The document discusses the importance of secure communication in healthcare, emphasizing that traditional methods like SMS and email are often not HIPAA-compliant. It highlights the key requirements of HIPAA regulations for protecting electronic protected health information (e-phi) and introduces a secure messaging solution, misecuremessages, which is designed to meet these compliance standards while improving communication efficiency among clinicians. Additionally, it outlines the penalties for HIPAA violations and presents features and benefits of the misecuremessages app, including audit tracking and end-to-end encryption.

1. Secure Your Communications!
A Presentation for
Healthcare Organizations

2. 9 out of 10 clinicians have a smartphone
and tablet
- Mobile Trends Report 2013
73 percent of clinicians text each other about
work
- Information Week “Text Messaging Between
Clinicians Increasing in Hospitals”
These communications need to be secure.

3. Secure
Communications
• Generally not HIPAA-Compliant:
– SMS
– E-Mail
– Pagers
• There is secure technology to replace
these

4. HIPAA and HITECH
Regulations
• The Security Rule of the HIPAA and HITECH regulations require
covered entities to maintain reasonable and appropriate
administrative, technical, and physical safeguards for protecting
electronic Protected Health Information (e-PHI). Protected
Health Information includes any information that can be used to
identify a patient.
• Specifically, covered entities and their business associates must:
– Ensure the confidentiality, integrity, and availability of all
e-PHI they create, receive, maintain or transmit;
– Identify and protect against reasonably anticipated threats
to the security or integrity of the information;
– Protect against reasonably anticipated, impermissible uses
or disclosures; and
– Ensure compliance by their workforce. 45 C.F.R. § 164.306(a).
• Compliance Date: September 23, 2013
• Next round of audits to start in 2015

5. What is PHI?
HIPAA Privacy Rule
6025.18-R
• Anything that can identify a patient. Examples:
(A) Names;
(B) All geographic subdivisions smaller than a State, including street address, city, county, precinct, zip code, and their equivalent geocodes, except
for the initial three digits of a zip code if, according to the current publicly available data from the Bureau of the Censue:
(1) The geographic unit formed by combining all zip codes with the same three initial digits contains more than 20,000 people; and
(2) The initial three digits of a zip code for all such geographic units containing 20,000 or fewer people is changed to 000.
(C) All elements of dates (except year) for dates directly related to an individual, including birth date, admission date, discharge date, date of death;
and all ages over 89 and all elements of dates (including year) indicative of such age, except that such ages and elements may be aggregated into a
single category of age 90 or older;
(D) Telephone numbers;
(E) Fax numbers;
(F) Electronic mail addresses;
(G) Social security numbers;
(H) Medical record numbers;
(I) Health plan beneficiary numbers;
(J) Account numbers;
(K) Certificate/license numbers;
(L) Vehicle identifiers and serial numbers, including license plate numbers;
(M) Device identifiers and serial numbers;
(N) Web Universal Resource Locators (URLs);
(O) Internet Protocol (IP) address numbers;
(P) Biometric identifiers, including finger and voice prints;
(Q) Full face photographic images and any comparable images; and
(R) Any other unique identifying number, characteristic, or code

6. Find the PHI
• “Please call 555-555-5555”
• “D.O.B. is 4/4/1944”
• “Jane Smith needs to be seen”
• “I need to see MR# 345678”
• “Fax or e-mail the test results to 333-333-3333 or jsmith@amtelco.com “

7. HIPAA Breach
Penalties
Civil Monetary Penalties
Tier Penalty
1. Covered entity or
individual did not know (and
by exercising reasonable
diligence would not have
known) the act was a HIPAA
violation.
$100-$50,000 for each
violation, up to a maximum
of $1.5 million for identical
provisions during a calendar
year
2. The HIPAA violation had a
reasonable cause and was
not due to willful neglect.
$1,000-$50,000 for each
violation, up to a maximum
of $1.5 million for identical
provisions during a calendar
year
3. The HIPAA violation was
due to willful neglect but the
violation was corrected
within the required time
period.
$10,000-$50,000 for each
violation, up to a maximum
of $1.5 million for identical
provisions during a calendar
year
4. The HIPAA violation was
due to willful neglect and
was not corrected.
$50,000 or more for each
violation, up to a maximum
of $1.5 million for identical
provisions during a calendar
year
Criminal Penalties
Tier Penalty
Unknowingly or with reasonable
cause
Up to one year
Under false pretenses Up to five years
For personal gain or malicious
reasons
Up to ten years

8. • Enforcement Process
– OCR enforces the Privacy and Security Rules in several ways:
• by investigating complaints filed with it,
• conducting compliance reviews to determine if covered entities are in
compliance, and
• performing education and outreach to foster compliance with the Rules'
requirements.
http://www.hhs.gov/ocr/privacy/hipaa/enforcement/process/index.html

9. Audit Program
http://www.hhs.gov/ocr/privacy/hipaa/enforcement/audit/index.html

10. Who can file a
complaint?
https://ocrportal.hhs.gov/ocr/portal/lobby.jsf

11. Complaint Process
http://www.hhs.gov/ocr/privacy/hipaa/enforcement/process/index.html

12. Secure
Communications
• Secure Communications App for clinician-to-clinician, and
staff-to-clinician communications:
– Two-way
– Fast
– Easy to use, native apps
– Connectivity: 3G/4G and WiFi
– Full Audit tracking
– HIPAA compliant
– Trusted company with longevity

13. Secure
Communications
It’s more important now than ever to ensure
that your organization is communicating
securely.

14. HIPAA and HITECH
Regulations
Fully complies with HIPAA & HITECH
standards:
Messages are accessed, transmitted, and
stored securely.
Does not use SMS, does not store information
on devices, and uses end-to-end encryption.
If device gets lost, app can be remotely
disabled.

15. Send encrypted
messages to:
• Android™ (Including Android Wearables)
• Apple® Devices
(Including Apple Watch)
• Web Application

16. Send
miSecureMessages:
• From your secure Browser-based Directory
• From the OnCall schedule – ensuring you contact the
correct personnel (Optional)
• From Infinity/IS Operator Consoles (Optional)
• Device-to-Device, colleagues communicating
with each other with the miSecureMessages
smartphone app
• From the miSecureMessages Contact Web
application
• To an Individual, or to a Group
• WiFi and 3G/4G

17. miSecureMessages
Features:
• Send an Unlimited Number of
Messages
• Send an Unlimited Number of
Characters per Message
• No text or SMS plan needed
• A separate Inbox from your text
and e-mail messages

18. miSecureMessages
Features:
• Persistent alerts – alerting you until you
acknowledge the message
• Priority Messages – ensuring you see the
most important messages first
• Fast Responses – it's easy to quickly send a
secure reply
• Choose from Customizable Default
Responses, or send your own Custom
Reply

19. miSecureMessages
Features:
• Your app users can change:
– Alert Sounds: we provide various options to
choose from, including “Silent” when appropriate.
– Notification Interval: app users can adjust how
often they’re persistently alerted of a new
message.
• Organize their contact list: Instead of having a
straight A-Z list of contacts, Admins can categorize app
users’ contacts into Circles.
• Group Messaging: App users can send a message to
an individual, multiple people, and to an entire Circle of
contacts.

20. miSecureMessages
Features:
Real-time updating of messages and
replies, with time-stamps for each
message event.
Message receipts and Full
Reporting with time-stamps for:
•Message Sent
•Message Delivered
•Message Read
•Message Replies

21. miSecureMessages
Benefits
• Save Time
• Save Money
• Keep Communications Private
• Instantly Communicate
• Easy to Use
• Easy to Access Securely
• Integration

22. miSecureMessages
Benefits
• Improve Patient Satisfaction
• Quicker response times
• More efficient patient care
• Reduce overhead noise

23. Web
miSecureMessages
App

24. miSecureMessages
Contact Web

25. • Additional Intelligent Series tabs and functionality are available in the MSM
Contact Web: OnCall, Status, and Directory
miSecureMessages (MSM)
Contact Web

26. OnCall Integration
(optional)
Integrate to our OnCall solution to:
-View real-time OnCall schedules
-Send secure messages to OnCall
staff
-Change your OnCall status
...All from within the
miSecureMessages app!

27. Intelligent Series Web
OnCall: Roster
Staff can easily contact the OnCall personnel from the web roster.

28. Intelligent Series Web
Scripting: Group Dispatch
Our customized web scripts simplify individual and
group message dispatching for all types of
situations.
Intelligent Web Scripts pull in real-time
schedule and contact information, including
escalation requirements - ensuring that you are
contacting the right people at the right time!

29. miSecureMessages (MSM)
Current Release 6.4
The current release of MSM Server 6.4 has the following
improvements over 6.3:
• Attachments (Images, Sound, Video, PDF’s)
• Contact Info (Image/Photo, Phone Number)
• Color Scheme Selection
• Info Button On Thread
• Message Delivery and Read Notification
• Archive/Purge/Retrieve
• Pagination (faster message downloads)
• Email Administrator Upon Events
• Drawer Controller Menu
• Hide Contact options

30. miSecureMessages (MSM)
MSM 6.4 Enhancements
Users can add Images,
Audio, Video, and PDF’s
to Messages
Add and view PDF’sAdd and view ImagesAdd and view PhotosAdd and play Audio
Or use the Speech to Text Option

31. miSecureMessages (MSM)
MSM 6.4 Enhancements
Users can add a Phone
Number to their profile
The Phone Number shows
Up to anyone trying to
Reach them

32. miSecureMessages (MSM)
MSM 6.4 Enhancements
Users can add a Photo or
Image to their profile. Anyone
Trying to reach them will
See the Photo

33. miSecureMessages (MSM)
MSM 6.4 Enhancements
Users can press the Info
Button or slide over on a
Message to see detailed
Message History

34. miSecureMessages (MSM)
MSM 6.4 Enhancements
Users can change the
Color Scheme of the App
On their device

35. miSecureMessages (MSM)
MSM 6.4 Enhancements
All Apps now include a
New Drawer Controller
Menu to replace the
Previous Toolbar

36. miSecureMessages (MSM)
6.4 Admin Web
New MSM 6.4 Admin Web interface.
New Contact Setup
With Image and
Phone number
New Group Settings
With Password
Complexity New Archive
Screen

37. miSecureMessages (MSM)
6.4 Admin Web
New MSM 6.4 Admin Web
Notification Settings.
Allows MSM to generate
emails to you when certain
conditions occur.
New Email settings to
Notify you when
Something happens
Such as a new user
registration
New Email alerting me that
A new user has registered.

38. miSecureMessages (MSM)
6.4 Admin Web
New MSM 6.4
Admin Web
includes
advanced
Diagnostics,
including details
about each
message sent.
New Diagnostic tool to
Show you details about each
Message, including the
Notifications sent out.
As well as when the message
was Delivered and Read

39. miSecureMessages (MSM)
6.4 Admin Web
New MSM 6.4
Admin Web
allows
specifying
certain users as
Hidden such as
the IS or
Infinity Contact
or someone in
the call center.
Specify a user as Hidden
To they don’t show up in
The Contact List.

40. Get Started For
Free
• Visit http://miSecureMessages.com and
start your Free Trial today!
• Contact Us:
800.356.9148
info@miSecureMessages.com

41. Thank you!