The Health Insurance Portability and Accessibility Act of 1996 (HIPAA) set forward a number of requirements for health care entities and their business associates. These requirements range from streamlining of administrative procedure to, most importantly, the protection of patient privacy rights. HIPAA and the subsequent Privacy and Security Rules will have an enormous impact on the health care industry, and therefore on SSS. This document shows how we at SSS have put forth strenuous effort to comply with HIPAA, and guard protected health information (PHI).

SELECTED PRIVACY-RELATED PROCEDURES AND POLICIES

Use of PHI. Never use PHI for any purpose other than what is prescribed by our clients.

Access to the facility. Access into our facility is via locked doors. The access code is changed each time an employee leaves the company.

Badges. Employees are required to wear a photo ID badge on the SSS work site.

Office Space. The design of the office space separates visitors from areas of the office where PHI is stored and worked on.

Paper & PHI. All paper that contains PHI is shredded after it is no longer needed for business.

Computer Systems. Computer systems require passwords, updated quarterly. Upon termination, any employee access codes are deactivated. Computer-sharing programs are not permitted.

Internet. SSS hosts its own e-mail and FTP servers, and an encrypted VPN. E-mails sent or received via SSS e-mail shall be business-related only. No personal use shall be allowed, or use of personal e-mail accounts while in the office.

PHI Transmission Protocol. All communication of PHI must be logged and approved. Disclaimer statements must accompany all transmissions, and transmission by e-mail must be encrypted.

Termination. Upon termination, employees are to return all confidential information within twenty-four hours. The employee shall also deliver to SSS a written statement certifying that all materials have been returned and that PHI has been swept clean from any medium used to store or process PHI (hard drives, CDs, etc.)