and ensure HIPAA compliance is maintained at all times.
YEARS OF EXPERIENCE
FILE TRANSFERS (monthly)
Maintaining HIPAA Compliance with Diplomat MFT
Keeping protected health information (PHI) safe is more than just a business imperative—it is a legal requirement. As a practical matter, data protection is important to maintaining brand trust and avoiding costs associated with a data breach. On average, costs associated with a data breach are $4.35 million, but healthcare organizations average $10.10 million. Included in that figure are fines under various laws requiring that organizations protect private information.
Depending on where your organization operates, different regulations apply, including:
- U.S. – Health Insurance Portability and Accountability Act – (HIPAA)
- Canada – Personal Information Protection and Electronic Documents Act – (PIPEDA)
- EU – General Data Protection Regulation – (GDPR)
These laws mandate that organizations responsible for collecting and managing PHI keep that data safe, both when in storage and when transferring it between entities.
Diplomat MFT can play a vital role in your data privacy and information security program for managing PHI. By automating critical elements of the secure file transfer management process—like encryption, scheduling, and notifications—Diplomat MFT makes it easy to establish secure workflows to send, receive, host, and retrieve PHI as well as related data like patient insurance and financial information.
Many healthcare services providers, including some of the largest entities in the U.S., already trust Diplomat MFT to keep their PHI and other mission critical data safe. You can trust us, too. And unlike many of our competitors, we are ethically priced, so you’ll save money while keeping patient and customer PHI safe. Download a free trial to see for yourself; or contact us with any questions and for a no obligation demonstration.
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Molina Healthcare needed to centralize secure file transfers with a solution that would integrate into their existing IT infrastructure. Diplomat MFT software simplified management of secure file transfers while meeting HIPAA compliance requirements.
CHRISTUS Health needed cost-effective, high-availability Managed File Transfer software to demonstrate compliance with HIPAA and other mandates. Diplomat MFT software centrally controls Managed File Transfer and reduces file transfer problems.
The Health Insurance Portability and Accountability Act (HIPAA) established national standards for the security of electronic health care information with both civil and criminal penalties for non-compliance by covered entitles, such as hospitals or physician practices. The HITECH Act of 2009 extended these penalties beyond covered entities to their business associates and established more rigorous enforcement policies.
Frequently Asked Questions
How does Diplomat MFT help clarify issues of data provenance when information is transferred and stored in a third-party cloud service like AWS, Google Cloud, and Azure?
Data provenance (also known as data ownership or stewardship) is especially important for maintaining regulatory compliance regulations like GDPR, where data created within one country cannot leave those borders. Cloud services, like AWS and Azure, provide features and controls around the location of data that is stored, but care must be taken to ensure misconfigurations don’t result in data being sent to the wrong place and that other connected systems aren’t taking data and moving it where it should not be. That’s why Diplomat MFT with workflow and encryption automation is important to minimize the opportunity for human error as part of a security and compliance strategy for regulations like HIPAA, GDPR, PIPEDA, etc.
How does Diplomat MFT help ensure files are sent to the right place, and does Diplomat MFT alert the user if an error occurs, or a mistake is made?
When Diplomat MFT uploads a file, the encrypted protocol provides integrity checking of data packets, so it knows that the file arrived unmodified at its destination. We can further enhance that by encrypting the file before it is sent to the recipient, ensuring that it is both encrypted onlyfor that recipient, and that we digitally signed the file so the recipient verifies the sender and that the file has not changed.
Once a file is delivered to a recipient, it is completely out of our control. But Diplomat MFT keeps both audit records and copies of the files in archive to protect the sender if the recipient alters the contents of the file (intentionally or accidentally). By cross-referencing Diplomat MFT archived data, the sender can protect itself by proving what was delivered.
HIPAA makes provision for sending PHI to patients who are not likely to have means of secure receipt or may not support encryption, provided the documents are protected to the point of receipt. Can Diplomat MFT do that?
Yes. Diplomat MFT encrypts files with OpenPGP and also encrypts transmissions using the SFTP (and also HTTPS and FTPS) protocol, so even if the recipient’s systems are not secure, the sender is able to comply with their part of HIPAA. What’s more, Diplomat MFT also supports secure fax by retrieving PDF files from back-end systems or via file share, and putting them into the proper location for the secure faxing software to take over.
Does Diplomat MFT protect PHI when mobile devices are used to share them?
Diplomat MFT is not (yet) a mobile application. However, if mobile devices are used for sending data to IT systems in a hospital, medical lab, dentist office, or other healthcare environment, Diplomat MFT can play a role in automating file transfers from that point forward (or when bringing data from external sources into those IT systems).