Uncompromising Data Security: Our HIPAA Compliance Assurance

Why Our HIPAA Compliance Matters to Your Practice?

Under HIPAA, medical billing companies are legally defined as Business Associates (BAs). This means we are directly accountable for the security and privacy of the PHI we handle on your behalf.

• Risk Mitigation: We absorb a significant portion of your compliance risk. Our robust safeguards and protocols minimize the chance of breaches, protecting your practice from severe fines and reputational damage.

• Business Associate Agreements (BAAs): We ensure a fully executed, up-to-date BAA is in place with every client before any data exchange occurs, clearly defining our joint responsibilities and liability limits.

• Focus on Care: By entrusting us with the secure handling of your financial and clinical data, you free your staff to focus entirely on patient care.

We adhere strictly to the HIPAA Privacy Rule (regulating the use and disclosure of PHI) and the HIPAA Security Rule (regulating the safeguards for electronic PHI, or ePHI).

Secure Communication: HIPAA-Compliant Email Services

Effective communication within the healthcare sector is vital, but it must be absolutely secure and compliant with all HIPAA regulations. At Mediora Solutions, we eliminate the risk of unsecured email by utilizing the industry's most trusted, compliant platforms. We are equipped to integrate seamlessly with your preferred environment, ensuring your sensitive data is always protected, whether you use Microsoft or Google:

• Microsoft 365: We leverage the enterprise-grade security and compliance features of Microsoft 365 (including Exchange Online Protection) to ensure robust encryption, advanced threat protection, and secure data handling for all emails sent and received.

• Google Workspace: For clients utilizing the Google ecosystem, we implement the necessary controls and security protocols within Google Workspace, ensuring all communications are encrypted and adhere to HIPAA standards.

Encrypted Communication: We leverage the enterprise-grade security and compliance features of Microsoft 365 (including Exchange Online Protection) to ensure robust encryption, advanced threat protection, and secure data handling for all emails sent and received.

This flexibility ensures that our communication channels are not just efficient but also secure and fully compliant with your existing infrastructure. Our commitment to email compliance goes beyond simply using a secure platform. We implement rigorous, mandatory protocols for every Mediora Solutions LLC email account:

Regular Audits and Updates: Our commitment doesn’t end with implementation. We conduct regular security audits, maintain full audit trails, and ensure our email systems and security settings are always up-to-date with the latest vendor patches and HIPAA standards.

Two-Factor Authentication (2FA): For clients utilizing the Google ecosystem, we implement the necessary controls and security protocols within Google Workspace, ensuring all communications are encrypted and adhere to HIPAA standards.

Strict Access Controls: Role-based access controls are strictly enforced to prevent unauthorized access. Only Mediora Solutions personnel who require specific PHI to perform their billing duties can access the relevant email accounts.

Secure Voice & Fax: Protocol-Driven Compliance

Secure calling and faxing remain critical methods for sharing medical information. At Mediora Solutions LLC, our compliance is rooted in rigorous internal protocols, not just the tools we use and ensuring the confidentiality of your patients’ data across all communication channels. We adapt to your needs while maintaining strict security standards:

• Internal Office Operations: We utilize platforms like RingCentral for our core office communications. RingCentral is a trusted provider that offers robust security features designed to facilitate HIPAA-compliant calling and fax transmission.

• Virtual Medical Assistant (VMA) Services: When providing VMA support, we seamlessly integrate with the secure, client-provided systems you already trust. This flexibility ensures continuity and security within your established infrastructure.

Audited Security Protocols for Voice & Fax

Regardless of the platform used, the following mandatory controls govern how we handle PHI via voice and fax:

This flexibility ensures that our communication channels are not just efficient but also secure and fully compliant with your existing infrastructure. Our commitment to email compliance goes beyond simply using a secure platform. We implement rigorous, mandatory protocols for every Mediora Solutions LLC email account:

1. Mandatory Call Recording: All lines used to handle PHI are mandatory call recorded. This provides a complete, auditable record of every communication, serving as a critical safety and security measure.

3. Strict Access Controls: Role-based access controls are implemented for all communication systems. Only authorized personnel who require specific PHI for their duties can send, receive, or access call and fax records.

5. Secure Fax Handling: Faxes (both electronic and physical) are handled using encrypted transmission protocols and secure internal procedures, ensuring documents containing PHI are managed and stored compliantly.

2. Rigorous Audits: Our Compliance Team conducts regular, randomized audits of recorded calls. This ensures strict adherence to HIPAA guidelines, verifies proper verbal handling of PHI, and enforces correct documentation procedures.

4. Two-Factor Authentication (2FA): We enforce 2FA/MFA on all accounts accessing call, fax, and VMA platforms, adding an essential layer of security against unauthorized access.