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HIPAA Statement

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Effective Date: June 1, 2022

 

Qualtranscribe is committed to compliance with the Health Insurance Portability and Accountability Act (HIPAA) to ensure the confidentiality and security of protected health information (PHI) provided during transcription services. This statement outlines our practices regarding the collection, use, and protection of PHI when you utilize our transcription services for healthcare-related content.

 

1. PHI Collection

We collect only the PHI necessary to complete the transcription process. This may include, but is not limited to:

  • Patient names and demographic details

  • Medical record numbers

  • Diagnoses, procedures, and treatment plans

  • Clinical notes and summaries

 

2. Lawful Use of PHI

All PHI is processed solely for transcription purposes and related healthcare operations as authorized by the covered entity. We do not use or disclose PHI for marketing, data mining, or any other unauthorized purpose.

 

3. PHI Security Measures

We have implemented comprehensive technical, administrative, and physical safeguards to protect PHI from unauthorized access, disclosure, alteration, or destruction. These safeguards include:

  • Encrypted data transfers and storage

  • Access controls and user authentication

  • Secure infrastructure and firewall protection

  • Confidentiality agreements and secure work environments

 

4. Business Associate Agreements (BAAs)

Qualtranscribe enters into Business Associate Agreements with all covered entities. These agreements confirm our commitment to HIPAA compliance and outline our responsibilities in handling PHI in accordance with applicable laws and regulations.

 

5. PHI Retention and Disposal

PHI is retained only for the time necessary to fulfill the transcription request. Once the project is complete, PHI is securely deleted or destroyed in compliance with HIPAA data disposal standards, unless otherwise instructed by the covered entity.

 

6. HIPAA Training

All team members involved in healthcare-related transcription receive regular HIPAA training to ensure full understanding of compliance obligations, including the handling, storage, and disposal of PHI.

 

7. PHI Disclosure

We do not disclose PHI to any third parties unless:

  • Required by law, or

  • With written authorization from the covered entity

 

8. Individual Rights

As a patient whose PHI may be transcribed by Qualtranscribe, you have the right to:

  • Access your PHI

  • Request amendments

  • Request an accounting of disclosures

 

We cooperate fully with covered entities to facilitate these rights.

 

9. Breach Notification

In the event of a breach of unsecured PHI, Qualtranscribe will promptly notify the affected covered entity and, if required, the relevant authorities. All notifications will be made in accordance with HIPAA breach notification rules.

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By using our transcription services for healthcare-related content, you acknowledge and agree to the terms of this HIPAA statement. We are committed to maintaining the highest standards of PHI protection and privacy. For any inquiries or concerns related to PHI, please contact us at support@quatranscribe.com

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