Is Your Practice HIPAA-Secure? A Non-Scary Tech Checklist
Running a medical or dental office is already complicated enough — you’re balancing patient care, staff schedules, insurance madness… and now you’ve got to worry about HIPAA compliance too?
We get it. The technical side of HIPAA can feel overwhelming. But here’s the good news: if your tech is properly set up, a huge chunk of HIPAA compliance becomes automatic.
Let’s break it down in plain English — what HIPAA actually expects from your IT setup, what to check, and how BITLINK can help you stay compliant (without turning into an IT expert).
What Does HIPAA Actually Require From Your Technology?
HIPAA isn’t just about paperwork. The Security Rule requires you to protect electronic protected health information (ePHI) — and that means your hardware, software, network, and data all need to meet specific technical standards.
Here’s what that really means:
- You need to limit who can access patient data
- You need to protect that data from theft, loss, or accidental exposure
- And you need to track access and changes to that data
If any of that sounds complicated — don’t worry. This guide is your cheat sheet.
HIPAA Tech Basics (Made Simple)
Here are the core areas HIPAA looks at, and what they actually mean in your day-to-day tech setup:
Access Controls
Limit access to ePHI to only the people who need it.
- ✅ Use unique logins for each staff member
- ✅ Set up role-based access (not everyone should see everything)
- ✅ Auto-lock workstations after inactivity
- ✅ Require strong passwords or multi-factor authentication (MFA)
Encryption (Data at Rest & In Transit)
Protect data both while it’s being stored and while it’s being sent.
- ✅ Encrypt devices (laptops, tablets, servers, etc.)
- ✅ Use secure email or patient portals for communication
- ✅ Make sure backups are encrypted too
Audit Controls & Activity Logs
You must be able to show who accessed what — and when.
- ✅ Use systems that keep detailed access logs
- ✅ Regularly review logs for unauthorized access
- ✅ Document corrective actions when needed
Data Backup & Recovery
HIPAA requires your patient data to be restorable — even after a disaster.
- ✅ Use automated, encrypted backups (on-site & cloud preferred)
- ✅ Regularly test your restore process
- ✅ Have a documented disaster recovery plan
Device & Media Sanitization
When you get rid of a device, it can’t leave with patient info still on it.
- ✅ Properly wipe or destroy old hard drives
- ✅ Use secure disposal services or certified tools
- ✅ Keep documentation for every device retired
Physical Security
Tech security isn’t just digital — protect access to devices and systems.
- ✅ Lock rooms with servers, routers, or file access
- ✅ Use screen privacy filters in patient areas
- ✅ Restrict portable devices (USBs, laptops) leaving the office
HIPAA Tech Checklist
Here’s a simplified version to mentally walk through or print for the office.
(Printable PDF at bottom)
| Item | Status |
|---|---|
| Unique logins for every user | ☐ |
| Role-based access controls | ☐ |
| MFA enabled on critical accounts | ☐ |
| Workstations auto-lock after inactivity | ☐ |
| Email & file transfers are encrypted | ☐ |
| Devices are encrypted (BitLocker/FileVault) | ☐ |
| Audit logs are active and reviewed | ☐ |
| Backups are encrypted and automated | ☐ |
| Restore process tested regularly | ☐ |
| Old devices are wiped or securely destroyed | ☐ |
| Servers/network gear are in secure locations | ☐ |
Where BITLINK Comes In
You don’t have to handle all this on your own.
At BITLINK, we walk practices like yours through every step — from reviewing your current setup, to implementing HIPAA-safe configurations, to managing your systems on an ongoing basis.
- ✅ We speak human, not IT jargon
- ✅ We handle the work — setup, documentation, backups, everything
- ✅ We keep your systems secure, compliant, and running smoothly
Let’s Make This Easy
If you're not 100% sure you’re HIPAA-secure — or if you’ve got a nagging “we really should get this checked” voice in the back of your head — now’s the time.
Reach out today and we’ll schedule a no-pressure HIPAA readiness consult. We’ll review your current setup and show you exactly what needs attention (if anything).
Email: [email protected]
Call: (540) 701.7414
P.S. Dental Practice?
Everything here applies to dental practices as well — even if you don’t store full medical records. HIPAA still applies when handling patient info, x-rays, imaging, and digital health records.
Download the full HIPAA Tech Checklist to share with your team or keep on file.
