Same Day Transcriptions employs a full time Security and
Privacy Officer to oversee any activities that are related
to the development, implementation, maintenance of, and adherence
to all policies and procedures that cover the privacy of,
and access to, patient health information. The Privacy officer
also reviews, revises and formulates all policies necessary
to guide the proper transcription of medical records. She
also assists in the development of training materials and
systems to optimize Same Day Transcriptions’ HIPAA compliance.
The Security Privacy Officer reports directly to the Chief
Operations Officer and gives monthly reports on the company’s
compliance effectiveness.
Data Security Officer
The main responsibility of the data security
officer is the management and supervision of protected data,
especially that which is transmitted over the Intranet and
Internet. The DSO also assures that a minimum of 128 bit encryption
is maintained through a secure socket layer on all Same Day
Transcriptions’ electronic transactions. He also maintains
the necessary control for automated log-ins, server security
maintenance and firewalls, and protects against security breaches
from hackers, viruses and Trojan horses.
Production Procedures
Rigorous documentation is created to establish
an error-free audit trail of records from the moment they
come into our facility. We employ both paper and electronic
based audit trails to guarantee that all work is completed
on time and documentation is tracked and accounted for. System
access is granted at different user levels and all users are
required to present a valid user ID and password to gain access
to an application. All user activity is tracked and logged
for a complete audit trail. As documentation is received at
the processing center, it is logged, assigned a production
number, counted, placed in batches, and assigned batch numbers
prior to being processed by the dedicated transcription team.
This allows the service provider to track, identify, and verify
the production process.
Security Management Process
Same Day Transcriptions has developed a
process that manages the administration and oversight of all
security and confidentiality policies and guarantees the prevention,
detection, containment and correction of security and privacy
violations. This process begins the moment we receive data
and continuously monitors all records management programs
as well.
Data Security
Same Day Transcriptions regards data security
as the critical factor in the organization’s overall
effectiveness. As such, we have implemented a rigorous multi-
level system to protect against intrusion, fire, power failure,
and natural disasters. All files are backed up three times
a day; first to a backup server, then to a tape cartridge
and stored in a secured location under tight management control.
We maintain fault-tolerant and disaster-resilient data centers
and secure application-level access for data processed by
server and client applications within each user.
Our technology personnel and systems also prevent security
threats such as Firewall and System Probing , E-Mail Attacks,
Network File Systems (NFS) Application Attacks, Vendor Default
Password Attacks, Sniffing, Spoofing, Fragmentation and Splicing
Attacks "Insider" Attacks, Easy-to-Guess Passwords
, Computer Viruses, Prefix Scanning, Trojan Horse. Fire walls
are in place for the safe and secure transfer of data, both
from clients to the service provider and in transit between
locations. All data is encrypted by a minimum of 128bit encryption
prior to transmission.
