HIPAA Compliance & Data Security

HIPAA

The Health Insurance Portability and Accountability Act (HIPAA) established national standards for the secure electronic transmission, storage, and protection of healthcare information. Its core goals are to:

  • Improve the portability and continuity of health benefits

  • Enhance accountability and reduce healthcare fraud and abuse

  • Simplify the administration of health insurance

These regulations have far-reaching implications for providers, payers, and clearinghouses, shaping organizational structures, administrative procedures, physical safeguards, and technology requirements. Below are key areas of impact for medical practices:

Disaster Recovery

  • Identification of risks and vulnerabilities

  • Documented emergency response and disaster recovery procedures

  • Regular data backups and routine testing of recovery processes to ensure business continuity

Security Standards for Health Information

  • Role-based access controls for sensitive data

  • Data encryption in transit and at rest to safeguard Protected Health Information (PHI)

  • Comprehensive staff training on privacy and security policies, updated annually or as regulations evolve

Physical & Administrative Safeguards

  • Secure workstations, networks, and storage media

  • Detailed audit logs to monitor and track all system access

  • Clear workstation and data-use policies with regular backups

  • Appointment of a Privacy Officer to oversee compliance and security initiatives

Written Policies & Business Agreements

  • Fully documented HIPAA compliance policies accessible to all personnel

  • Business Associate Agreements (BAAs) with all clients, formalizing responsibilities for safeguarding PHI

  • “Chain of trust” agreements with all partners who exchange healthcare information

Medsys: HIPAA-Compliant Billing Technology

At Medsys, HIPAA compliance is more than a requirement—it’s a commitment. We combine secure technology, rigorous staff training, and advanced processes to protect patient data while delivering efficient and transparent billing services.

We use industry-leading, HIPAA-compliant EHR platforms. All client and patient data is fully encrypted both in transit and at rest, ensuring maximum security at every stage.

Additional safeguards include:

  • 24/7 secure access to data from any authorized location

  • Password-protected, role-based logins for all users

  • Automated, no-downtime backups for uninterrupted service

  • Comprehensive audit logs to monitor access and maintain accountability

  • Compliance not only with HIPAA, but also HITECH and PCI DSS standards for healthcare and payment data

How It Works

  • Each client is provided with a secure, private patient database hosted on a protected server

  • Providers access their database via exclusive, password-protected logins over the internet

  • Within this environment, providers can:

    • Register new patients

    • Manage appointments

    • Review patient records

    • Post co-payments

    • Generate reports

While providers manage day-to-day operations, Medsys oversees the entire reimbursement cycle:

  • Charge entry

  • Claims submission (electronic and paper as needed)

  • Clearinghouse processing

  • Real-time claims status and reporting

  • Denial management and appeals

  • Collections follow-up

Because Medsys and its clients operate on the same HIPAA-compliant system, providers enjoy live, real-time visibility into claims, financial reports, and billing performance.