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all insightsProtecting Patient Privacy: HIPAA Guidelines for VRI on Zoom
Video Remote Interpreting (VRI) brings communication access wherever you are. VRI utilizes videoconferencing tools like Zoom or Teams to bring ASL interpreting to you, no matter the location. Usable with any device that has a microphone, speaker, and access to a wireless network, VRI is a popular access tool in the current digital age.
Popular for fields such as education, business, and personal use, VRI serves to be a primary tool for making healthcare accessible for Deaf and hard-of-hearing individuals. Whether utilized for in-person doctor’s visits or used in conjunction with telehealth appointments, VRI serves to strengthen healthcare accessibility more than ever. With any healthcare-associated service provider, patient information safety and HIPAA compliance must remain a top priority. This article will explore HIPAA compliance, selecting secure providers, and best practices when utilizing VRI.
Understanding HIPAA and Its Relevance to VRI
According to the Centers for Disease Control and Prevention (CDC), “The Health Insurance Portability and Accountability Act (HIPAA) of 1996 establishes federal standards protecting sensitive health information from disclosure without patient’s consent. The US Department of Health and Human Services issued the HIPAA Privacy Rule to implement HIPAA requirements.”
The use of VRI in healthcare requires careful consideration and protection of patient health information, due to both the involvement of ASL providers and the videoconferencing platforms themselves. HIPAA covers a wide array of patient protection rules, with many applicable to access services. StrongDM breaks down the HIPAA Privacy Rule as follows:
“The HIPAA Privacy Rule outlines standards to protect all individually identifiable health information handled by covered entities or their business associates. This protected health information (PHI) includes a wide range of sensitive data, such as social security numbers, credit card information, and medical history, including prescriptions, procedures, conditions, and diagnoses.
PHI has long been a target for identity theft, so establishing strong privacy rules around its use, access, and security is critical for protecting patient data in an increasingly digital world.
The Privacy Rule addresses this risk by:
- Giving patients more control over their health information, including the right to review and obtain copies of their records.
- Setting boundaries on the use and release of health records.
- Requiring standard safeguards that covered entities must implement to protect PHI from unauthorized use or access.
The Privacy Rule also includes limiting the release of PHI to the minimum required for disclosure (aka the Minimum Necessary Rule). In other words, under the Privacy Rule, information isn’t disclosed beyond what is reasonably necessary to protect patient privacy.
Covered entities include any organization or third party that handles or manages protected patient data, for example:
- Health plans, such as health insurance companies, HMOs, and government programs like Medicare and Medicaid.
- Health care providers that conduct business electronically, such as most doctors, hospitals, clinics, nursing homes, and pharmacies.
- Health care clearinghouses, which are entities that process or facilitate the processing of nonstandard data elements of health information into standard data elements.
Additionally, business associates of covered entities must comply with parts of HIPAA rules….”
When considering using VRI for your Deaf and hard-of-hearing healthcare patients, it’s important to make sure you are HIPAA compliant and covered accordingly.
Best Practices for HIPAA-Compliant VRI on Zoom
When utilizing VRI for healthcare, it’s important to consider your internal accessibility related procedures to maintain a protected and positive user experience. Below are some questions to consider when using VRI for healthcare:
- How will our patient indicate their communication access needs when booking an appointment?
- How will patients be able to indicate their communication access preferences for their recurring appointments?
- Will videoconference links be created and shared by your medical office or by your ASL provider?
- Is the office setup visually and technologically to utilize VRI services?
- How will you store login information for the videoconferencing call for use at the start of your appointment?
One way to protect patient information during VRI healthcare sessions is by using unique meeting links and secure passwords. If using links and passwords generated by your ASL provider, this can be requested. If utilizing links and passwords for your videoconferencing call internally, be sure to have a process for generating secure login information. Below are some additional security measures to take when creating your Zoom meeting for VRI healthcare use:
- Enable waiting rooms and lock meetings once they begin
- Avoid recording sessions unless necessary—and follow secure storage practices if you do
- Ensure interpreters and staff have proper HIPAA training
*All DSU interpreters are nationally certified by the RID and abide by the strictest ethics and medical practice standards. Read more about these ethics and standards here.
Partnering with HIPAA-Compliant Interpreting Providers
When utilizing VRI services to make your healthcare accessible, it’s important to properly vet your provider. Whether working with an interpreter directly or an agency, it’s important to examine their privacy and protection practices. Be sure to work only with interpreting agencies and interpreters that understand and adhere to these stated HIPAA regulations.
An effective way to ensure HIPAA compliance is to partner with interpreting agencies that have a Business Associate Agreement (BAA) with Zoom and are willing to sign a BAA with your organization. When exploring your provider options, be sure to request this proof of BAA and submit any NDAs or BAAs your organization requires as part of the onboarding process.
Finally, scheduling and data handling are key to a secure experience for your patients. Be sure to loop in your IT security when adding these processes and accommodation services to your current offerings. Make it a priority to get your entire office and patient facing team trained on new processes and how to best serve your Deaf and hard-of-hearing patients.
*Is your office new to Deaf culture? Check out our Deaf Culture Training Solutions!
As the demand for accessible healthcare continues to grow, Video Remote Interpreting (VRI) offers a powerful solution for ensuring Deaf and hard-of-hearing patients receive equitable communication access—whether in person or through telehealth. Accessibility, though, must always be paired with privacy. By prioritizing HIPAA compliance, choosing experienced interpreting providers, and implementing best practices for secure video conferencing, healthcare professionals can confidently deliver both access and protection. Partnering with knowledgeable agencies like Deaf Services Unlimited ensures your office not only meets federal standards but also creates a welcoming and inclusive environment for every patient.
In need of secure VRI for your company? Request Services Here!
Sources:
https://www.strongdm.com/blog/what-are-the-three-rules-of-hipaa