How to Choose a HIPAA-compliant Cloud Phone System

The Health Insurance Portability and Accountability Act of 1996 (HIPAA) outlines legal requirements for using and disclosing protected health information (PHI).

HIPAA compliance is a big concern for medical offices and healthcare providers. The regulations are complex, and phone systems that are set up improperly can leak sensitive data that can lead to HIPAA violations and costly penalties.

With the rise of information breaches and hacking, healthcare professionals are increasingly concerned about their patients' confidential data. One way to ensure that your patients' privacy is protected is by implementing a HIPAA-compliant phone system.

However, with so many options out there, how do you choose what's right for your medical practice?

Let’s break down the steps to help you find the solution that meets your needs.

What Is a Cloud Phone System?

A cloud phone system is a type of Voice-over-Internet Protocol (VoIP) service that allows you to make and receive phone calls from your computer or mobile device.

This means that a company doesn’t need to invest in expensive hardware and software to run their phone system. Instead, they can use a third-party provider who will host their phone system for them.

What Is a HIPAA-compliant Cloud Phone System?

A HIPAA-compliant cloud phone system is a phone system that has been configured to meet HIPAA requirements.

The requirements for a HIPAA-compliant phone system are as follows:

1. The phone system must have an encryption solution in place.
2. The phone numbers on the recordings must be masked so they’re unrecognizable to anyone who doesn’t have authorization to access them.
3. The data on the servers must be encrypted with SSL or TLS certificates, which are validated by third-party certificate authorities.
4. The data on any mobile device must also be encrypted with SSL or TLS certificates, which are validated by third-party certificate authorities even if they’re not connected to the cloud server at any point.

Cloud Phone Systems and the HIPAA Security Rule

A HIPAA-compliant cloud phone system must be certified to meet the HIPAA Security Rule. This means it has been assessed and found to be capable of protecting electronic protected health information (ePHI) that is created, received, maintained, or transmitted by the covered entity.

The Security Rule requires that a covered entity's phone system must:

• Protect ePHI from unauthorized access and disclosure
• Prevent ePHI from being read or copied
• Be able to detect any unauthorized use
• Be able to recover data in the event of an outage or disaster

The Benefits of a HIPAA-compliant Cloud Phone System

HIPAA regulations require your company to ensure that all patient information is kept private and secure.

Low Cost

The benefits of using a cloud phone system are many. For one, it is much cheaper than traditional on-premises systems. It also offers more flexibility and scalability than conventional systems do.

Cloud phone systems are the most popular type of VoIP service because they offer a number of benefits, including:

• Unlimited calling
• Low cost per minute
• No need for a landline
• No installation or equipment
• Major mobility

This type of phone system is a reliable and secure solution for any company that communicates with patients, clients, and employees. It can be used by companies of any size, including medical offices, hospitals, clinics, and more.

Security

A HIPAA-compliant cloud phone system offers a high level of security. It allows you to securely store, manage, and access sensitive files without worrying about them falling into the wrong hands.

A HIPAA-compliant phone system is designed to keep all conversations and data private, storing it on a server that no one but the company can access. This guarantees that any information or details shared through phone conversations are safe and secure.

Reliability

You can’t afford to lose contact with your patients, employees, partners, and vendors. A HIPAA-compliant cloud phone system ensures that natural disasters or power outages don’t disrupt your company's communications. It also allows you and your staff to work from remote locations without interruption.

The provider's infrastructure is always available to serve its clients when they need it most, even in times of emergencies like natural disasters.

Scalability 

A HIPAA-compliant phone system gives you the ability to grow as the needs of your patients do. It allows you to serve more patients without the hassle of managing new hardware or software purchases. 

The phone system can be configured to meet the needs of your environment, including your staff and patient population. If the demand drops or your practice doesn't grow as fast as expected, you won’t be stuck with a substantial hardware and software investment.

Flexibility

In addition to being secure, this phone system also offers a lot of flexibility in terms of how you use it.

You can choose to have one phone number for your entire company or one for each department in your company. You can also choose to have unlimited extensions or just a few.

Ease of Use

What’s the point of switching to a new phone system if it won’t make your life easier, right?

One of the most powerful aspects of this system is that it’s very straightforward to use. The features are clearly laid out on the interface, so you aren't left guessing how to use them.

Productivity and Efficiency Increase

A HIPAA-compliant cloud phone system can increase productivity and efficiency in your clinic by simplifying administrative work and improving overall clinic workflow. This is because the system allows for centralized call routing, which lets you route all incoming calls to a single extension where any staff member can answer.

Additionally, this phone system can be easily integrated into your existing clinic tools.

You need your phone system to work seamlessly with other platforms, such as your electronic health record (EHR) or customer relationship management (CRM) software, to streamline the process of managing data and communicating with patients. 

How to Choose a Cloud Phone System Provider for Your Medical Practice

Cloud phone system providers are a dime a dozen. Research is key to choosing the one that best suits your needs.

There are many factors to consider, such as price, features, and customer service. Here are some tips to help you choose the right provider for your needs.

The Size of Your Medical Practice

If you are a smaller medical practice, you may want to consider a cloud phone system provider that offers a limited feature set. This will allow you to get the basics of a phone system up and running without having to invest in features that you may not need.

If your medical practice is large, it’s a good idea to consider a cloud phone system provider that offers a wide range of features. This will give you the flexibility to choose the features that are best suited for your needs.

The Features You Need

Consider the features that are important to you. 

Some things to think about include: 

• Do you need a system that can handle a large number of calls? 
• Do you need an auto-attendant? 
• Do you need voicemail to email? 
• Do you need conference call capabilities? 
• Do you need call recording? 
• What kind of phones do you need? 
• How many phone lines do you need? 
• How frequently do you use text messaging?
• Do you have any special requirements that your clinic cannot do without?

There are many things to consider when choosing a cloud phone system for your medical practice. First of all, you'll need a system that integrates with your EHR without any problems.

Check that the system has features such as voicemail, call forwarding, and call transferring. You will also want to make sure that there is an option for faxing and voicemail-to-text conversion.

The Price

Is it worth your budget? 

Once you have determined the features you need, you can compare providers and pricing. 

A cloud phone system can be a cost-effective solution for your medical practice. However, it’s important to consider your budget and make sure that the features and overall value are worth the cost.

The Provider’s Reputation and Track Record

When looking for a cloud phone system provider for your medical practice, it's important to consider the provider's reputation and track record. 

Take a moment to consider these questions:

• How long have they been in business?
• Do they have any reviews?
• What’s included in the service plan?
• Do they charge extra fees or have hidden costs?
• Do they offer a trial period or money-back guarantee?

A reputable company will not disappear overnight; it will be there when you need them. They will also have an established customer base and continue to grow, improving their service to meet the needs of an ever-changing industry.

The Provider’s Customer Service

Customer service is a crucial factor in selecting a phone system provider for medical offices. The company you choose should be able to answer questions promptly and professionally. 

They should also offer technical support when needed. Finding a company that provides 24/7 unlimited support is even better. This means you'll have uninterrupted access to professional help at any hour of the day.

The Provider’s Technology

Is their technology HIPAA compliant? 

Are their systems HITRUST certified?

Choosing a cloud phone system provider for your medical practice is extremely important. As the use of mobile devices and laptops to access data continues to rise, this creates more opportunities for hackers to access sensitive information. 

The best way for medical practices to mitigate risk is with a provider with security certifications such as HIPAA and HITRUST. This ensures that your patients' PHI is not compromised and keeps your practice safe from potential liability.

The Provider's Security

Medical practices by their nature are sensitive environments. This means that the security of your data must be your top priority when choosing a phone system provider.

A data breach can have disastrous consequences on your business, so it's essential to do your research before signing with any company.

It’s Time to Modernize Your Practice’s Phone System

You spend an enormous amount of time on your phone, using it as a virtual patient care system — is your current phone system really up to the job?

If you want to provide the best care possible for your patients, then you must have reliable technology at your disposal that is both safe and secure without breaking the bank.

We want you to make an informed decision about the best cloud-based phone service for you and your medical practice. With so many options available, it can be difficult to figure out what type of system will be best for your specific needs. 

Our healthcare IT specialists have helped dozens of medical offices find the right technology. If you're not sure what to look for, we can help you examine your options for free.