HIPPA Regulations related to medical and psychiatry transcription?? - Virtual Assistant Forums

Advanced Virtual Professionals · #1 (**permalink**) 06-02-2009

Hi everyone!

Right now I work at a outpatient psychiatric clinic and do all the transcribing for the therapists and psychiatrists. I'm wondering what type of HIPPA regulations I would have to make sure I complied with to be able to do this type of niche work. I am sure they have their own policies but would there be anything I would need to know in order to make sure they knew I was conforming with any HIPPA regulations? I'm just not sure how this works when it comes to being an independent contractor and sharing of medical information. Thanks!

Hettwer_Virtual_Office · #2 (**permalink**) 06-03-2009

HIPPA's official web site is where you will find your answers: http://www.hhs.gov/ocr/privacy/index.html. Storage and security of the files with medical information is extremely important. If you are transcribing and it is a code to a person and not their name, address, social security numbers, etc., then you are well protected. How you transfer files back and forth and how you store them are critical. I strongly recommend that you check out the web site and become extremely familiar with the regulations. The regulations change often and you are required to keep up with them.

Action Jackson VA · #3 (**permalink**) 06-03-2009

HI Amber,

Here is a link for HIPPA and other guidelines to follow when offering your services: http://www.cms.hhs.gov/home/regsguidance.asp

I hope that helps you,
Andrea

cherylb · #4 (**permalink**) 06-03-2009

Having done as a home business in the past for a good number of years and for different organisations, it's up the individual(s) or organisation you do the work for how "fussy" they wish to be. Most of them had me sign a confidentiality agreement and a HIPAA form statin that I would keep all information confidential, and they kept a copy on file and I kept a copy. It was that simple. After transcribing just so many documents in a day, it's a wonder I could remember my own name, never mind any of the pertinent details of each one. LOL I also kept their files on a separate backup hard drive, just in case. Ultimately, it is up to the doctor or clinic you work for. HIPAA, unfortunately, has been a bit ambiguous when it comes to what is actually required outside of hospital and clinic settings (I was a hospital transcription supervisor when this was implemented and I had to attend MANY sessions on what we had to do to comply).

Advanced Virtual Professionals · #5 (**permalink**) 06-07-2009

Thanks! I was reading over those regulations and there is an adobe file that gives some good tips - it's called Security Guidance for Remote Use. Very interesting.

Offsite Office Professionals · #6 (**permalink**) 06-07-2009

Amber, I'm the HIPAA compliance officer at my day job (hospital and physician offices) and if you are working with psyc patient files, you are no doubt aware the HIPAA regs are very stringent. Be sure you follow the privacy and security guidelines to the letter for a remote office. If you consider this for a niche and would be considered a business associate, under the revised regs in the stimulus package, you would be required to follow the same privacy and security rules as the facility....policies, training, enforcement, and so on.

Advanced Virtual Professionals · #7 (**permalink**) 06-24-2009

I'm most concerned about the file transfer. What do they consider a safe way to upload files to me? I'll have to do some more research but I would not be storing the files on my hard drive and I would be giving them right back to the client once they are typed.

Offsite Office Professionals · #8 (**permalink**) 06-24-2009

You might look into some of the 'safe' web services for sending files for transcription. These are encrypted and their notices say they are HIPAA compliant. There are several so you might do a google search.

Advanced Virtual Professionals · #9 (**permalink**) 06-29-2009

I just checked out Yousendit.com and they do have a notation on their website saying they are HIPPA compliant. I'll have to keep checking to make sure I pick the best site for this type file sharing. Thanks so much for all of the ideas, links and help! I really appreciate it!

Business-Bytes · #10 (**permalink**) 06-29-2009

Quote:

Originally Posted by Advanced Virtual Professionals

I'm most concerned about the file transfer. What do they consider a safe way to upload files to me? I'll have to do some more research but I would not be storing the files on my hard drive and I would be giving them right back to the client once they are typed.

Amber, the larger, national MTSOs (like Webmedx, etc. [although they might be wholly employee-based now]) companies that hire ICs have their own platform that they use, including file encryption. You login to their platform, download your work, and then log back in to send it back to them. That way the files are secure coming and going.

Smaller MTSO companies might not have something like this in place, so using encryption software might be a way to go.

That would be something to discuss with any MT company you are considering - how do they comply with HIPPA with regards to file transfer. I would be pretty leery of a company that only used email w/o encryption to transfer files.