The HITECH Act. 5 things you can do Right Now to pave the road to compliance. 1. Secure PHI in motion.
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1 The HITECH Act 5 things you can do Right Now to pave the road to compliance Beginning in 2011, HITECH Act financial incentives will create a $5,800,000 opportunity over four years for mid-size hospital networks, with a potential loss of $3,000 for every day of delay. Contact Axway today to request a complimentary cost-savings calculator and learn more about our infrastructure assessment. Part of the American Recovery and Reinvestment Act of 2009, the Health Information Technology for Economic and Clinical Health (HITECH) Act encourages the adoption of electronic health/medical records (EHR/EMR), with the ultimate goal of reducing healthcare costs and improving patient outcomes. To that end, the HITECH Act mandates that healthcare providers take a series of steps to strengthen safeguards for Protected Health Information (PHI), enable secure electronic exchange of PHI, and establish interoperability between systems both internally and with external business associates. In addition to extensive technology mandates such as stronger HIPAA regulations that are now in force the HITECH Act includes a combination of financial incentives and penalties that will take affect beginning in For mid-size providers who want to maximize incentive dollars now and avoid penalties later, the time to assess your data channels and pave the road to compliance is now. Here are 5 things you can do right now to comply with new HIPAA regulations now in force and prepare for HITECH compliance in 2011 and beyond: 1. Secure PHI in motion. To comply with HITECH, you must secure all PHI that includes data traveling via , ad hoc or automated managed file transfer, or internal or external EDI. By centrally defining, managing, and enforcing policies that effectively control the flow of information, you can secure data in motion anywhere in your healthcare ecosystem. 1
2 Delivery-based policies enable you to control who can interact with whom including hospitals, pharmacies, MCOs, and other healthcare and health plan providers based on where they live in your ecosystem. These policies can apply to any kind of interaction among systems, groups, or individuals. Content-based policies analyze the content of files and messages (and their attachments) to automatically identify PHI and ensure that compliance is maintained. When a policy violation is detected, you can automatically take a number of actions, such as: block or quarantine the interaction strip an attachment from an return a message to the sender notify a manager redact information re-route the communication to a secure, encrypted channel for delivery 2. Secure PHI at rest. In addition to ensuring that your data is secured in transit, you also need to secure PHI while it is in the DMZ or at rest on a server, using encryption technology certified to meet NIST or FIPS requirements. Regardless of the underlying transport network, all user connections must be strongly authenticated, and data integrity and guaranteed delivery must be assured whether the user makes infrequent transfers via a Web browser or uses client automation for batch and scheduled transfers. Consider the use of two-factor authentication and digitally signed documents to further ensure that only authorized users access and exchange information. HITECH HIPAA also mandates the proper disposal of all media containing PHI. PHI that is not destroyed must be encrypted and stored in a secure archive. 3. Detect and report all data breaches. Section of Title XIII HITECH/ARRA states: Following a breach of unsecured protected health information covered entities must provide notification of the breach to affected individuals, the Secretary, and, in certain circumstances, to the media. In addition, business associates must notify covered entities that a breach has occurred. To satisfy this mandate, you need end-to-end monitoring and tracking of file movements with granular visibility into your entire IT ecosystem complete with searchable audit logs and reporting capabilities for all applications, systems, and platforms you and your external partners have in place. HHS is currently pushing to provide patients with a record of all exchanged information and to provide copies of health records electronically. While these rules are still evolving, it is clear that end-to-end visibility into the movement of health records is essential, and the ability to distribute copies of records to a variety of external systems, such as PHR (personal health records), is becoming critical to regulatory compliance and meaningful use. 4. Ensure that your business associates are also in compliance. To facilitate secure exchange of PHI beyond your firewall, you need to be able to on-board and successfully manage any and all partners submitting medical records and transactions for eligibility, claims, claim status, enrollments, authorizations, and premium payments, as well as state and federal agencies requiring periodic reports necessary for your business to qualify for incentive payments. 2
3 This means you need the ability to quickly establish secure electronic relationships for file transfer, data translation, and other types of interactions; and you need to be able to set policies that govern the flow of information and grant community members permission to keep tabs on the events that matter to them. Building communities to encourage adoption of electronic health record exchange requires a broad set of technical capabilities, including campaign tools, proper identification of providers and patients, and automation to speed the time to connect. Assess the process your organization is using to on-board exchange partners to ensure that it is efficient and effective. HIPAA non-compliance penalties can range from $50,000 - $1,500,000 annually. The HITECH Act financial penalties will reduce Medicare reimbursements for noncompliant providers by 33% in 2015, 66 % in 2016, and 100% in Build a Core Competence in Information Exchange To begin receiving HITECH payments in 2011, you must meet the standard of meaningful use of electronic information exchange for 90 consecutive days in To demonstrate meaningful use, you should integrate and automate the exchange of EHR/EMR between separate, independent information systems through: Managed file transfer (MFT) One of the requirements for Stage 1 meaningful use is incorporating lab results into your EMR/EHR. If you and your business associates rely on older lab systems that do not use real-time Health Level Seven, you can ensure secure exchange of large files (such as mammogram x-ray films) with secure MFT. Electronic data interchange (EDI) Implement efficient and secure platforms for building and managing complex EDI transactions, exchanging large files quickly and easily, and performing real-time transactions. Secure, policy-driven When more sophisticated protocols are not readily available, policy-driven solutions that are security aware (that is, they support PKI, certificates, etc.) can be a cost effective alternative for health record exchange an option that may be especially helpful for physicians and community members whose IT infrastructure or budgets are limited. To facilitate this option, the NwHIN Direct Project is developing patterns and standards for the exchange of SMTP and S/MIME messages between physicians, providers and HIEs. Axway can help. The security and interoperability mandates of the HITECH Act require a healthcare ecosystem through which data flows securely in and out of many different kinds of systems. Disclosure and reporting mandates require the ability to track, manage, and report on how, when and where that data moves across the entire ecosystem. Prioritization of health information exchange by the HITECH Act, coupled with its enhancement of HIPAA regulations, has put a spotlight on the 4 pillars of IT Infrastructure: security (authentication), secure with attachments, managed file transfer, and business to business interactions. The Axway platform allows you to quickly establish connections that enable safe and secure movement of data from the people and systems creating health records to the people and systems that need access to them whether the information 3
4 Axway Managed File Transfer Solutions Axway Security Solutions Axway Community Management Axway B2B Solutions EHR Information Exchange Platform HIPAA Security FIPS Inside Connectivity Partner Management Collaborations Non-EMR Images Secure Adapter Framework Labs Videos HL7 PHR Reports Docs EDI PHI Claims PACS CTs Radiology ADT HIM Payors EMR Lab is exchanged by or attachment, file transfer between applications, systems, or individuals, or internal or external EDI. Axway s historic strength in the 4 pillars of IT Infrastructure brings a unique perspective on interoperability and integration to your current and future IT infrastructure. The Axway platform can also proactively track and manage each transmission and present executive dashboards to compliance officers and administrators, and technical dashboards to IT, making management of electronic records faster, cheaper and simpler. Ensure regulatory compliance and prevent data loss. Axway Security solutions protect against accidental data loss and leakage by automatically identifying messages and attachments that may be in violation of HITECH regulations. Axway Security solutions enable you to encrypt messages to ensure the confidentiality of PHI, track and document compliance for regulatory and legal risk mitigation, and eliminate spam, viruses, phishing, hackers, and other threats before they can enter your systems. Axway File Attachment Management combines content-based policy management, encryption, authentication, and tracking capabilities with support for very large file attachments to eliminate the infrastructure, cost, and security concerns that surround sending large confidential files via or unsecured FTP without requiring end users to change the way they work. Axway B2B and MFT solutions enable organizations to secure message exchange for quick and efficient configuration of connections. Axway data-exchange tools reduce the cost to connect by enabling configured connections rather than coded connections, as well as reuse of connections between partners. This capability means that each connection with an existing partner becomes simpler than the last connection, providing economy of scale and reducing the need for scarce IT resources as the community matures. Information exchange is a core capability that can be leveraged within and without clinical and claims workflows. Building out secure information exchange is important to all aspects of care and administration, from protecting employee data, to credit card payments, to reimbursements and referrals. To enable secure and efficient data exchange, Axway provides standards-based B2B and MFT solutions that fully support commonly used healthcare exchange standards such as HIPAA 5010 EDI transaction sets, HL/7, CCD, and more. 4
5 Secure, monitor, and track managed file transfer (MFT). Axway MFT solutions offer a broad spectrum of security measures to protect against data loss and improve governance. Complete audit trails simplify and lower the cost of HITECH compliance, and end-to-end monitoring and tracking of file movements deliver granular visibility into your entire ecosystem. Modernize EDI and create a secure online business interaction community. Axway B2B solutions provide a simple way to handle EDI within secure online communities, regardless of community size or IT platforms. Axway B2B solutions enable you to simplify trading partner management by streamlining how you onboard and interact with your business partners, suppliers, and customers, improve governance, security, and traceability with complete audit trails, and ensure Health Level Seven compliance for all B2B data exchanges. Axway can help you pave the way to HITECH compliance with a complimentary costsaving calculator, or infrastructure assessment. Stages of meaningful use Stage 1 (beginning in 2011): Focuses on...electronically capturing health information in a coded format. Stage 2 (beginning in 2013): Focuses on...the use of health IT for continuous quality improvement at the point of care and the exchange of information in the most structured format possible. Stage 3 (beginning in 2015): Focuses on...promoting improvements in quality, safety and efficiency, focusing on decision support for national high priority conditions, patient access to self management tools, access to comprehensive patient data and improving population health. To learn more, call your regional office listed below, us at axwaysolutions@axway.com, or visit us at For More Information, visit Copyright Axway All rights reserved. 5 WP_HITECH_EN_101211
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