Many hospital administrators regard HIPAA with a reluctant sigh. Although the implementation of HIPAA has been in effect for decades, it is continually changing, bringing with it new regulations and standards in the medical field that are both cumbersome and necessary.
To stay compliant in today’s changing world, healthcare admins must understand the root purpose of HIPAA, what rules it entails, and the future of HIPAA in healthcare data regulation.
History of HIPAA
The Health Insurance Portability and Accountability Act (HIPAA) is a U.S. federal law passed in 1996. Its goal is two-fold: (1) to protect the privacy of health information in response to the growing use of technology in storing and transmitting health information, and (2) to protect healthcare coverage for Americans.
HIPAA provides a baseline of protection, establishing national standards for the privacy and security of healthcare information. It imposes rules for how health information can be shared, guarding against potential misuse of data, and sets both requirements and penalties for medical providers to maintain secure systems and for noncompliance.
In addition to the regulations imposed by HIPAA, many states have also implemented their own regulations to further protect health data.
Know Your Rules
Healthcare administrators must have a comprehensive understanding of HIPAA. And they must be knowledgeable of HIPAA’s privacy and security requirements and be able to comply with all applicable laws and regulations. Specifically, healthcare administrators should know:
- The Privacy Rule sets standards for protecting the confidentiality of protected health information (PHI) and gives individuals the right to review and receive copies of their own records. For example, under the Privacy Rule, healthcare facilities must provide patients access to their medical records within 30 days of a request, as outlined by HHS.gov.
- The Security Rule establishes procedures for ensuring the confidentiality, integrity, and availability of electronic protected health information (ePHI). This includes implementing safeguards like encryption and regular security audits to protect against breaches.
- The Omnibus Rule sets standards for business associates, service providers, and subcontractors to comply with HIPAA requirements by protecting patient data privacy. An example scenario is ensuring third-party IT vendors sign Business Associate Agreements (BAAs) to confirm their responsibility for maintaining compliance.
- The Breach Notification Rule requires organizations to report certain breaches of unsecured PHI to affected individuals, the Secretary of HHS, and, in certain cases, to the media. For instance, a ransomware attack compromising patient data would need to be disclosed promptly as per the rule.
- The HITECH Act provides additional enforcement and incentive programs to promote greater adoption of electronic health records (EHRs) and other health information technologies that helps reduce healthcare costs and improve patient care.
We recommend keeping up with new HIPAA rules and regulatory updates via the Department of Health and Human Services.
Healthcare Admins Must Stay Future-Focused
As of 2025, HIPAA continues to evolve, with new regulations and proposals emphasizing cybersecurity and privacy protections. For example:
“On April 12, 2023, the Office for Civil Rights at the U.S. Department of Health & Human Services issued a Notice of Proposed Rulemaking (NPRM) to modify the Health Insurance Portability and Accountability Act (HIPAA) Privacy Rule to strengthen reproductive health care privacy,” the HHS noted. By late 2024, updates enhancing protections for reproductive health information were implemented, limiting disclosures without patient authorization, particularly in contexts related to legal investigations or proceedings.
In December 2024, the HHS proposed new cybersecurity measures, including mandatory multifactor authentication, network segmentation, and data encryption, to modernize the HIPAA Security Rule and address emerging digital threats. These changes highlight the importance of healthcare administrators remaining vigilant and proactive to comply with security standards.
HIPAA Compliance in Action: Examples
- Securing Remote Work for Healthcare Staff
It’s important to keep patient information safe when healthcare staff work remotely. Using secure VPNs and encrypted devices helps protect this data. Without these protections, unsecured home networks could lead to compliance problems and expensive fines. - Training Employees on PHI Access
Employees who are unaware of HIPAA restrictions may accidentally share patient information in public spaces or unsecured emails. Regular training on best practices helps reduce this risk and ensures compliance with privacy regulations.
How to Ensure Compliance: A Practical Checklist
For healthcare administrators looking to maintain HIPAA compliance, consider implementing the following:
- Regular Risk Assessments – Conduct annual audits to identify vulnerabilities in your security infrastructure.
- Data Encryption – Ensure all electronic protected health information (ePHI) is encrypted at rest and in transit.
- Access Controls & MFA – Restrict data access to authorized personnel only and implement multi-factor authentication.
- Employee Training – Provide ongoing HIPAA training to staff to prevent accidental PHI disclosures.
- Incident Response Plan – Have a documented process for reporting and mitigating data breaches.
Stay Updated with Reliable Sources
To stay ahead of HIPAA changes, follow reputable sources:
- HHS.gov – HIPAA Compliance Updates
- National Institute of Standards and Technology (NIST) Cybersecurity Framework
By integrating these best practices, healthcare organizations can strengthen their compliance efforts and protect sensitive patient data from evolving threats.
ICS Rises to Meet the Challenge
Fines for violating HIPAA laws can cost healthcare facilities anywhere from $100K to $4M, even landing serious violators in prison. Don’t risk the fines; know your patients’ data is protected 24/7 with the help of ICS. We ensure HIPAA data compliance for small to mid-size medical clinics and hospitals, offering a range of fully-managed cloud hosting and IT services.
This content is for informational purposes only and does not constitute legal advice. For specific legal questions regarding HIPAA compliance, consult a qualified attorney or legal expert.
