HIPAA Compliance

What is HIPAA?

The Health Insurance Portability and Accountability Act (HIPAA) is a federal law enacted in 1996 that establishes national standards for protecting sensitive patient health information. HIPAA applies to:

• Covered Entities: Healthcare providers, health plans, and healthcare clearinghouses
• Business Associates: Organizations that handle PHI on behalf of covered entities

As a healthcare technology service provider, Santronix Health Technologies LLC operates as a Business Associate and adheres to all HIPAA requirements.

HIPAA Privacy Rule

The HIPAA Privacy Rule establishes national standards for the protection of individually identifiable health information. Our compliance with the Privacy Rule includes:

• Minimum Necessary Standard: We only access, use, or disclose the minimum amount of PHI necessary to accomplish the intended purpose
• Patient Rights: We support covered entities in honoring patient rights to access, amend, and receive an accounting of disclosures of their PHI
• Notice of Privacy Practices: We assist covered entities in maintaining and distributing required privacy notices
• Authorization Requirements: We ensure proper authorization is obtained before using or disclosing PHI for purposes not otherwise permitted

HIPAA Security Rule

The HIPAA Security Rule requires appropriate administrative, physical, and technical safeguards to ensure the confidentiality, integrity, and security of electronic Protected Health Information (ePHI).

Administrative Safeguards

• Security Management Process: Risk analysis, risk management, sanction policy, and information system activity review
• Security Personnel: Designated security official responsible for developing and implementing security policies
• Workforce Training: Comprehensive HIPAA training for all personnel with access to PHI
• Access Authorization: Procedures for granting access to ePHI based on role and need-to-know
• Contingency Planning: Data backup plans, disaster recovery procedures, and emergency mode operations

Physical Safeguards

• Facility Access Controls: Procedures to limit physical access to electronic information systems
• Workstation Security: Policies governing the use and security of workstations that access ePHI
• Device and Media Controls: Procedures for the disposal, reuse, and movement of electronic media containing ePHI

Technical Safeguards

• Access Controls: Unique user identification, emergency access procedures, automatic logoff, and encryption
• Audit Controls: Hardware, software, and procedural mechanisms to record and examine ePHI access
• Integrity Controls: Mechanisms to ensure ePHI is not improperly altered or destroyed
• Transmission Security: Encryption and integrity controls for ePHI transmitted over electronic networks

HIPAA Breach Notification Rule

We maintain comprehensive breach notification procedures in compliance with the HIPAA Breach Notification Rule:

• Breach Assessment: Immediate evaluation of any suspected security incident to determine if it constitutes a breach
• Risk Assessment: Analysis of the nature and extent of PHI involved, unauthorized access, and risk of harm
• Notification Procedures: Timely notification to affected covered entities as required by law
• Documentation: Maintenance of detailed records of all breach assessments and notifications

Business Associate Agreements (BAA)

We enter into Business Associate Agreements with all covered entities and other business associates with whom we work. Our BAAs include:

• Permitted and required uses and disclosures of PHI
• Safeguards to prevent unauthorized use or disclosure
• Subcontractor management and downstream BAA requirements
• Individual rights assistance procedures
• Breach notification obligations
• Return or destruction of PHI upon termination

Our HIPAA Compliance Program

Security Measures

• Data Encryption: All PHI is encrypted both in transit (TLS 1.3) and at rest (AES-256)
• Access Controls: Role-based access control (RBAC) with multi-factor authentication (MFA)
• Audit Logging: Comprehensive logging of all PHI access and activities
• Network Security: Firewalls, intrusion detection systems, and regular security assessments
• Secure Communications: End-to-end encrypted communication channels for PHI transmission

Training and Awareness

• Initial HIPAA training for all new employees
• Annual refresher training and compliance updates
• Role-specific training for personnel handling PHI
• Security awareness programs and phishing simulations

Risk Management

• Annual comprehensive risk assessments
• Regular vulnerability scans and penetration testing
• Continuous monitoring and threat detection
• Incident response planning and regular drills

Policies and Procedures

• Documented policies covering all HIPAA requirements
• Regular policy review and updates
• Clear procedures for workforce members
• Sanctions policy for HIPAA violations

Website and Public Platforms

Important Notice: Our public website (https://sanhealthtech.com) does not collect, transmit, or store Protected Health Information (PHI). Any contact forms or communications through our website are for general inquiries only and should never include PHI.

For HIPAA-compliant communication and services:

• PHI is only handled through our secure, HIPAA-compliant platforms and systems
• All PHI transmission occurs over encrypted channels with proper authentication
• Patient portals and healthcare applications are separate from our public website
• Never submit PHI through general contact forms or email

Patient Rights Support

We assist covered entities in supporting patient rights under HIPAA, including:

• Right to Access: Patients can access and obtain copies of their PHI
• Right to Amend: Patients can request amendments to their health information
• Right to Accounting: Patients can receive an accounting of PHI disclosures
• Right to Request Restrictions: Patients can request restrictions on uses and disclosures
• Right to Confidential Communications: Patients can request alternative communication methods

Vendor Management

All third-party vendors and subcontractors that may have access to PHI are carefully vetted and must:

• Demonstrate HIPAA compliance capabilities
• Execute Business Associate Agreements
• Implement appropriate safeguards
• Undergo regular security assessments
• Provide breach notification procedures

Compliance Audits and Monitoring

We maintain ongoing compliance through:

• Regular internal audits of HIPAA policies and procedures
• Quarterly security assessments and compliance reviews
• Annual third-party HIPAA compliance audits
• Continuous monitoring of access logs and system activities
• Regular review and testing of incident response procedures

Reporting Security Incidents

If you suspect a security incident or potential breach involving PHI, please report it immediately:

• Security Hotline: Available 24/7 for urgent security matters
• Email: security@sanhealthtech.com
• General Contact: admin@sanhealthtech.com
• Phone: (732) 252-4079

Note: All reported incidents are investigated promptly and thoroughly in accordance with our incident response procedures and HIPAA requirements.

Continuous Improvement

Our HIPAA compliance program is continuously evolving to address:

• Changes in regulations and guidance from HHS Office for Civil Rights
• Emerging security threats and vulnerabilities
• New technologies and service offerings
• Lessons learned from security assessments and audits
• Industry best practices and standards

Questions and Concerns

We are committed to transparency in our HIPAA compliance efforts. If you have questions about our HIPAA compliance program, policies, or procedures, please contact:

Additional Resources

• HHS Office for Civil Rights: www.hhs.gov/hipaa
• HIPAA Privacy Rule: Privacy Rule Information
• HIPAA Security Rule: Security Rule Information
• Breach Notification Rule: Breach Notification Information