Employee awareness training in healthcare verifies that staff are mindful of the HIPAA Act and adhere to its guidelines. Part of an organization’s training program may be to provide online resources to employees to brush up on terms and stay on top of updates. Online resources are also a great place for employers to explore their training options. Proper HIPAA training minimizes human error, safeguards patient privacy, and ensures regulatory compliance by teaching about the HIPAA Act.
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Healthcare organizations and HIPAA compliance
The U.S. Health Insurance Portability and Accountability Act (HIPAA) is a federal law that sets standards for the safeguarding of protected health information (PHI). Healthcare organizations must comply with HIPAA to protect patient privacy and safeguard sensitive health information. The HIPAA Privacy Rule establishes standards for protecting patients’ PHI, while its Security Rule sets the guidelines for safeguarding electronic PHI (ePHI).
Any party involved in the handling of PHI must be HIPAA compliant. HIPAA requires healthcare organizations and their business associates to demonstrate HIPAA compliance to avoid data breaches and HIPAA violations. Compliance means following the administrative simplification regulations and utilizing the act’s administrative, physical, and technical measures, such as providing training to employees on security.
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HIPAA compliance training
HIPAA training is a key component of HIPAA compliance because it equips employees with the knowledge and skills needed to handle PHI securely. Statistics demonstrate that human error and employee negligence are major factors that lead to noncompliance. Healthcare employees must know the legal implications of noncompliance and the importance of protecting patients.
The Privacy Rule mandates that “a covered entity must train all members of its workforce on the policies and procedures with respect to [PHI] . . . as necessary and appropriate for the members of the workforce to carry out their functions within the covered entity.” The Security Rule adds that healthcare organizations must display security awareness and implement a strong training program. Training should include, but not be limited to:
- HIPAA and its guidelines
- What to do after a HIPAA violation
- The proper use, disclosure, and safeguarding of PHI
- Current cybersecurity features utilized
Organizations must determine who needs to be trained and how. Healthcare providers should create training material specific to their organization’s policies and procedures. Then, they should implement the training program, evaluate it, and restart the cycle.
HIPAA training resources online
Nowadays, organizations can find HIPAA training resources online. Using online sources lets healthcare providers tap into experts who are current about evolving HIPAA rules. Web-based training resources can offer convenience and flexibility, letting staff learn HIPAA-related material at their own pace with live or prerecorded sessions and with static or active material and modules.
There are many websites and web pages that address HIPAA, and it is up to each organization to figure out what they want their employees to look at and use. Questions that may help choose include:
- Do other healthcare organizations use the material? Like or dislike the material?
- Is the company/organization reputable? Knowledgeable about healthcare? HIPAA?
- How well does the training work with current staff capabilities and needs?
- Does the training cover material needed by a specific organization?
- How accessible is the material?
- How cost effective is the training? Do users have to pay for it? What do they receive?
- Does the training material come with some type of certification?
Organizations should look for training resources offered by reputable educational institutions, industry-leading organizations, or specialized compliance firms. They should carefully review the material and any certifications or accreditations the trainers might hold.
Resources listed by the Office for Civil Rights (OCR)
OCR is the government entity that upholds HIPAA’s rules to protect patients’ confidentiality and help them access their personal information. The OCR website even provides guidance on training material here. On the web page, the organization provides two well-known groups that “could appropriately train employees of all entities.”
HealthIT.gov offers a Guide to Privacy and Security of Electronic Health Information that gives an overview of what the HIPAA rules require. The web page includes security training games, risk assessment tools, and other aids for users.
The Centers for Medicare & Medicaid Services (CMS) has a similar PDF that presents an overview of the HIPAA rules.
Both groups also provide other related, helpful resources to look at. Moreover, the OCR web page includes a link to a sign-up sheet for their Privacy and Security Listservs where people can access questions, guidance, and technical assistance.
Implementing HIPAA training
No matter the material chosen, organizations are responsible for researching the modules they choose, ensuring that the information remains up to date. It is up to each healthcare organization to ensure their employees don’t accidentally share PHI or violate HIPAA. Moreover, it is up to each organization to ensure they don’t choose a noncompliant resource for training.
Training healthcare staff on HIPAA compliance helps maintain patient privacy and data security. It also teaches employees to recognize and respond to potential threats such as data breaches and cyberattacks. By keeping staff informed, healthcare organizations reduce the risk of violations and enhance the overall security posture of an organization.
Read: How often should HIPAA training be renewed?
FAQs
Who needs to complete HIPAA training?
All employees, contractors, volunteers, and any personnel who have access to PHI must complete HIPAA training.
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Who is responsible for overseeing HIPAA training?
The HIPAA Privacy and Security Officer is responsible for developing, implementing, and overseeing the HIPAA training program.
How often should refresher training be conducted for healthcare employees?
Refresher training should be conducted regularly, at least annually, and whenever there are updates to HIPAA regulations or organizational policies. Ongoing education helps keep staff up to date with the latest best practices and security threats.
What topics should HIPAA training cover?
HIPAA training should cover the Privacy Rule, Security Rule, and the Breach Notification Rule. Topics include the proper use and disclosure of PHI, safeguards to protect ePHI, recognizing and reporting security incidents, and the specific roles and responsibilities of employees regarding HIPAA compliance.
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