HIPAA.host regularly engages in discussions with clients about requested features, and suggested improvements. This is just part of our commitment to continually provide excellence, and maximize the price/performance ratio for our risk assessment client portals. A recently requested feature, from several clients, was an asset inventory system. Something they could use to track and manage devices, so that they could move away from spreadsheets and other cumbersome record methods.
Our asset inventory system is easy to use, with a straightforward interface. Important information is collected for each device, and then stored in a secure database upon saving. Information collected includes the make and model of the device, as well as the manufacturer serial number. The device category, such as desktop, tablet, phone, etc, is also logged. For easier internal tracking, we have included a serial number generator. This creates a random unique 8-character serial number. This shorter number is easier to use for unique identification when compared to the typical long manufacturer serial numbers. Each device is assigned a status, ranging from currently in-use to the destruction at its end of life. The current location for a device is also tracked. Who the device has been assigned to is tracked, as well as the actual owner of the device, accounting for BYOD situations as well as leasing, and departmental ownership. With this a record of all critical attributes for a device is established and maintained, with a record of changes and who made them also saved.
An inventory system is vital for practices large and small. In fact, HIPAA requires it. HIPAA specification 164.310(d)(2)(iii) states that practices must:
Maintain a record of the movements of hardware and electronic media and any person responsible therefore.
Given the incredibly mobile nature of devices, this sort of tracking can be difficult. Keeping up-to-date records can be time consuming, as devices often need to be tracked down individually, especially since they may have moved away from their last logged location. Information about a device, such as serial number, or location may also be scattered throughout several different records. BYOD devices may have none of this information tracked at all, as details like the serial number are left up to the owner to record. Our asset inventory system collects all this information in one place, and is easy to update with any changes.
HIPAA specifications also dictate that records must also be reviewed regularly. This means an easy to use inventory tracking system is incredibly important. Keeping up-to-date on the status and current location of devices should take minutes, not hours, and with HIPAA.host’s asset inventory tracking, this becomes possible.
Part of a Complete Risk Management Plan
Comprehensive device tracking is just one section of HIPAA compliance. This means that it is also just one part of your risk management process, an area where you should be should be showing continual progress and improvements.
The risk management process usually begins with a risk assessment. A comprehensive risk assessment is more than just a checklist. It does more than simply point out vulnerable security elements, it also makes suggestions for high-value improvements, areas where you should really be making an investment of time and money.
A risk assessment is the best investment you can make for your practice. And a risk assessment is worth even more when coupled with complete risk management solutions, like those included with HIPAA.host client portals. Along with the asset inventory system, client portals also include features like a documentation manager for tracking policies and procedures, as well as an easy to reference HIPAA specifications browser.
Here at HIPAA.host we are always adding new features, and staying up-to-date and at the top of industry trends. We make a commitment to work side by side with your practice to work towards improving your HIPAA compliance. Additions like the asset inventory system demonstrate that we can help provide solutions to commonly encountered problems that may plague your practice, acting as a drain on time and resources. One of our core values is helping small practices run as efficiently as they can. Contact us today to see how we can help you improve, all the while obtaining peace of mind.