Healthcare related business have a responsibility to ensure that their communications are secure and compliant with the Health Insurance Portability and Accountability Act (HIPAA). This legislation mandates the protection of sensitive patient data, making it essential for healthcare providers to select a phone service that meets HIPAA compliance standards.
What to look for in a HIPAA compliant phone service provider
Here’s what you need to look for to ensure your provider is up to the task of handling your patient conversations.
1. Comprehensive Data Encryption
Data transmitted across any communication platform, including voice, video, and instant messaging, should be encrypted both in transit and at rest. This prevents unauthorized access to sensitive patient information. Ensure that your service provider uses strong encryption methods such as AES 256-bit encryption, which is the industry standard for data security.
2. Business Associate Agreement (BAA)
A HIPAA compliant phone service provider must be willing to enter into a Business Associate Agreement. This contract between a HIPAA-covered entity and a service provider sets forth the ways in which the provider will protect PHI (Protected Health Information) to meet HIPAA guidelines. Without a signed BAA, the provider does not meet compliance criteria.
3. Secure Data Centers
The physical and virtual security of data centers where patient information is processed and stored is crucial. Ensure that the provider uses data centers that are compliant with national security standards and are equipped with robust disaster recovery plans. These facilities should have restricted access, video surveillance, and environmental controls to protect the servers from physical and cyber threats.
4. Access Controls and Audit Trails
Access to sensitive information should be strictly enforced through unique user IDs, strong authentication measures, and role-based access controls. Your phone service provider should offer detailed logs and records of all access to and actions with PHI. This not only helps prevent unauthorized access but also provides an audit trail that is crucial for compliance reviews and potential legal examinations.
5. Regular Compliance Assessments
HIPAA rules are not static; they evolve. A competent service provider conducts regular assessments of its compliance with HIPAA regulations. Ask potential providers about their processes for staying up-to-date with HIPAA requirements and how frequently they conduct security audits.
6. Proven Track Record and Industry Reputation
Look into the provider’s history with other healthcare clients. A reputable provider should not only be compliant with HIPAA but also have a proven track record of maintaining security standards and client confidentiality. Testimonials, case studies, and customer reviews can also provide insight into the provider's reliability and service quality.
7. Training and Support
The best HIPAA compliant phone service provider will offer comprehensive training and support to ensure that your staff understands how to use the service in a way that maintains compliance. Look for providers that offer proactive support and training materials that are easily accessible.
Why Telzio is the best HIPAA compliant phone service
Telzio understands the unique compliance challenges faced by healthcare professionals and offers a comprehensive, secure, and user-friendly communication solution that aligns with HIPAA standards. Here’s why Telzio is the preferred option for healthcare providers across the country:
1. Comprehensive Compliance
Telzio is not only compliant with HIPAA but also proactively updates its security measures in response to new regulations and threats, ensuring that healthcare providers are always ahead of compliance issues. In addition to being HIPAA compliant, Telzio is also SOC 2 Type 1 compliant. You can request a copy of our SOC 2 report through your account executive.
2. Data Retention Tools
Telzio offers data retention tools that enable you to automate deletion of voicemails, call recordings, text messages, and faxes after certain periods of time. You can set and update retention periods anytime through your dashboard to stay compliant with your company policy.
3. Scalable Solutions
Whether serving a small private practice or a large healthcare network, Telzio delivers scalable communication solutions that can grow and adapt to varying organizational needs.
What makes Telzio truly unique is our scalable pricing model, that enables you to add unlimited users to your phone system at no additional cost.
Other HIPAA compliant phone service providers charge per user, and these costs can quickly add up. Telzio's unique pricing model is efficient, scalable, and gets you the lowest cost and the highest value.
4. Dedicated Support
Telzio provides personalized support from knowledgeable professionals who understand the intricacies of HIPAA compliance and are dedicated to assisting healthcare providers in maintaining secure and efficient communications.
We included unlimited technical support for both your admins and users, and our in-house support team provides personalized support that goes above-and-beyond - as described by our customers.
5. Advanced Features
Beyond compliance, Telzio offers a suite of features designed to enhance communication efficiency, including mobile app capabilities, custom call flows, contact center queues, live agent monitoring, and much more.
All of the advanced features are included from day one, so you never have to worry about upgrading or paying more just to get a certain functionality.
6. User Permissions
Telzio enables you to assign administrators to manage your phone services, as well as assign certain permissions to each user to provide or limit access to certain parts of your phone service. The combination of role-based access and audit trails helps you maintain strict access controls and oversight.
Telzio's HIPAA compliant mobile app
The Telzio mobile app extends the functionality of our phone service, making it convenient for healthcare professionals to communicate on-the-go while adhering to HIPAA guidelines. Key features include:
1. Secure Messaging and Calling
Communicate securely with colleagues and patients via text or calls without compromising privacy. Text messages and calls are HIPAA compliant.
Collaboration features on the Telzio mobile app and webphone enables your teams to reassign text messages, calls, and call recordings to each other, as well as add internal notes to streamline coordination of patient conversations.
2. Remote Access Management
Manage your communications from anywhere, ensuring you stay connected while maintaining all necessary security protocols. Our website and mobile app enable admins to view queues in real time, manage agents, and make instant changes with the need for a technician.
3. Separate Personal and Work Numbers
Clinicians, therapists and other users can keep their personal number private with a direct business line and/or extension from Telzio. Work calls come through the Telzio mobile app so it's easy to distinguish whether it's a work call or a personal call, and calls and messages on both the webphone and the mobile app are secure and HIPAA compliant.
Is your phone service provider measuring up to HIPAA compliance standards? Talk to a Telzio sales advisor to learn more about phone solutions tailored for healthcare providers.