HIPAA
CBay Systems considers protecting the integrity and privacy of every patient’s health information as a crucial part of its services. CBay has strict directives for HIPAA compliance and security which are built in to the technology.
HIPAA policies are revised from time to time for better scrutiny and privacy maintenance. With every such amendment, changes are made in the processes and the technology so as to make both compliant.
CBay Systems has developed its infrastructure, vendor network, and hardware/software architecture with security as a primary requirement. Our complete security systems and routines have been reviewed and engineered by industry consultants as well as CBay Systems staff. As considerable amount of data is moved between CBay & its vendor network, CBay has given utmost importance to the security, confidentiality, and HIPAA compliance. The following will provide with the key points of CBay’s security and its compliance with HIPAA guidelines:
1. Confidentiality Policy: CBay has confidentiality as one of the main issues in the contract for services with vendors. All the staff, including MTs, management, IT, support are made to sign the confidentiality agreement from the day one of their joining.
2. Exclusivity: All the vendors are exclusively working for CBay.
3. CBay Certification & Unique MTs IDs: It is mandatory for all the MTs/QAs to pass CBay Certification test before start working on CBay’s live files. Upon passing the test, they are given a unique CBay MT IDs. All the files done by a particular MT carry this ID, & can be traced back (audit trail).
4. No Home Based/Third Party Agreement: CBay does not allow its units to outsource work to home based MTs or some other MTs companies. This is strictly followed by mean of contractual agreement, surprise checks, software restrictions, and zero tolerance policy.
5. Training on Security, Confidentiality, & HIPAA: CBay conducts regular conferences & training sessions on these to keep the vendors informed & alert about the latest procedures. During the visits to vendor sites, CBay personnel make it a point to highlight security & HIPAA compliance.
6. Physical & Systems Security at vendors site: All CBay units are manned to ensure that sensitive data cannot be released. All the workstations, servers, & networks are HIPAA compliant to ensure security of the data. The MTs workstations are not provided with hard disk, Floppy/CD drives, or emailing facility. All vendors use CBay’s proprietary software, which is HIPAA compliant, and thereby not permitting any saving of a medical record on a local PC. Once the file is uploaded by a vendor, the CBay software removes the voice & transcribed file from the vendor’s server. All the vendors are provided dynamic IDs & passwords to access CBay’s network & these are changed on a periodic basis.
7. CBay’s software: CBay’s proprietary software are designed to ensure security & confidentiality of patient data & are 100% HIPAA compliant. One of the main features of CBay’s software is the facility of audit trail, where a client is given full access to see who all have worked upon their files.
8. Non Tolerance Policy:
Even though all the security features are in place, CBay follows zero
tolerance policy which spells shutting down of a unit in case of any
non compliance on security. CBay gives surprise visits to production
centers & also maintains monthly systems compliance report.