HIPAA Keeper™ 7-Steps to HIPAA Compliance

Security Risk Analysis

A Security Risk Analysis thoroughly reviews the Administrative, Physical, and Technical Safeguards your organization uses to protect Electronic Protected Health Information (ePHI). The Office for Civil Rights (OCR) frequently cites the failure to perform a system-wide risk analysis in their Resolution Agreements. To stay compliant, you should update your risk analysis annually. At Aris Medical Solutions, we include a Risk Management Plan that walks you step by step through the process of mitigating identified vulnerabilities. One of our HIPAA experts personally reviews your plan to ensure you fully understand what actions are required

Breach Notification Plan

The Breach Notification Plan outlines what qualifies as a data breach and details the steps to take if one occurs—whether it involves fewer than or more than 500 patient records. Our Security Incident Form plays a critical role in HIPAA compliance by helping organizations record, track, and respond to any event that may compromise the confidentiality, integrity, or availability of protected health information (PHI).

Healthcare providers and business associates use this form to meet the requirements of HIPAA’s Security Rule, which mandates the identification and documentation of security incidents. A security incident includes any attempted or successful unauthorized access, use, disclosure, modification, or destruction of PHI, or any interference with system operations.

Contingency Plan

Under the HIPAA Security Rule, covered entities and business associates must develop and maintain a Contingency Plan to ensure they can continue protecting and accessing electronic protected health information (ePHI) during emergencies or disruptions.

At Aris Medical Solutions, we provide a HIPAA-compliant contingency plan that clearly outlines how your organization will prepare for, respond to, and recover from events like cyberattacks, natural disasters, power outages, or system failures.

Documentation

HIPAA requires organizations to maintain extensive documentation to prove compliance with both the Privacy Rule and the Security Rule. During audits and investigations, the Office for Civil Rights (OCR) relies heavily on this documentation to assess how well you protect Protected Health Information (PHI).

Our system provides you with all the necessary documentation, including:

• Audit log forms
• Business Associate Agreements signed via DocuSign
• Device and media control forms
• Employee Confidentiality Agreements signed via DocuSign
• HIPAA training certificates
• Updated Notice of Privacy Practices
• Patient authorization forms
• Patient complaint forms and letters
• And many more essential documents.

Privacy Policies and Procedures

The HIPAA Privacy Rule requires all covered entities and their business associates to develop and implement written privacy policies and procedures that protect Protected Health Information (PHI).

Our system provides policies that:

• Define how organizations use and disclose PHI for treatment, payment, healthcare operations, and other permitted or required purposes.
• Establish patient rights, including policies for accessing PHI, requesting amendments, imposing restrictions, confidential communications, and accounting for disclosures.
• Require patient authorization for activities like marketing, fundraising, or sharing information with third parties not involved in care.

These privacy policies help organizations handle patient information lawfully, respectfully, and securely—while empowering patients to control how their data is used.

Security Policies and Procedures

The HIPAA Security Rule requires covered entities and business associates to implement formal security policies and procedures that protect electronic protected health information (ePHI) from unauthorized access, use, or disclosure.

These policies ensure the confidentiality, integrity, and availability of ePHI, and organizations must document, regularly review, and update them as needed. The policies cover Administrative, Physical, and Technical safeguards.

Our system provides comprehensive coverage of these safeguards:

Administrative Safeguards

• Organizations conduct risk analyses and create risk management plans through the Security Management Process.
• They manage workforce security by controlling access, providing training, and setting clearance procedures.
• They establish security incident procedures to identify and respond to incidents promptly.
• They develop a contingency plan addressing data backup, disaster recovery, and emergency operations.
• They perform ongoing evaluation and review of policies and systems.

Physical Safeguards

• Organizations enforce facility access controls to restrict physical access to systems and data.
• They define workstation use and security policies to ensure appropriate use and secure setups.
• They implement device and media controls governing disposal, reuse, and secure data removal.

Technical Safeguards

• They apply access controls, such as unique user IDs, emergency access protocols, and session timeouts.
• They maintain audit controls to track activity and monitor systems.
• They enforce integrity controls to prevent improper alteration or destruction of ePHI.

They secure data during transmission with encryption and other protections.

Resources and Solutions

We have thoroughly researched each HIPAA requirement and included that information in our package to help clients implement security measures effectively within their organizations. As HIPAA regulations have become more complex, our team of associates stands ready to assist clients with their compliance needs.

One area that sets us apart from other companies is our ongoing HIPAA support. We are here to help guide you through the compliance process. If you would like more information about Aris Medical Solutions HIPAA Keeper™ call 877.659.2467 or contact us