Frequently Asked Questions

YES!

Safeguarding client data, including Protected Health Information (PHI), is a top priority at SpeakWrite. Our privacy & security policies and procedures adhere to the Health Insurance Portability and Accountability Act (HIPAA) of 1996 as outlined below.

The HIPAA Privacy Rule

SpeakWrite does not facilitate health care treatment, payment or operations for our clients but does process client dictations and documents that contain Protected Health Information (PHI). Therefore, we approach HIPAA’s Privacy Rule with the level of emphasis that is expected from all business associates of covered entities. Specifically, we use appropriate safeguards to prevent unauthorized use or disclosure of PHI.

In addition to maintaining strict technical standards under the HIPAA Security Rule, SpeakWrite employees and typists must master an extensive set of procedures which includes information pertaining to security, privacy and confidentiality. Examples of activities that are specifically prohibited include:

• Disclosing any client information, including PHI, for any purpose
• Discussing client information in public or private with any person for any reason
• Attempting to contact or contacting clients or anyone connected to them for any reason
• Generating written or printed copies of any client work
• Maintaining any computer file or other record of client materials
• Leaving client information open to view by unauthorized persons
• Document the permitted and required uses of PHI, as required by the Privacy Rule
• Contractually agree that SpeakWrite will not use or further disclose the PHI other than as permitted or required by the contract or as required by law

SpeakWrite educates all employees and typists on the importance of protecting client information. All SpeakWrite employees and typists take HIPAA training, and sign confidentiality agreements that reinforce our privacy policies and procedures.

The HIPAA Security Rule

This rule concerns security of Electronic Protected Health Information. There are three types of security safeguards outlined in HIPAA: Administrative, Physical and Technical.

Administrative Safeguards

SpeakWrite adheres to the following Administrative Safeguards:

• SpeakWrite has a Privacy Officer to develop HIPAA-related policies and monitor and enforce compliance of those policies by SpeakWrite employees and typists. The Privacy Officer oversees the implementation of HIPAA and security awareness training for employees and typists, as well as prevention, detection, containment and correction of security violations. The Privacy Officer, in conjunction with the VP of Technology, continually assess and manage security risks in accordance with SpeakWrite’s risk management procedures.
• The SpeakWrite system restricts access to PHI to individuals who have the required access authority and appropriate clearances.
• SpeakWrite encrypts all data during transmission and at rest using industry best practices.
• SpeakWrite deploys our systems through Microsoft Azure’s Government Cloud and utilizes their best practices for data center operation.
• SpeakWrite maintains and regularly reviews security policies and procedures and updates our systems to follow the current industry best practices and applicable laws.