How can I be HIPAA compliant?

An overview

Before we delve into this topic, a note: this article is not an exhaustive list of all that is required for HIPAA compliance.  You may decide to contact an attorney or Privacy Officer to help you examine each rule thoroughly and put an action plan in place.  Our intention is to get you started with what you need to know to hit the ground running.

As a Mental Health or Medical Provider, you will be handling protected health information (PHI).  Under HIPAA rules individual practitioners are referred to as a Covered Entity because you transmit health information during your sessions.  SecureVideo would be known as your Business Associate, because we help carry out your health services.

Four rules apply to you.  Links are provided here should you want to delve in deeper:

  1. HIPAA Privacy Rule
  2. HIPAA Security Rule
  3. HIPAA Enforcement Rule
  4. HIPAA Breach Notification Rule

You will need to follow all these rules above.  Consider the first two proactive and the remaining, reactive.   The first two you must follow and create action items around.  If there is a security breach, as per the HIPAA Breach Notification Rule, you will need to notify your clients immediately following a security breach of their PHI.  The HIPAA Enforcement Rule kicks in if you do not comply to the other three rules.

In a nutshell, HIPAA asks you to do the following:

  • Establish protections to safeguard PHI.
  • Fairly check that sharing and use of PHI to a minimum, only enough to accomplish the expected outcome.
  • Establish your Business Associate Agreements (BAAs) to ensure that your service providers will also preserve PHI and only use it properly.
  • Put your policies and procedures in place to restrict who has access to PHI.  Enroll yourself and your employees in a training program around PHI safety.  Periodically review your procedures to assess how you are maintaining your PHI secure.

Please check in for more articles related to HIPAA laws in the near future.  Do you have a specific question?  Please ask!  We may be able to help.

Release Notes: February 27, 2014

It’s been another month of mostly internal upgrades, although we have two big external changes as well: the release of our API documentation and the expansion of our E-Documents feature.

Features/Enhancements:

  • Released our API documentation. SecureVideo’s RESTful API enables software-to-software integration with our HIPAA-compliant videoconferencing service, and the documentation can be found in this Support Center category. For more information about pricing, please call our sales line at (888) 200-7730, or e-mail us at info[at]securevideo.com.
  • Created a user interface for Enterprise accounts to manage their E-Documents, without needing to contact Support. (Click here for more information about our E-Documents feature.)

Fixes:

  • Fixed h1 and h2 headers in the Support Center.
  • Fixed blacklist settings to that Join/Login failures needed to be consecutive, not accumulative.

Got questions, comments, or suggestions for future changes? Let us know in the comments or by email, support[at]securevideo[dot]com!

Release Notes: January 22, 2014

In this last deploy, we implemented a slew of back-end upgrades to the SecureVideo Hub site and our testing environment, which involved several days of extensive testing and a few instances of headdesking. We’re extremely pleased with the results now that we’ve got it sorted out, and we even got in a few updates that affect account holders.

Features/Enhancements:

  • We replaced the “Create a New Session” button on the dashboard with two buttons: “New Session – Start Now” and “New Session – Schedule for Later”. (For the difference between these two, see the beginning of our article, How do I schedule a videoconference session?
  • On iPhones, session links will open a new tab instead of a colorbox (pop-up).

Fixes:

  • Fixed screen width in Safari.
  • Fixed the download link showing up on iPhones to direct to the iPhone App store.
  • Removed all href=”#” links.

Got questions, comments, or suggestions for future changes? Let us know in the comments or by email, support[at]securevideo[dot]com!

SecureVideo January Newsletter

A dull title, but the January edition of our newsletter is actually full of awesome. This month we have:

Click here to see our newsletter with the images in their full glory, and click here to sign up!

Release Notes: January 10, 2014

Another week, another set of updates. This deploy was mostly focused on making our SecureVideo Hub more compatible with mobile devices (largely our supported devices, iPads and iPhones).

Features/Enhancements:

Fixes:

  • The Terms of Service popup on the Create an Account page, and the Add a Participant popup, would not scroll on iPhones; this has been fixed.
  • The My Listing iFrame preview window was too large for iPhones; this preview window will now open in a new tab on iPhones.

Got questions, comments, or suggestions for future changes? Let us know in the comments or by email, support[at]securevideo[dot]com!

Release Notes: January 2, 2014

Happy new year, everyone! Here at SecureVideo we’re celebrating both another turn of the sun, and some major changes to our website.

Features/Enhancements:

  • We launched our new Support Center! It has 46 articles covering instructions on getting started, details about how our features and plans work, and troubleshooting tips, and we’re continuing to add more articles that we think will be useful. Drop us a line if there’s one in particular you want to see!
  • We updated our Features page to organize our features by plan type, include the pricing information and more images, and link to our new Support Center.
  • We updated our Support page to link to the Support Center.
  • We removed our FAQ tab and redirected its links to the Support Center.
  • We redirected the links in our Equipment tab to point to the Equipment Needed category in the Support Center.
  • We redirected our Telehealth page on the website to the Telehealth category in the Support Center.
  • We implemented e-mail alerts to SecureVideo staff when we detect a connection error to our API.

Fixes:

  • Apostrophes in account names were causing a Javascript error; this has been fixed.
  • We changed the layout on Hub from a fixed width to 100% to make it more accessible on mobile devices.
  • The Support Center was being cut off at 400px on an iPhone; this has been fixed.
  • iPhones couldn’t scroll colorboxes on our website; this has been fixed.

Got questions, comments, or suggestions for future changes? Let us know in the comments or by email, support[at]securevideo[dot]com!

Internet Security, a Daily Concern

Yesterday, the Syrian Electronic Army (SEA) hacked into Skype and Microsoft’s twitter account.  The twitter feed read, “Don’t use Microsoft emails (hotmail,outlook), They are monitoring your accounts and selling the data to governments.”  The same post also appeared on Microsoft’s twitter feed.  Both were swiftly removed.  In a statement today, Skype representatives said, “No user information was compromised.”  What a sigh of relief, for Skype and their customer base!

We at SecureVideo want to reassure you that while internet security concerns heighten at times like these, we will always offer you peace of mind.  We are a company built from the ground up to be HIPAA compliant.  Our one-to-one connection gives you the utmost privacy in your videoconference connection.  We do not route through, record, or store your sessions on any server.  You and your practice are more secure with our videoconferencing solutions.  Because of this, we are proud to offer a system you can trust.

Release Notes: December 26

We hope everyone’s had a good holiday season so far! We’ve made a few adjustments over the past few weeks.

Features/Enhancements:

  • We updated our home page to be more streamlined and include a video message from our co-founder Tom Farris. (For those that don’t enjoy videos, there’s a text version of the message as well!)
  • Lifted the cap on session participants from 6 to 20. However, we still don’t recommend holding a videoconference with more than 6 participants. To notify hosts, a popup will appear if a host adds a 7th participant.
  • If a conference call includes at least one PLUS or Enterprise account holder, all participants of the call will be able to share their screens or files, regardless of the host’s account type.

Fixes:

  • (None this round.)

Testing:

  • Help center update: we’re at 40 articles and counting. We also tweaked our CSS so that all images will align center.

Got questions, comments, or suggestions for future changes? Let us know in the comments or by email, support[at]securevideo[dot]com!

Release Notes: December 5, 2013

It has been a busy week! We’ve got a big batch of little (and not-so-little) changes to the SecureVideo site and service.

Features/Enhancements:

  • We added iPhone to our list of supported equipment, woot! (With thanks to our videoconferencing platform, VSee, for making it possible)
  • Changed our Provider Directory so that all SecureVideo account types can create a listing. (PLUS members’ listings will still be featured at the top of all searches.)
  • Added “Member Since [Month Year]” information to account headers, provider listings, and our Admin panel.
  • Added plan type and “[X] Sessions to date” information to account headers.
  • Edited our billing system to accommodate pre-pays and rollover balances.
  • Set up a reminder email for account holders without a valid credit card.

Fixes:

  • Updated pricing on the website for the Individual, Individual PLUS, and Enterprise plans. (Pricing was grandfathered for all current account holders.)
  • Edited a broken link on our website.
  • SecureVideo staff can reinstate a canceled account, and reactivate a user. This will allow customers to recover their configuration or history if they want to reinstate but any monthly fees that would have accrued between the delete and reinstated date, will be due as if the cancellation never happened.
  • Edited the header labels on billing statements to reflect the new way we communicate the plan parameters
  • The billing tab is now hidden from non-account admins (only affects non-admin users on Enterprise plans).

Testing:

  • Help center update: we’ve added articles for all the issues currently in our FAQ, a category about Scheduling Sessions, and a few more troubleshooting articles.

Got questions, comments, or suggestions for future changes? Let us know in the comments or by email, support[at]securevideo[dot]com!

Release Notes: December 4, 2013

We are continually building and working to improve SecureVideo for our customers, and want to make it easier for you to follow along if you’re interested! As our first edition of release notes, this will cover several deploys.

Features/Enhancements:

  • Schedule Next Session: will automatically populate an appointment for the same time next week, with the same session participant(s).
  • Added “Speech Pathologist” as a provider category.
  • Session participant name minimum length was reduced from 3 characters to 2 characters, to make it easier to use initials. (Account names still need to be at least 3 characters.)

Fixes:

  • If you try to add a participant to a meeting with a name less than 2 characters, you now get an error message that cites the length requirement. (Before, this was a vague error message.)
  • You can now sign up for a new account using the same email address as a closed account.
  • You can now see all sessions in your history and statement, including comped sessions.
  • Billing statements will now show monthly charges separately, and list included sessions at $0. (Before, it showed the price of each session, including sessions that counted toward the minimum monthly charge.)
  • We checked and cleaned up the XHTML on the website.
  • The New Zealand Time Zone will now show up correctly in session reminder e-mails.

Testing:

  • Help center: a knowledge base for the SecureVideo website with documentation on some of our most common troubleshooting techniques. While our Support team is still standing by, we want to make sure our clients have a 24/7 resource to point them in the right direction if anything happens. We’re still testing the system and writing articles, but are excited to pass this milestone!

Got questions, comments, or suggestions for future changes? Let us know in the comments or by email, support[at]securevideo[dot]com!