Using the right tech tools in the right way is the best strategy for maintaining HIPAA compliance throughout your organization
Is your organization prepared to handle sensitive patient data in the cloud securely? As more healthcare providers use cloud services, choosing a cloud storage solution that meets HIPAA regulations is crucial.
The best way to keep HIPAA compliant in your organization is by using the right tech tools correctly.
To keep patients and their data safe, medical information is strictly regulated. Federal laws, such as HIPAA, protect healthcare providers and patients. They keep data safe both when it’s in use and when it’s stored. The rules apply whether the information is stored on-premises or in the cloud. Here’s what you need to know to stay HIPAA-compliant with five top cloud storage solutions.
This piece will focus on cloud services and highlight HIPAA-compliant cloud storage. It will also discuss their benefits and importance in an organization. Large tech companies use HIPAA-compliant cloud storage. It's also great for small organizations. This solution helps optimize storage and services.
Key Takeaways:
- Ensuring that cloud storage solutions adhere to the Health Insurance Portability and Accountability Act (HIPAA) is crucial for protecting sensitive patient information.
- Leading cloud storage services such as Box, Carbonite, Dropbox, Google Cloud, and Microsoft OneDrive offer features designed to meet HIPAA requirements.
- To maintain compliance, look for services that offer robust encryption, access controls, audit logs, and regular security assessments.
HIPAA-Compliant Cloud: What Is HIPAA-Compliant Cloud Storage?
HIPAA is an acronym for the Health Insurance Portability and Accountability Act. The act became federal law in 1996. It aimed to give patients control over who could access their sensitive medical information. Recent changes in law include the HITECH Act and the HIPAA Omnibus Rules. These updates tackle new cybersecurity threats. They also respond to rising worries about consumer privacy and data rights.
Under HIPAA, you can't share protected health information (PHI) without the patient’s clear consent. All companies that manage PHI must follow HIPAA rules. This applies even if they don’t directly provide healthcare services.
To stay HIPAA compliant, organizations using cloud storage must follow four main rules: privacy, security, breach notification, and enforcement.
HIPAA-compliant cloud storage refers to cloud services that meet the specific requirements of the Health Insurance Portability and Accountability Act. These services implement stringent security measures to protect electronic Protected Health Information (ePHI) from unauthorized access and breaches.
Key features of HIPAA-compliant cloud storage include:
- Data Encryption: Encrypt data when it's stored and while it's being sent. This helps stop unauthorized access.
- Access Controls: Use strict access policies. This way, only authorized personnel can access sensitive information.
- Audit Logs: Keep detailed logs of all data access and changes. This helps with monitoring and compliance.
- Regular Security Assessments: Conducting frequent security evaluations to identify and mitigate potential vulnerabilities.
Some of the standard protocols included in HIPAA-compliant cloud storage systems include data classification, encryption, two-factor authentication, audit trails, access monitoring, and administrative controls. To be HIPAA compliant, cloud storage providers must issue Business Associate Agreements (BAAs). These agreements define the relationship with the end user. The BAA must be in place before any PHI is uploaded, stored, or used.
Learn more about the rules, regulations, risks, and benefits of healthcare cloud computing with Cloud Computing in Healthcare: A Comprehensive Guide.
What Does My Organization Need to Do to Be HIPAA-Compliant?
While all companies that handle PHI are required to comply with HIPAA, it’s technically not possible for a tech platform to be HIPAA-compliant out of the box. Compliance depends on the big picture of an individual organization’s implementation and management of its tech tools.
Even if a single cloud storage solution were perfectly aligned with every HIPAA rule, it’s still up to the company using that solution to deploy it correctly and ensure that the platform interacts with all the other systems it uses in a HIPAA-compliant manner.
Most cloud storage companies promote themselves as “in support of” HIPAA compliance for exactly that reason; they want to advertise their careful adherence to HIPAA regulations, but they can’t claim responsibility for the way their end users will interact with their technology over time.
That’s why organizations need to understand that the responsibility for HIPAA compliance falls to them. Many HIPAA-compliant data storage providers offer educational resources and programs to ensure their users get the support they need to implement the storage solutions appropriately while remaining compliant.
HIPAA- Compliant cloud storage can be easily monitored for better optimization
The 5 Best HIPAA-Compliant Cloud Storage Solutions
#1: Box
Box is a secure cloud storage and file-sharing solution that promotes itself as compliant with HIPAA, HITECH, and the HIPAA Omnibus Rule. Because Box supports secure viewing of DICOM medical files (Digital Imaging and Communications in Medicine) like x-rays, ultrasound images, and CT scans, it’s often a number one choice for healthcare providers.
The solution’s other HIPAA-compliant features include data encryption, access restrictions, activity reporting and audit trails, and employee security training. Box also offers disaster mitigation services through mirrored, active-active data facilities.
Box offers a secure cloud storage and file-sharing platform with features such as data encryption, access restrictions, and comprehensive audit trails. It is designed to support HIPAA and HITECH compliance, making it a popular choice among healthcare providers.
More than 90% of healthcare industry IT professionals recommend utilizing cloud computing. Read more in our free report, Cloud Computing Adoption in Modern Healthcare:
#2: Carbonite
Carbonite has been one of the leading HIPAA-compliant cloud backup solutions since 2005 (which supports HIPAA compliance when deployed correctly). The company’s HIPAA-focused security features include 256-bit AES encryption for data at rest, Transport Layer Security for data in transit, global data deduplication, and multiple encryption keys across data sets.
Carbonite also helps protect PHI from human error by keeping encryption transparent to employees, offering read and write access controls, and enabling port lockdowns in the event of unauthorized attempts to copy or remove protected data.
Carbonite provides robust cloud backup solutions with 256-bit AES encryption and Transport Layer Security for data in transit. It supports HIPAA compliance by offering features that protect ePHI from unauthorized access and data breaches.
#3: Dropbox
Dropbox supports HIPAA compliance by offering its users detailed security recommendations, such as configuring custom sharing permissions. It also disables the ability to permanently delete files, monitor account access and user activity, and understand the impact of third-party applications and integrations on overall compliance.
Like many of the other HIPAA-compliant storage solutions on this list, Dropbox makes third-party reports available to prove they have taken all the necessary measures to remain in compliance with HIPAA rules internally.
Dropbox offers a business version with features like advanced sharing permissions, audit logs, and encryption to help healthcare organizations maintain HIPAA compliance. It also provides guidance on configuring accounts to meet HIPAA requirements.
#4: Google Cloud
Google Cloud's infrastructure is designed with security at its core, offering encryption, access controls, and regular audits. It provides resources and documentation to help organizations configure their environments in compliance with HIPAA regulations.
The entire G Suite — including Google Drive — is considered a HIPAA-compliant platform, but non-core services must be disabled to maintain compliance. In addition to the company’s internal security measures, Google Cloud supports compliance by encouraging users to implement HIPAA best practices like identity and access management, high-level encryption, version and access controls, audit logs, etc.
To demonstrate their compliance, Google Cloud offers users a range of industry-standard audits and certificates, including SSAE16/ISAE 3402 Type II, ISO 27001, ISO 27017, ISO 27018, FedRAMP ATO, and PCI DSS v3.2.1.
#5: Microsoft OneDrive
Microsoft OneDrive for Business includes 256-bit AES encryption, access controls, and audit logging features. Microsoft offers a BAA for its services, ensuring that OneDrive can be used in a manner compliant with HIPAA regulations.
Microsoft was one of the first cloud service providers to offer healthcare companies BAAs, covering products including OneDrive for Business, Azure, Dynamics 365, Office 365, and Power BI.
The company’s HIPAA-compliant security measures include 256-bit AES encryption and 2048-bit keys establishing SSI/TLS connections and ISO/IEC 27001 and HITRUST CSF certifications. Microsoft also requires all its vendors and subcontractors to uphold the same HIPAA-compliant standards and restrictions regarding PHI.
Establishing a Business Associate Agreement (BAA)
A critical step in achieving HIPAA compliance with cloud storage is establishing a Business Associate Agreement with your chosen provider. This legally binding document outlines each party's responsibilities in protecting ePHI and ensures that the cloud service provider implements the necessary safeguards.
Cloud computing and cloud storage can help companies achieve incredible results, but not every IT professional knows the best ways to implement cloud technology.
DuploCloud can help with that! Our DevOps automation platform is designed to help small- and medium-sized businesses accomplish cloud provisioning at 10x the speed and reduce costs by 75%, all using a fully compliant low-code/no-code solution. Learn more about how your company can design, develop, and deploy HIPAA-compliant cloud-native applications today.
Frequently Asked Questions (FAQs)
1. What makes a cloud storage service HIPAA-compliant?
A HIPAA-compliant cloud storage service must implement robust security measures, including data encryption, access controls, audit logs, and regular security assessments. Additionally, the service provider must be willing to sign a Business Associate Agreement (BAA) to formalize their commitment to protecting ePHI.
2. Is it necessary to have a Business Associate Agreement with my cloud storage provider?
Yes, HIPAA requires covered entities to establish a BAA with any third-party service provider that will handle ePHI on their behalf. The BAA outlines the responsibilities of each party in safeguarding the data and ensures compliance with HIPAA regulations.
3. Can I use free cloud storage services to store ePHI?
Free cloud storage services typically do not offer the security features or BAAs required for HIPAA compliance. It's essential to use a service that explicitly supports HIPAA compliance and is willing to sign a BAA.
4. How often should security assessments be conducted on cloud storage solutions?
Regular security assessments are vital to maintaining HIPAA compliance. While the exact frequency can vary, conducting assessments at least annually or whenever significant changes to your cloud environment or data handling practices are recommended.
5. What should I do if a data breach occurs in my cloud storage?
In a data breach, HIPAA requires that affected individuals be notified promptly. Additionally, the breach must be reported to the Department of Health and Human Services (HHS) and, in some cases, to the media. An incident response plan is crucial to address breaches effectively and maintain compliance.
Ensuring HIPAA compliance in cloud storage is a multifaceted process that involves selecting the right provider, establishing clear agreements, and implementing robust security measures. Healthcare organizations can securely manage sensitive patient data in the cloud by taking these steps.
