Medical documents that contain HIPAA information is vital for effective patient care. If you are a medical practitioner or office manager, there are incentives (and regulatory deadlines) for scanning documents and streamlining operations. Here are a few best practices for scanning include the proper disposal of paper records to mitigate risks and deter identity thieves.
Medical Documents Need Secure Scanning
Covered associates, who are individuals vetted to handle HIPAA-related information, need to perform the scanning process to avoid misappropriation of records. It is important that the HIPAA Privacy Rule is observed throughout media transfers, and HIPAA document compliance is made a priority during scanning. Electronic file formats and electronic document management systems must coincide with the provisions of government regulations. Scanning documents in a secure area is also prudent given the workflows and traffic your organization.
According to the U.S. Department of Health and Human Services, the most efficient practices for maintaining HIPAA privacy include:
- Education on relevant legislation
- Cooperation among staff and government agencies
- Technical assistance when needed
Shredding Duplicate Records
Once your staff (or outsourced contractor) scans medical documents, paper duplicates can be disposed of… properly that is. This is an important process that is wrought with risk if done improperly. Using an experienced third-party service for on-site shredding helps improve the efficiency of operations while deterring internal and external risks. Here at Sergeant Shredder, we strive to provide reliable service that protects the integrity of your operations. Our personnel come from a military or law enforcement background making them the ideal technicians to handle your document disposal requirements.
Scanning medical documents helps streamline operations and frees-up space for revenue generating activities. There is no reason to keep duplicate records on-hand, especially when HIPAA compliance and identity thieves pose such a grave business threat. Be sure to include the last step — shredding medical records — into your scanning project procedures.