How to handle sensitive data

Properly handling sensitive data, especially in healthcare, is required for maintaining privacy, security, and regulatory compliance.

Understanding sensitive data

In healthcare, sensitive data encompasses a broad range of information including protected health information (PHI), patient financial details, insurance information, and medical records. Understanding what constitutes sensitive data under HIPAA and other regulations is the first step in protecting it effectively.

Go deeper: Safely transmitting PHI

Fundamental security practices

• Data classification: Organizations must properly classify their data before implementing protection measures. A well-defined classification system helps employees understand how to handle different types of data appropriately. It includes lear guidelines for identifying and labeling different types of sensitive information. 
• Access control: The principle of least privilege should guide access to sensitive data. This means employees should only have access to the information they need to perform their specific job functions. Role-based access control (RBAC) helps manage these permissions effectively while maintaining detailed access logs for compliance purposes.
• Secure communication: Encryption is a major part of sharing sensitive data. Using HIPAA-compliant encrypted email solutions ensures information remains protected during transmission. Always verify recipient information before sending and avoid transmitting sensitive data through unsecured channels.

Storage and encryption

The Federal Trade Commission (FTC) provides a guide for protecting sensitive data:

Secure storage

All sensitive data must be encrypted both in transit and at rest. Modern healthcare organizations should utilize HIPAA-compliant cloud storage solutions alongside encrypted local storage devices. Regular backups must be equally secure, with strict protocols for access and restoration.

Physical security

Physical security, like securing workstations, implementing clean desk policies, and controlling access to areas where sensitive information is stored or processed, is another component of safe handling. Regular audits of physical security measures help ensure consistent protection.

Documentation requirements

Maintaining detailed records is necessary for compliance and security. Organizations must document data access, transfers, security incidents, and policy updates. Documentation serves both as a security measure and as evidence of compliance during audits.

Related: Guidelines for HIPAA compliant documentation and record retention

Incident response

A clear incident response plan is helpful when handling potential data breaches. Organizations need to establish protocols for immediate notification, investigation, and corrective action. Time is of the essence in breach situations, making well-documented procedures invaluable.

Safe disposal

Proper disposal of sensitive data requires specific procedures when information is no longer needed, including methods for data destruction. Organizations must maintain disposal logs and verify that destruction methods meet regulatory requirements.

FAQs

What should I do if I accidentally expose sensitive data?

Immediately report the incident to your supervisor and privacy officer. Document what happened, who might be affected, and when it occurred. Quick reporting helps minimize potential damage and ensures proper breach notification if required.

How long should we keep sensitive data?

Retention periods vary based on data type and regulations. HIPAA requires maintaining most medical records for six years from creation or last use. Consult your organization's retention policy and compliance officer for specific requirements.

What's the safest way to dispose of sensitive data?

Digital data should be securely wiped using approved methods. Physical documents must be shredded using cross-cut or micro-cut shredders. Always document disposal and use certified destruction services when handling large amounts of sensitive information.