We process the entire transcription work in one location and we don't use any outside sub-contractors and hence the patient information doesn't leave our office.
Technical evaluations are performed on a routine basis to make sure all systems meet or exceed specified security requirements.
All persons, administrators and transcriptionists, who have access to any sensitive information, patient records, or voice files, etc., have the appropriate clearances, have gone through full background checks and also have to sign a confidentiality agreement. We have provided privacy, security, and confidentiality awareness training to our entire workforce. Our compliance decisions are based on sound business practices and meet and exceed HIPAA.
We have firewalls and antivirus software on all the computers and update virus definitions frequently.
Any spoiled hard copies of notes and copies of patient schedules are cross-cut shredded on site.
We have administrative procedures in place to guard data integrity, patient confidentiality, and document availability. (Information Access Control and Access Authorization).
In Our transcription Center:
Security personnel employed by the company are all through the day/week. These people are authorized to physically verify that no data or any other materials are transported in and out of the company.

The entry into the company to every employee is by an access card, which enables him just to the access, the person in his capacity allowed for. No persons except the Administrative People are allowed in our Server Room.

As to stop the initial level of data theft or loss, no workstation computers are provided with floppy drive or CD-ROM drives, so as to make sure that no data theft happens.
Encrypted communication:
We will not disclose to unaffiliated companies any Information that you provide us regarding patients or any other confidential information. We deliver all the transcribed documents using email encryption software such as Insured Mail or Mailx3, which work as follows.
  1. We send secure encrypted emails. Recipients will always be provided with a free viewer to access the e-mail in a secure environment.
  2. Fully encrypted and password protected e-mails - 128 bit encryption technology coupled with individually issued e-mail passwords.
  3. Easily integrates with your current e-mail system - no extra hardware is necessary.
The password protected email encryption software, as mentioned above is a powerful tool that we hope you will enjoy, however, please note that you are responsible for taking all reasonable steps to ensure that no unauthorized person shall have access to your password or account. It is your sole responsibility to control the dissemination and use of activation codes and passwords
Backup procedure:
Daily and weekly back-ups of computer systems are performed to ensure redundancy. We use disk mirroring and multiple data backup devices. All the backup media are stored in a secured location which are accessible by only the authorized personnel
Disaster Protection:
We have a secondary server as a backup to the primary server in case of any unexpected system problems. Databases are kept in a separate DB server for added security.
Security Compliance:
Latest technology is adopted to follow the international standards, which are adhered to strictly.
All the security measures as per HIPAA regulations are followed.
Also compliant to Policies and Procedures of JCAHO (Joint Commission on Accreditation of Healthcare Organizations).
CMS (Centers for Medicare and Medicaid Services (previously HCFA)