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HIPAA COMPLIANCE SOFTWARE: POLICIES, TEMPLATES, CHECKLIST

Our HIPAA compliance software includes tools like policies, procedures, templates, guides, checklist and other useful resources to help you get HIPAA compliant and jumps start your HIPAA compliance projects. Below you will find all the HIPAA compliance tools which will help your organization with your HIPAA compliance project requirements and save you lot of time of your team and thousands of dollars.

  1. HIPAA Contingency Plan Template Suite ($1200)
  2. HIPAA Security Policies Template Suite ($495)
  3. HIPAA Privacy Policies & Procedures Template Suite ($300)
  4. HIPAA Risk Analysis Template Suite ($495)
  5. HIPAA Audit Templates Suite ($300)
Total cost: $2500 (Value $2790)
1) HIPAA CONTINGENCY PLAN TEMPLATE SUITE

HIPAA Contingency Plan template suite can be used for Disaster Recovery Planning (DRP) & Business Continuity Plan (BCP) by any organization to comply with requirements of HIPAA, JCAHO, Sarbanes Oxley (SOX), FISMA and ISO 17799. Any organization, large or small, can use this template and adapt to their environment.
  • Business Impact Analysis (BIA)
  • Risk Assessment
  • Selecting and Implementing Recovery Strategies
  • Contingency Program Policy & Standards
  • Data Backup and Storage Plan
  • Disaster Recovery Plan (DRP)
  • Business Continuity Plan (BCP)
  • Emergency Mode Operation Plan (EMOP)
  • DRP & BCP Testing and Revision Plan
  • Business Resumption Plan examples for depts. like Accounting, Human resources etc
  • Policies and procedures
  • Department Disaster Recovery Activation
  • Recovery Strategies
  • Training of the Disaster Recovery Team
  • Testing of the Disaster Recovery Plan
  • Evaluation of the Disaster Recovery Plan Tests
  • Maintenance of the Disaster Recovery Plan
Documents in HIPAA Contingency Plan Template Suite:

Conducting a Business Impact Analysis (BIA)
  • Conducting a Business Impact Analysis (Guide) (23 pages)
  • Long Version Business Impact Analysis Template (21 pages)
  • Short Version Business Impact Analysis Template (6 pages)
  • Applications and Data Criticality Analysis Template (24 pages)
  • Final Business Unit Report Template includes following sub documents (8 pages)
  • Department Financial Impact Chart Template (1 page)
  • Department Operational Impact Chart Template (1 page)
  • Department Legal/Regulatory Chart Template (1 page)
  • Final Executive Management Report Template includes following sub documents (23 pages)
  • Combined Financial Impact Chart Template (2 pages)
  • Combined Operational Impact Chart Template ( 3 pages)
  • Combined Legal/Regulatory Chart Template (1 page)
  • Combined People Over Time Chart Template (3 pages)
Conducting a HIPAA Risk Assessment
  • Conducting a Risk Assessment (Guide) (15 pages)
  • Risk Assessment Template (17 pages)
  • Risk Assessment Worksheet (14 pages)
  • Executive Risk Assessment Findings Report (15 pages)
  • Preventative Measures Examples (6 pages)
  • Final Facility Risk Assessment Report (10 pages)
  • Executive Report Charts Template (5 Charts) (5 pages)
Selecting And Implementing Recovery Strategies
  • Implementing Recovery Strategies includes following sub documents (15 pages)
  • Contingency Planning Process (8 pages) Sample Documents
  • Example of Completed Long Version BIA (24 pages)
  • Example of Completed Short Version BIA (4 pages)
  • Example of Completed App & Data Criticality Analysis (39 pages)
  • Example of Completed Business Unit Final Report (8 pages)
  • Example of Charts to support Business Unit Final Report (3 Charts) (3 pages)
  • Example of Completed Executive Management Report (40 pages)
  • Example of Completed Risk Assessment (17 pages)
  • Example of Completed Final Risk Assessment Report (16 pages)
  • Example Completed Risk Assessment Worksheet (14 pages)
Contingency Program Policy & Standards
  • Business Impact Analysis Policy includes following sub document (12 pages)
  • Business Impact Analysis Standard (14 pages)
  • Risk Assessment Policy includes following sub document (11 pages)
  • Risk Assessment Standard (11 pages)
  • Contingency Planning Policy includes following sub documents (10 pages)
  • Disaster Recovery Planning Standard (69 pages)
  • Testing and Revision Policy will includes following sub documents (17 pages)
  • Testing & Revision Standards (14 pages)
  • Data Backup Plan Policy Template will include following sub documents (15 pages)
  • Data Backup Standard (8 pages)
  • Training & Awareness Standard (7 pages)
  • Instructions on how to update all standards (3 pages)
Appendix Documents (Help Guides / Templates)
  • Types of Contingency Plans (9 pages)
Data Backup and Storage Plan
  • Data Backup Plan (DBP) Template (18 pages)
  • Data Backup Plan (DBP) development Guide (11 pages)
Disaster Recovery Plan
  • Application Recovery Template (23 pages)
  • Application Recovery Plan Development Guide (18 pages)
  • Network Recovery Template (20 pages)
  • Network Recovery Plan Development Guide (15 pages)
  • Database Recovery Template (19 pages)
  • Database Recovery Plan Development Guide (16 pages)
  • Server Recovery Template (19 pages)
  • Server Recovery Plan Development Guide (15 pages)
  • Telecommunications Recovery Template (19 pages)
  • Telecom Recovery Plan Development Guide (17 pages)
  • Disaster Recovery Plan Overview (38 pages)
  • Disaster Recovery Plan Development Guide (17 pages)
Emergency Mode Operation Plan
  • Dept. Business Resumption Plan Template (16 pages)
  • Emergency Operation Plan (18 pages)
  • Emergency Mode Operation Planning Standards (38 pages)
  • Emergency Mode Operations Plan Development Guide (11 pages) Sub Section: Testing And Revision Plan
  • Testing and Revision Program including following sub documents (18 pages)
  • Business Unit Test Plan (16 pages)
  • Business Unit Test Plan Development Guide (10 pages)
  • Technology Test Plan (18 pages)
  • Technology Test Plan Development Guide (10 pages)
  • Test Schedule (2 pages)
  • Business Unit Plan Audit Checklist (6 pages)
  • Application Plan Audit Checklist (7 pages)
  • Database Plan Audit Checklist (6 pages)
  • Disaster Recovery Audit Checklist (6 pages)
  • Network Plan Audit Checklist (6 pages)
  • Server Plan Audit Checklist (6 pages)
  • Telecom Plan Audit Checklist (6 pages)
  • Audit Notification Memo (1 page)
  • Plan Audit Final Report Template (1 page)
  • Test Notification Memo (1 page)
  • Type of Tests (1 pages) Sub Section: Sample Documents
  • Example of Completed Data Backup Plan (18 pages)
  • Example of Completed Disaster Recovery Plan (38 pages)
  • Example of Completed Application Recovery Plan (23 pages)
  • Example of Completed Emergency Mode Op Plan including following sub documents:
  • Accounting EMOP (42 pages)
  • BIOMED EMOP (37 pages)
  • Corporate Communications EMOP (38 pages)
  • Emergency Services EMOP (37 pages)
  • Facilities & Security EMOP (38 pages)
  • Human Resources EMOP (38 pages)
  • Laboratory EMOP (38 pages)
  • Materials Management EMOP (38 pages)
  • Pharmacy EMOP (37 pages)
  • Surgery EMOP (36 pages)
  • Example Business Unit Test Plan (14 pages)
  • Example Technology Unit Test Plan (16 pages)
  • Example Test Schedule (2 pages)
  • Example Audit Notification Memo (1 page)
  • Example Business Plan Audit Checklist (6 pages)
  • Example Final Audit Report (2 pages)
  • Example Audit Follow Up Memo (1 page)
  • Example Test Notification Memo (2 pages)

2) HIPAA SECURITY POLICY TEMPLATE SUITE

The final HIPAA Security rule published on February 20, 2003, HITECH act of 2009, Omnibus rule of 2013 requires that healthcare organizations create policies and procedures to apply the security requirements of the law - and then train their employees on the use of these policies and procedures in their day-to-day jobs.

HIPAA rule has very specific requirements with regard to creating, implementing, or changing Policies and Procedures. "Standard: Policies and Procedures -- A covered entity must implement policies and procedures with respect to protected health information that are designed to comply with the standards, implementation specifications, or other requirements of this subpart. The policies and procedures must be reasonably designed, taking into account the size of and the type of activities that relate to protected health information undertaken by the covered entity, to ensure such compliance. This standard is not to be construed to permit or excuse an action that violates any other standard, implementation specification, or other requirement of this subpart."

We have developed 71 HIPAA security policies which include 60 security policies & procedures required by HIPAA Security regulation and additional 11 policies, checklist and forms as supplemental documents to the required policies. These policies meet the challenges of creating enterprise-wide security policies. The suite addresses all major components of the HIPAA Security Rule and each policy can be adopted or customized based on your organization's needs.

I. Policies on the Standards for Administrative Safeguards

  • Breach Notification Policy
  • Security Management Process
  • Risk Analysis
  • Risk Management
  • Sanction Policy
  • Information System Activity Review
  • Assigned Security Responsibility
  • Workforce Security
  • Authorization and/or Supervision
  • Workforce Clearance Procedure
  • Termination Procedures
  • Information Access Management
  • Access Authorization
  • Access Establishment and Modification
  • Security Awareness & Training
  • Security Reminders
  • Protection from Malicious Software
  • Log-in Monitoring
  • Password Management
  • Security Incident Procedures
  • Response and Reporting
  • Contingency Plan
  • Data Backup Plan
  • Disaster Recovery Plan
  • Emergency Mode Operation Plan
  • Testing and Revision Procedure
  • Applications and Data Criticality Analysis
  • Evaluation
  • Business Associate Contracts and Other Arrangements
  • Business Associate Agreement
  • Execution of Business Associate Agreements with Contracts
II. Policies on the Standards for Physical Safeguards
  • Facility Access Controls
  • Contingency Operations
  • Facility Security Plan
  • Access Control and Validation Procedures
  • Maintenance Records
  • Workstation Use
  • Workstation Security
  • Device and Media Controls
  • Disposal
  • Media Re-use
  • Mobile Device Policy
  • Accountability
  • Data Backup and Storage
III. Policies on the Standards for Technical Safeguards
  • Access Control
  • Unique User Identification
  • Emergency Access Procedure
  • Automatic Logoff
  • Encryption and Decryption
  • Audit Controls
  • Integrity
  • Mechanism to Authenticate Electronic Protected Health Information
  • Person or Entity Authentication
  • Transmission Security
  • Integrity Controls
  • Encryption
IV. Organizational Requirements
  • Policies and Procedures
  • Documentation
  • Isolating Healthcare Clearinghouse Function
  • Group Health Plan Requirements
V. Supplemental Policies for Required HIPAA Policies
  • Wireless Security Policy
  • Email Security Policy
  • Analog Line Policy
  • Dial-in Access Policy
  • Automatically Forwarded Email Policy
  • Remote Access Policy
  • Ethics Policy
  • VPN Security Policy
  • Extranet Policy
  • Internet DMZ Equipment Policy
  • Network Security Policy

3) HIPAA PRIVACY POLICY TEMPLATE SUITE

A covered entity is required to develop and implement policies and procedures appropriate to the entity's business practices and workforce that reasonably minimize the amount of protected health information used, disclosed, and requested;" - HIPAA Privacy Rule 45 CFR Part 160.

Following are the 57 policies, forms and procedures included in the HIPAA Privacy Policy & procedures template suite. The policies can be used by any covered entity. All policies are available in MS Word format and can be easily modified as per your requirements. Each template is presented in a standard format reflecting critical organizational functions to consider in HIPAA remediation.

These HIPAA policies cover all the major areas like:

  1. General policies regarding use and disclosure of PHI
  2. Minimum necessary rule for use and disclosure of PHI
  3. Patient rights regarding their own PHI
  4. Uses and disclosures not requiring patient authorization
  5. Special cases for restriction of uses and disclosures of PHI
  6. Organizational issues and safeguards
The templates suite includes following HIPAA Privacy policies and procedures.
  • Accept Access Request
  • Accounting for Disclosures
  • Acknowledgement of Receipt
  • Amendment to Record Form
  • Authorization for Release of Protected Health Information
  • Authorization To Use Disclose Protected Health Information
  • Business Associate Agreement
  • Business Associate Contracts and Other Arrangements
  • Complaint Process
  • Data Use Agreement Template
  • De-identified Information and Limited Data Sets
  • Denial Access Request
  • Denial Request to Amend Form
  • Disclosure Accounting Log for Medical Information
  • Disclosure of PHI with and without authorization Template
  • Disclosures Record Form
  • Document Retention Requirements
  • EHR accounting of disclosures
  • Employee Confidentiality Agreement
  • Execution of Business Associate Agreements with Contracts
  • Health Plan Notice of Privacy Practices
  • HIPAA Accept Amend Request Form
  • Identifying PHI and Designated Record Sets
  • Minimum Necessary
  • Multi-Organization Arrangements
  • Notice of Privacy Practices
  • Patient Right to Access PHI
  • PHI Release by Whistleblowers
  • Privacy Officer
  • Receipt of Payment when Disclosing PHI
  • Release for Abuse Neglect or Domestic Violence
  • Release for Confidential Communications
  • Release for Fundraising Purposes
  • Release for Health Oversight
  • Release for Judicial or Administrative Proceedings
  • Release for Law Enforcement
  • Release for Marketing Purposes
  • Release for Public Health
  • Release for Research Purposes
  • Release for Specific Government Functions
  • Release for Workers Compensation
  • Release of Information for Deceased Patients or Plan Members
  • Release of Information for Legal Representatives
  • Release of Information to a Minor
  • Release of Information to a Minor's Parents
  • Release of Information to Friends and Family Members
  • Release of Psychotherapy Notes
  • Release to Patient or Plan Member
  • Release to Avert Serious Threat to Safety
  • Request Confidential Communications Template
  • Request Restriction
  • Request to Amend Patient or Plan Member Record
  • Requests for Restriction policy
  • Required PHI Disclosures
  • Right to Object to Release for Certain Purposes
  • Safeguarding PHI
  • Training Requirements
  • Workforce Sanctions

4) HIPAA SECURITY RISK ANALAYSIS TEMPLATE SUITE

Risk Analysis is often regarded as the first step towards HIPAA compliance. Risk analysis is a required implementation specification under the Security Management Process standard of the Administrative Safeguards portion of the HIPAA Security Rule as per Section 164.308(a)(1). Covered entities will benefit from an effective Risk Analysis and Risk Management program beyond just being HIPAA compliant. Compliance with HIPAA is not optional... it is mandatory, to avoid penalties.

Objective of HIPAA Security Risk Analysis/Assessment:

The overall objective of a HIPAA risk analysis is to document the Potential risks and vulnerabilities to the confidentiality, integrity, or availability of electronic protected health information (ePHI) and determine the appropriate safeguards to bring the level of risk to an acceptable and manageable level. It helps in ensuring that controls and expenditure are fully commensurate with the risks to which the organization is exposed.

List of documents in HIPAA Security Risk Analysis Template revised for HITECH Omnibus Rule

  • Asset Inventory Worksheet
  • Detailed HIPAA Security Risk Analysis Executive Report
  • Risk Analysis Checklist
  • Risk Analysis Template
  • Risk Assessment Executive Presentation
  • HIPAA Security Risk Assessment Scorecard 
    • Overview speadsheet
    • Administrative safeguard spreadsheet
    • Technical safeguard spreadsheet
    • Physical safeguard spreadsheet
    • Organizational safeguard spreadsheet
  • Sample Privacy & Security Risk Analysis Executive Report 2013-Short Version
  • Threat Matrix Worksheet
5) HIPAA AUDIT TEMPLATE SUITE

The HIPAA Security Rule requires organizations, at a minimum, to conduct periodic internal audits to evaluate processes and procedures intended to secure confidential or "protected health information" (PHI) (45 CFR 164.308(a)(8)). It is often advisable to seek an external review or audit but the provisions of the security rule do not specifically require this. In most cases, this will be determined by the size of the organization, line of business, and, sometimes, contract requirements (i.e., Medicare, Medicaid, etc.). The purpose behind the audit is to determine if an organization has properly documented administrative, physical and technical security practices, policies, and procedures and generally meets the requirements of the rule.

Objective of HIPAA Audit and Evaluation for Compliance

The objective of HIPAA Audit includes the following activities:
  • Assess if all vulnerabilities have been addressed.
  • Verify that all compliance requirements have been met.
  • The objective of the Audit Control standard is to implement hardware, software, and/or procedural mechanisms that record and examine activity in information systems that contain or use electronic protected health information.
List of documents for HIPAA Audit Template:
  • HIPAA Comprehensive Audit Checklist
  • HIPAA Privacy & Security Audit Report - Sample
  • HIPAA Security Abbreviated Audit Checklist final
  • HIPAA Security Audit Executive Presentation
  • Information Security Audit Template
Total cost: $2500

All the templates come in Microsoft Word/excel files so you can add, change and delete content as required to complete your privacy policies. If you have any questions, or if you wish to see additional samples, please feel free to contact us at Bob@HIPAAcertification.net or call on (515) 865-4591. You can also buy individual HIPAA template suites, which are available in our online HIPAA store for purchase.
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