Healthcare organizations generate and store vast amounts of sensitive data however protecting that information isn’t just about following the rules—it’s about earning your patients' trust. Choosing HIPAA compliant systems is one way to show you take data security seriously.
What is a HIPAA compliant server?
HIPAA compliant servers are designed to securely store, process, and transmit protected health information (PHI). These servers follow the strict guidelines from the Health Insurance Portability and Accountability Act (HIPAA), ensuring that only authorized individuals can access sensitive data. To break it down, there are two main ideas here: HIPAA and servers.
- HIPAA: This is the set of laws that governs how healthcare organizations must handle patient data. It outlines steps to keep information safe, covering everything from how data is stored to who can access it. Following HIPAA means your organization is taking all the right steps to protect patient information from unauthorized access or breaches.
- Servers: These are advanced computers where data is stored and shared. They can be physical machines that sit in a data center or virtual servers hosted by cloud providers.
When we talk about HIPAA compliant servers, we mean servers that are set up to meet all the specific security requirements of HIPAA, ensuring that healthcare data remains protected.
Read more: What is HIPAA?
What makes a server HIPAA compliant?
For a server to meet HIPAA standards, it needs to have protections in place across three areas: physical, technical, and administrative safeguards. These cover everything from who can physically access the server to how data is encrypted and how employees are trained.
- Physical safeguards: Servers must be kept secure in the real world, not just digitally. Only authorized staff should have access to the physical location of the servers. Security may involve keycard access, surveillance cameras, and locked doors. Even workstations that connect to the server need protection—think privacy screens, password-protected computers, and automatic lock systems.
- Technical safeguards: This refers to the tools and technology used to prevent unauthorized access to your data. Access controls, encryption, and audit logs are necessary. You’ll want each user to have their own login and password, with multi-factor authentication for an extra layer of security.
- Administrative safeguards: These safeguards are designed to make sure the right policies are in place. Regular risk assessments and security training for employees are beneficial. Everyone needs to know how to handle sensitive information and what to do in case of a data breach. Keeping your policies up-to-date and conducting periodic reviews is needed to stay compliant.
Read also: What are administrative, physical and technical safeguards?
How to implement HIPAA compliant servers
If you’re considering moving to HIPAA compliant servers, the first step is assessing your organization’s needs. Do you need physical servers, or would a cloud-based solution make more sense? It depends on factors like the amount of data you handle, the sensitivity of that data, and your budget. A physical server might give you more control, but a cloud server could offer greater flexibility and scalability.
Choosing the right provider
Not all server providers can offer HIPAA compliance, so asking the right questions is necessary. Make sure they understand HIPAA regulations and have the necessary safeguards in place. Also, verify that they’re willing to sign a business associate agreement (BAA)—a legal document required by HIPAA confirming their responsibility to protect your data. The agreement outlines what the provider is responsible for and ensures that they will handle your data securely.
Developing policies to support compliance
While a HIPAA compliant server is a big step toward data security, it’s only part of the picture. You’ll also need to create detailed privacy and security policies explaining how your organization will protect PHI, including training employees on data security and developing clear action plans for responding to potential breaches. With well-developed policies, you’ll be ready to handle any situation that may arise, keeping your patients' data safe and your organization compliant.
Ongoing compliance
HIPAA compliance isn’t a one-and-done deal. Technology and regulations change over time, and your organization needs to stay on top of both. Regular audits of your servers, security practices, and policies ensure compliance. You may also want to consider working with a HIPAA compliance officer or consultant, especially as your organization grows. They can help you stay ahead of potential issues and ensure that your data protection strategies are up-to-date.
In the end, HIPAA compliance is about more than meeting a legal requirement. It’s about building a culture of security and trust, showing your patients that you take their privacy seriously. With the right servers, policies, and practices, your healthcare organization can stay secure while delivering top-quality care.
In the news
Green Ridge Behavioral Health, a Maryland-based psychiatric practice, has settled with the U.S. Department of Health and Human Services (HHS) following a ransomware attack that compromised the protected health information of over 14,000 individuals. The investigation by the Office for Civil Rights (OCR) found that Green Ridge's network servers were vulnerable, lacking security measures and proper risk analysis. These deficiencies left electronic protected health information (ePHI) exposed to risk. As part of the settlement, Green Ridge agreed to pay $40,000 and implement a corrective action plan, which includes strengthening their server infrastructure, conducting a thorough risk analysis, and enhancing monitoring to protect patient data and ensure compliance with HIPAA regulations.
FAQs
What makes a server HIPAA compliant?
A HIPAA compliant server must meet strict security standards, including encryption, secure data storage, access control, and audit trails to protect patient information. The server provider should also sign a business associate agreement (BAA) with the healthcare entity.
Do all cloud servers qualify as HIPAA compliant?
No, not all cloud servers are HIPAA compliant. The provider must offer specific security features such as encryption, secure access control, and data redundancy, and they must be willing to sign a BAA.
Is a physical server more secure than a cloud server for HIPAA compliance?
Both physical and cloud servers can be HIPAA compliant if they meet the required security measures. However, physical servers require more in-house management, while cloud servers often come with built-in compliance features.
Learn more: HIPAA Compliant Email: The Definitive Guide
Farah Amod
