading threat in the rising number of hipaa breaches. While healthcare workers in the united states are bound by hipaa, outside the us, there are similar frameworks for pii and phi, such as the uk cyber essentials, canadas management of information technology security mits, and the australian signals directorate asd. Just pay attention to those an app needs your permission to update notifications, or turn auto updates on, and youll be able to keep up. Nov 16, 2017 in todays digital age, mobile devices such as cellphones, laptops, tablets and even smartwatches are commonplace in modern work environments. The hacker told the news site that he used an exploit in how the organizations utilize remote desktop protocol rdp, adding that it is a specific security flaw with.
Use of fips 1402 hipaacompliant encryption is identified in your compliance plan as a safeguard. Hipaa security compliance through culture and technology. If the pcd stored or may have stored phi, the theft. It seems that every day another hospital is in the news as the victim of a data breach.
Even though data security operates behind the scenes and out of patients hands, the security rule is important for. Laptops are to be used for authorized business purposes only. Always lock your computer when you leave your desk so that pii phi are not visible on the screen or accessible. Many methods to protect the data and to prevent theft have been developed, including alarms, laptop locks, and visual deterrents such as stickers or labels. Take time to evaluate your existing security and the likelihood of a security breach for the different areas of the business hint. Stolen laptops lead to important hipaa settlements hhs. May 12, 2014 this protection of phi can begin with a risk analysis. Rule safe harbor if you cant demonstrate that stolen devices were actually encrypted at the time. You must use the most recent operating system available for your mobile data device, and you must apply available security updates for any other software for example, applications in a regular and timely manner unless instructed otherwise by yale its.
State of new jersey the official web site for the state. The use of mobile devices in the workplace can be convenient and productive, but. Phi and laptop liability outsource receivables, inc. Laptop security policy dukes fuqua school of business.
All laptops used for university business must be encrypted, regardless of who owns the. January 22, 2015 the phi safety of some sunglo home health services patients could potentially be at risk after a laptop was stolen from the harlingen, texasbased facility the burglar broke. The laptops contained electronic protected health information or ephi, which is protected under hipaahitech. As a covered entity or business associate, you are required by federal law to ensure that ephi remains protected. Jun 07, 2017 stolen laptops lead to important hipaa settlements visit coronavirus. Lost or stolen laptops remain the largest source of breaches of health record security to this date. Hipaa privacy violations include stolen office computers. When your goal is to protect phi on laptops and mobile devices, keep in mind that. Hipaa settlements due to stolen unencrypted laptops.
Patient health information phi is individually identifiable health information created or received by a healthcare provider regarding the physical or mental health of any individual that is transmitted by electronic media, maintained in electronic media, or transmitted or maintained in any other form or medium. Preventing laptop theft every semester, uc berkeley police receive numerous reports of stolen laptops on the campus and university properties. Laptop and mobile device theft awareness information. And while the organization equipped the laptop with security tools and was passwordprotected, it failed to encrypt data stored on the hard drive. Phi security of 20k possibly affected from ri laptop theft. Victims of laptop theft can lose hardware, software, and essential data that has not been backed up. Many routine software updates are used to improve security, even among your seemingly inconsequential apps. West virginiabased coplin health systems is notifying 43,000 patients of a potential data breach due to the theft of a laptop from an employees car. Digging further into the data, the report also notes about half of stolen laptops 47% are taken from cars. Not only will it leave you unable to work until you find a replacement, but if the laptop has personal health information phi on it, you might have to report a breach under hipaa.
Nov 10, 2017 while healthcare workers in the united states are bound by hipaa, outside the us, there are similar frameworks for pii and phi, such as the uk cyber essentials, canadas management of information technology security mits, and the australian signals directorate asd. Securing phi on laptops and other portable devices health care. Your hipaa security officer should know how to execute the plan to. Compliance requirements health insurance portability and. We offer a complete range of nextgen enduser protection solutions. A loststolen device that has been locked with a pin or passcode is less likely to result in a phi breach, whereas a loststolen device that hasnt been setup to lock will almost certainly result in a oneway ticket to hipaafineland.
In one breach, four laptops containing unencrypted phi were stolen from an administrative office. Use up to date antivirus software and keep operating systems updated and patched with the latest security updates. The laptop was stolen from the care of an employee. To demonstrate that there is a low probability that a breach compromised phi. If the device contained phi, and you cannot document that the device. Here are five tips to follow to reduce your security risk and keep your sensitive data secure. Cornelia dorfschmid, a leading hipaa consultant, notes that these types of breaches underscore the importance of ongoing monitoring and continuing to perform baseline security evaluations for hipaa compliance. Considering the usability of mobile devices, their increased use is not surprising. In todays digital age, mobile devices such as cellphones, laptops, tablets and even smartwatches are commonplace in modern work environments. Hipaa settlements due to stolen unencrypted laptops healthcare. Jan 22, 2015 january 22, 2015 the phi safety of some sunglo home health services patients could potentially be at risk after a laptop was stolen from the harlingen, texasbased facility the burglar broke. Losing a laptop or having one stolen can be disastrous for any business.
How to protect and secure protected health information. Stolen laptop computers that contain patients medical information seem to be weekly. Never place pii phi in a standard recycling bin or trash can. The use of mobile devices in the workplace can be convenient and productive, but organizations should realize the risks.
Stolen fhn healthcare laptop contained the phi of 4,458. Lost or stolen devices result in more than twothirds of electronic protected health information ephi security breaches. Hipaa breaches of mobile devices continue to increase. When staying in a hotel, lock your laptop in the safe, lock it to something heavy or take it with you. If you work in it and hipaa compliance you understand that laptop security is a leading threat in the rising number of hipaa breaches. These violations were a result of significant risk to security of phi possessed by unencrypted laptops and other mobile devices. Secure mobile devices and data quickly, easily, and affordably with drivestrike. Stolen laptops lead to important hipaa settlements visit coronavirus. Top 5 hipaa compliant cloud storage and file sharing services. The truth is that, although a hack like anthems makes big news, most healthcare security breaches are the result of lost or stolen laptops. Privacy, security, and breach notification rules icn 909001 september 2018. Many of us watched the girl with the dragon tattoo and walked away concerned about our decision to use microsofts free bitlocker solution with windows 10. The hyperlink table, at the end of this document, provides the complete url for each hyperlink.
Laptops and usb thumb drives are frequently used by healthcare. These violations were a result of significant risk to security of phi possessed. Laptop theft is a significant threat to users of laptop and netbook computers. Patient medical information at risk from stolen computers ncbi. When going through airport security, keep your laptop and phone with you until the last minute, then visually track them and retrieve them immediately. As mentioned in part 1, loststolen devices cause most of the security problems for byod environments. Transporting confidential clinical records in laptops. If an encrypted laptop is lost or stolen, the data on the hard drive is unreadable. The hipaa security rule describes what covered entities must do to secure electronic personal health information phi.
Apr 25, 2019 your hipaa guide april 25, 2019 april 25, 2019 no comments on case study stolen laptop leads to costly hipaa fines laptops have become extremely common in medical practices. We share these 8 great tips with you to help you maintain a secure laptop. Keeping medical information secure is a challenge for many health care organizations, and as three recent incidents show, inadequate data security can affect huge numbers of people as well as the liability of the breaching company. Assistor organization to use software, such as bitlocker, to encrypt the hard drive of the laptops that it provides to individual assistors. Case study stolen laptop leads to costly hipaa fines. May 23, 2017 here are five tips to follow to reduce your security risk and keep your sensitive data secure. Your hipaa guide april 25, 2019 april 25, 2019 no comments on case study stolen laptop leads to costly hipaa fines laptops have become extremely common in medical practices. Install and enable security software to protect against malicious.
Aug 23, 2014 hipaa privacy violations include stolen office computers by hoala greevy founder ceo of paubox. When a laptop storing phi is stolen from a hospital, is it always a hipaa data breach. Always lock your computer when you leave your desk so that piiphi are not visible on the screen or accessible. After an incident in which a horizon bcbsnj laptop was stolen from an employees trunk in january 2008, horizon bcbsnj changed its corporate policy to require all companyissued laptops to contain encryption software. Here are eight tips that you can use to be sure you have a secure laptop.
The third breach involved a business associate of advocate. Therapists may want to assess whether or not the stolen laptop only contains confidential clinical information or also includes billing information, which may provide data e. The hitech act added a notification requirement covered entities and business associates must notify ocr after a breach of unsecured phi affecting more than 500 individuals. A 2017 study by accenture found 26 percent of people in the u. Portable computing device security policy ouhsc it. Laptops and documents account for at least 75% of all theftrelated security incidents in the report. Its crucial to secure your emails through encryption. Fhn reports that the lack of encryption was due to a technical issue with its encryption software and that the missed device was an isolated incident. Smartphones, for example, are convenient in their portability and. Remember that you should eliminate any unauthorized sensitive information from portable devices and encrypt all authorized sensitive information. It is important to check with your supervisor to be sure that any. Hipaa encryption and hitech compliance phi security for. Their portability allows for physicians to take them from room to room to chart patient visits.