Data Security

Confidentiality & Security

High security of patient data is maintained. Patient data is stored in secure password-protected location. We are fully committed to our clients and understand the concern they have regarding these issues. As Medical Record Keepers, we maintain the highest level of confidentiality that is required, and all of our back-up materials are kept in Secured Fire Proof Lockers. File transfer from our clients to us is done using FTP method. We have our own dedicated secure FTP servers in USA

HIPAA

Pilot Tech Transcription offers HIPAA compliant medical transcription service that assures high confidentiality. The purpose of HIPAA is to protect confidential healthcare information through improved security standards and it defines certain requirements for storing patient information. It creates awareness and provides guidelines for risk analysis, training, suggests policies to perform audit trials, disaster recovery and validates access control and encryption.

As a provider of services to the healthcare industry, Pilottech is fully committed to compliance with the requirements of the Health Insurance Portability and Accountability Act of 1996 (HIPAA). These requirements pertain to the security and confidentiality of Protected Health Information.

As a business associate of entities covered under HIPAA, Pilottech has introduced detailed procedures and systems to ensure that Protected Health Information (PHI) is used and disclosed in accordance with HIPAA rules and regulations.

The procedures and systems introduced include electronic access control systems to control physical access to PHI, firewall security systems, encryption of all files that are sent through internet, power-on passwords, network passwords, confidentiality agreement with each employee having access to PHI, etc.

The following is a partial list of the rules and regulations that we strictly adhere to:

• Voice files and data transmissions are transferred over a secure internet connection employing the latest encryption technologies
• Pilottech Transcription Service has full management control of its transcription facility.
• All staff are employed by Pilottech Transcription Service
• Pilottech Transcription Service does NOT subcontract
• Each employee must pass through security as they enter and leave the building so they cannot bring patient information in nor take it out of the building.
• Medical transcriptionists process dictations and reports on workstations that are connected to our Pilottech Transcription Service private network. The workstations have no floppy drives, cd drives or usb ports so they cannot download, transmit or print out any information. Any recordable media is strictly prohibited within the facility.
• All Pilottech Transcription Service employees are required to sign a confidentiality agreement.
• Our computer systems have active security, monitored 24 hours a day, 7 days a week, with automated and real time network intrusion detection.
• Emergency Contingency plans are in effect to facilitate continuity of operations.