Policy on Physical Security of PHI and e-PHI

Policy on Physical Security of PHI and e-PHI

Purpose

  1. First Due is obligated under the Health Insurance Portability and Accountability Act of 1996 (HIPAA) to establish physical safeguards to protect electronic protected health information (“e-PHI”) and other PHI. This policy establishes our security measures to protect our electronic information systems, networks and applications as well as buildings and equipment from natural and environmental hazards, and unauthorized intrusion. 
             

Scope

  1. This policy applies to all First Due staff. All staff should be on the lookout for any potential problems that could jeopardize the security of electronically stored information, especially e-PHI.  This policy describes our general approach to facility security and the steps necessary to prevent a breach in the physical security system in place. It also describes our general procedures to limit physical access to electronic information systems and the buildings and rooms in which they are housed, and our general procedures on disposal or reissuance of equipment containing e-PHI.

Policy

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Facility Access Controls

  1. Access to areas of our facility that contain our information system with e-PHI will be granted only to those with a verifiable and approved business need to have access.
  2. All First Due staff members will be issued identification cards or badges for security purposes.  These badges and identification must be displayed at all times while on the premises.
  3. Access control will be established with physical hardware that prevents improper or inadvertent entry into a secure area.  This hardware may include combination locks, swipe cards, smart cards and other devices on all doors housing our information system equipment.
  4. Any space in a building that we share with another entity that contains PHI that we create, receive, maintain or transmit will be maintained at the same level of security as if we owned the space.  Specifically, we will protect that area from access by others in the building who are not part of First Due.
  5. Disabling or circumventing any of the physical security protections is strictly prohibited. Any problems with physical security measures must be reported to the HIPAA Compliance Officer immediately. 

Facility Security Plan  

  1. The HIPAA Compliance Officer will be responsible for developing a facility security plan that protects our buildings from unauthorized physical access, tampering, and theft.
  2. The plan will incorporate hardware to limit access to our buildings to only those persons with proper keys and/or access codes.
  3. First Due will maintain a current list of all staff members who have authorization to access our facilities with PHI.  Where appropriate, First Due will install security systems including video surveillance to protect PHI and to ensure the security of our information systems.
 

Access Control and Validation Procedures 

  1. First Due has established procedures for controlling and validating a staff member’s access to our facilities.  Access to various areas of the facilities will be based on the role of the staff person and their need to access a particular area.
  2. Access to locations that house our systems, networks or applications with PHI that we create, receive, maintain or transmit will have the greatest limitations on access, and access to these critical areas will be reviewed frequently by management and the HIPAA Compliance Officer
 

Maintenance Records

  1. To help ensure that our physical security systems are in continuous operation, First Due has developed a maintenance program for all security devices, including locks, keypads, and other access devices.
  2. Any repairs or change outs of any security devices will be recorded.


Workstation Security and Use

  1. A “workstation” is defined as any electronic computing device, such as a desktop computer, laptop computer, mobile electronic device or any other device that is used to create, receive, maintain or transmit PHI.
  2. All workstations (including fixed locations such as in our billing or business office and mobile workstations such as with portable electronic devices for field use) should be password protected so that they may not be accessed without authentication by an authorized user. 
  3. All workstations are set up to lock out after a set time period so that if the staff member is no longer using the workstation for a set period of time, access will not be permitted without the proper password.
  4. Procedures are established for each work area, depending on the nature of the work area to limit viewing of workstation device screens to only those operating the workstation wherever possible. 
    1. In office areas, all screens should be pointed away from hallways and open areas.  The screens should be pointed away from chairs or other locations where non staff members, such as patients, may be. 
    2. In field operations, ambulance personnel will need to follow procedures to ensure that the devices are not left in an open area, such as a countertop in the Emergency Department.
  5. Workstations will be set so that staff members may not inadvertently change or disable security settings, or access areas of the information system they are not authorized to access.
  6. Only those authorized to access and use the workstation will be permitted to use the workstation. 
  7. No software may be downloaded or installed on the workstation in any manner without prior authorization.  (This prohibition includes computer games, screen savers, and anti-virus or anti-spam programs).
  8. All staff members will log out or lock workstations whenever they are left unattended or will not be in use for an extended period of time. 
  9. All portable workstation devices will be physically secured wherever possible when not in use.  Laptops will be locked with security cables and other mobile devices will be locked physical locations or in an appropriate storage compartment when not in use.
  10. Remote access to access e-PHI on our information system must be approved by First Due.
 

Disposal of Hardware and Electronic Media Devices and Media Controls

  1. First Due carefully monitors and regulates the receipt and removal of hardware and electronic media that contain PHI and other patient and business information into and out of our stations and other facilities. 
  2. As a general rule, simple deletion of files or folders is not sufficient to ensure removal of the file or data.  This simply removes the directional “pointers” that allow a user to find the file or folder more readily.  Deleted files are usually completely retrievable with special software and computer system expertise. 
  3. First Due has in place the following procedures governing the disposal of hardware, electronic media, and e-PHI stored on hardware and other electronic media:
    1. Sanitizing Hard Disk Drives.  All hard disk drives that have been approved by the HIPAA Compliance Officer for removal and disposal (or taken out of active use) shall be sanitized so that all programs and data have been removed from the drive.  First Due will follow industry best practices (such as the U.S. Department of Defense clearing and sanitizing standard – DoD 5220.22-M) when cleaning off hard drives. 
    2. Proper sanitizing usually involves a reformatting of the hard drive in a secure manner with an approved wipeout utility program.  Degaussing software may need to be used to ensure total removal of files. 
    3. No hard drive will be reissued, sold or otherwise discarded until the drive has been sanitized. 
    4. Media Re-Use.  All e-PHI and other patient and business information shall be removed from any media devices before they are made available for reuse. 
    5. Accountability.  First Due tracks the movement of all computer hardware, workstations, and data storage devices.  Movement both within the organization and outside the organization is tracked. 
  4. Data Backup and Storage.  Each information system area will create an exact copy of all e-PHI when necessary immediately prior to any movement or disposal. This procedure is in addition to the standard routine backup protocol to ensure that all e-PHI is preserved before potential compromise. 
  5. Destruction of Paper and Electronic PHI.  When destroying and/or permanently removing PHI from electronic media for any purpose, First Due shall adhere to HHS’s “Guidance Specifying the Technologies and Methodologies That Render Protected Health Information Unusable, Unreadable, or Indecipherable to Unauthorized Individuals.”  In accordance with that Guidance, paper, film, or other hard copy media shall be shredded or destroyed such that the PHI cannot be read or otherwise reconstructed. Electronic PHI is considered to be destroyed or permanently removed from electronic media when the media that contain the PHI have been cleared, purged, or destroyed consistent with “NIST Special Publication 800–88, Guidelines for Media Sanitization,” such that the electronic PHI cannot be retrieved. (NIST Special Publication available at: www.nist.gov).


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