Did you know that medical records are kept for 5 to 10 years after a person’s last treatment in the US?
Fortunately, restrictions ensure that your info doesn’t go public and stays between you and the doctor.
If you are on the other end and have medical records to store, there are a few things to consider.
Keep reading to discover the most useful tips for storing clinical records so that your patient’s privacy is protected!
Lock Your Computer
One of the most essential tips for keeping clinical records safe is to lock your computer.
Unless you are actively using your devices, they should be locked and away from public view. Patient records can quickly get pulled up by people in the industry that don’t need to know the information. Knowing this, you should even lock your computer when coworkers are nearby.
You should get in the habit of locking your screen right away. Some people use a 2-minute timer on their computers before logging out, however, this isn’t recommended.
Use Filing Cabinets
Locked filing cabinets have been a great solution to keeping clinical records safe for many years.
Depending on your preferences, you can order filing cabinets that need a key, pin code, or number to open them. Having these security measures in place can prevent people from browsing your patient’s files. Filing cabinets are also a great way to keep records safe since you don’t need to worry about online hackers.
If you have filing cabinets in your office, try to avoid labeling them. Putting labels on your cabinets can make people curious about what’s inside.
Secure Emails
If you want to maintain confidentiality in healthcare you should be encrypting your emails.
Whenever you communicate with patients online, you should encrypt messages to give your patients peace of mind. Certain entities can access and read emails that don’t get secured, which is what makes this an essential step.
Encrypted emails will protect the content from getting viewed by anyone else. Depending on your settings, additional authentication may be required to view the email.
Close Files Before Screensharing
Whether you are conducting training or in a meeting, you need to watch what you share on the screen.
Many professionals make the mistake of oversharing client information with coworkers and peers. Screensharing has contributed to this problem since some people are so busy setting it up, that they don’t notice what’s on the screen.
Before you start a meeting, get prepared by clearing your screen. If you need to pull up information about a client during a meeting, turn your camera off or limit what information they can view.
Create Strong Passwords
If you want to keep your patient’s information safe, you need to use strong passwords that others can’t guess.
Often, the people trying to hack into your program are people that you know. Using your child or dog’s name as a password can get easily guessed and put confidentiality at risk. You should be changing your password throughout the year and using multiple characters.
The stronger that you create your passwords, the less likely it is for someone to hack them. You should also avoid using the same password for your email, login, and other accounts. Once someone finds a password that works, they try it on other accounts too.
Close Brief Cases
Out-of-office meetings don’t allow as much medical record security, which is why you need to think ahead.
Many medical professionals recommend keeping a lockable briefcase or filer in your vehicle. Having these devices can help you transfer medical records and notes without losing any information. Locking briefcases are the best option since they are durable and professional-looking.
Never leave your briefcase unattended, especially if it’s unlocked. Once you close it, move around the numbers to ensure that the code can’t get guessed.
Install a Camera Outside
Sometimes patients need a visual reminder that you are looking out for their best interest.
If you want to help make patients feel more comfortable with your confidentiality, you should install a camera outside of the office. Having a camera will help identify odd behaviors or people that come into the office. These cameras should never be in your office or place of treatment, however.
Having cameras will also help you solve an issue if someone were to break in and try to access files.
Avoid Adding Identifiable Information
If you want to play it safe, you should keep identifiable information off of your documents.
Sometimes, this can be difficult, but there are ways to prevent information from getting spread. Instead of writing down full names, use initials so that it’s more challenging to determine the client.
When you leave the office, you shouldn’t have anything with health, home, or contact info easily accessible. This measure is especially important in small towns where your staff know your clients. It’s against HIPAA regulations, however, many people have gotten caught trying to access a patient’s file.
Protecting Your Clinical Records & Patients
When it comes to clinical records, you can never play it too safe.
Improperly keeping clinical records safe can harm your reputation and license. Since computer programs can easily get hacked, you need to encrypt your emails and use strong passwords. You’ll also need to check what files you have opened before screen sharing at meetings.
Don’t be afraid to meet with clients outside of the office, just grab your briefcase and find a private location.
Be sure to check out our blog for more content about medical records and protecting client information!
