Require staff members to guard PHI carefully, using secure internal document management systems to share information with colleagues whenever possible. Keep employees abreast of changes in HIPAA regulations, and make sure they follow through when using networked office equipment. Pull or follow-me printing prevents documents from printing before the user is present at the device to log-in. Enable automatic log-off capabilities to prevent those without credentials from accessing your equipment.
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Modern professional office equipment comes equipped with solutions or add-ons that allow end-users to set up authentication processes and track usage. A secure office or copy room is a better choice than a common area that's open to anyone on staff. Locate office equipment used to print or scan PHI in secure areas to help limit access by passersby and unauthorized employees. Securing the hard drives on these devices is an essential security strategy solutions include encryption, data overwriting, or physically removing the disk drive. Office equipment, including multifunction systems and laser printers, use internal hard drive technology to capture, print, and electronically distribute or store information. If you haven't taken the proper steps to lock down your networked office equipment, here's what you should do now to keep criminals away from protected health information and other confidential documents. Your office equipment helps run your organization's internal processes, but if you're not careful, it can help someone else in their efforts to gain access to your confidential documents.
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