By Yvonne Li
A Way to Help Ensure Security in Electronic Record Sharing and Storage
Yvonne Li, Co-founder, SurDoc and SurMD
When you hear someone say “the cloud,” they are referring to the vast network of servers that comprise what is commonly known as the Internet. The cloud can perform a number of functions, including store, manage, exchange, and host data. Migrating and storing data electronically may be hard for some imaging practices to imagine, but it is easier than you might think, and its benefits can be significant. The cloud can be seamlessly integrated into your practice and become a critical tool in your overall information technology strategy to reduce costs and increase patient experience and satisfaction. Keep in mind that the decision as to how, when, and why to utilize the cloud should fit within your overall long-term business objectives and unique needs.
As a data backup tool, cloud storage works well with medical imaging data because of the sheer size of the files produced. The cloud eliminates some of the need for in-house server expansion and can reduce the cost of operation, IT support, and maintenance of that equipment. As a patient exchange medium, it can reduce time and labor associated with data sharing methods such as creating CDs of records or faxing and mailing information. When patients are referred to imaging centers, it could be one of a number of different outpatient facilities needed, so efficiency and security become paramount. Electronic sharing of patient records to referring physicians allows for quicker diagnosis.
The first step in integrating cloud services into your practice is to think about the type and quantity of data you need to store or send, both short-term and long-term. Consider developing a tiered or phased data plan that outlines exactly what data you’ll need to migrate and when. Perform proper due diligence on how your organization accesses stored information, who will need that access and how quickly for a variety of circumstances.
Choosing a Cloud Storage Provider
In some cases, large hospitals and health systems have created their own cloud infrastructure with proprietary storage and patient information exchange software or access portals. However, this is not realistic for smaller, independent imaging or diagnostic practices because of the prohibitive cost and maintenance required. For smaller, independent businesses, it is best to leverage a third-party cloud storage provider. There are a number of options with a range of functionality and interoperability. Once you make the decision to incorporate cloud storage through a third-party vendor, it is important to evaluate several key characteristics of a service provider such as capabilities, security processes, and pricing.
Capabilities: Not all cloud storage providers are created equal. Just because a company claims capability in all industries, it does not mean they understand the particular regulatory requirements of the healthcare and medical imaging industries. Ensure the provider understands the DICOM platform and can easily integrate with any PACS system. If you require more than just data storage, choose a provider that can accommodate all your needs. For instance, there are providers that offer file exchange services for test results from patient to provider or between imaging centers and referring physicians. File exchange processes should be at least HIPAA compliant, if not HIPAA certified, and sending and receiving of files should be traceable.
Security Processes: Since imaging centers deal with sensitive patient information, inquire about your cloud service partner’s secure login and authentication process to ensure they are HIPAA compliant or HIPAA certified. Keep in mind that healthcare providers are fully responsible for keeping patient information safe, according to the law, and are fined heavily for data leaks. Your cloud service provider also should be willing to offer you a Business Associate Agreement (BAA), which will relieve some of the practice’s liability on the server side. Knowing the location of your cloud service partner’s data center will help you understand your risk of data loss during a catastrophic event, such as a natural disaster or a security breach. Ask questions regarding backup and recovery processes and check for downtime procedures and the level of customer support offered.
Cost: The best cloud service providers will offer you flexibility in data plans. You should only pay for what you use. Make sure, however, that the provider is scalable and can accommodate long-term or growing data needs. Do not agree to any lock-in rates and avoid paying large up-front fees. Carefully review business agreements to avoid hidden fees and additional charges.
Overall, technological advances in healthcare, including storing and transferring electronic health records, leveraging and analyzing “big data,” the burgeoning number of consumer health apps, and cloud storage and electronic access to records, are leading to better care coordination and a more efficient healthcare delivery system. The ultimate goal is to provide the best treatment to the patient, in a timely manner, while keeping their personal health information safe. Cloud storage and electronic patient exchange services can help save time and money, and avoid delays and lost records for patients. It’s important to be strategic about your needs and thoroughly vet a third-party vendor to protect yourself from security and operations risks.
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Yvonne Li is co-founder of SurDoc and SurMD, headquartered in Milpitas, Calif. For more information, visit: www.surmd.com
