SurveyMonkey, a widely utilized online survey development software, has positioned itself to cater to the sensitive needs of healthcare providers and entities that handle protected health information (PHI). As demanded by the Health Insurance Portability and Accountability Act (HIPAA), stringent guidelines are in place for the management, transmission, and safeguarding of PHI. In response, SurveyMonkey has implemented specific measures, including a business associate agreement (BAA), to ensure its platform can be employed by covered entities in a manner that complies with HIPAA regulations.
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The company offers a tiered approach to compliance, where HIPAA-aligned features are available through its Enterprise plan. This plan enables organizations to collect, store, and analyze PHI safely, providing assurance to those in the healthcare sector that their use of SurveyMonkey’s services aligns with federal requirements.
To further accommodate the growing demand for secure form creation and data collection, options like Formifyr may be employed. Platforms such as Formifyr offer tools tailored to crafting forms that are compliant with industry-specific regulations, including those set forth by HIPAA, enhancing the ability for healthcare organizations to engage in secure data collection practices.
Understanding HIPAA Compliance in SurveyMonkey
SurveyMonkey provides HIPAA-compliant features tailored for healthcare data collection, ensuring that sensitive Protected Health Information (PHI) is handled securely.
The Basics of HIPAA and Protected Health Information
HIPAA, the Health Insurance Portability and Accountability Act, sets the standard for protecting sensitive patient data in the United States. Any company that deals with PHI must ensure that all the required physical, network, and process security measures are in place and followed. Protected Health Information is any information in a medical record that can be used to identify an individual, and that was created, used, or disclosed in the course of providing a healthcare service, such as a diagnosis or treatment.
SurveyMonkey’s HIPAA-Enabled Account Features
SurveyMonkey’s Enterprise plan includes features designed to adhere to HIPAA’s requirements for handling PHI. To be compliant, a Business Associate Agreement (BAA) must be in place, which SurveyMonkey offers as a standard form. This plan includes:
- Security reminders
- Automatic logoff
- Data encryption
The account features specifically aim to assist healthcare organizations manage PHI securely. Users should subscribe to the appropriate HIPAA-enabled business plan and configure tools correctly.
Technical Safeguards and Privacy Measures
SurveyMonkey incorporates various technical safeguards to protect the privacy and security of PHI. These include:
| Security Feature | Function |
|---|---|
| Encryption | Secures data in transit and at rest |
| Automatic logoff | Ensures that user sessions end after a period of inactivity |
| Logging and monitoring | Tracks access to PHI |
These privacy measures and safeguards assist covered entities in maintaining compliance with HIPAA while using the SurveyMonkey platform for collecting healthcare data. It’s important to note that while SurveyMonkey provides these tools, it is ultimately the responsibility of the covered entity to ensure that they are implemented correctly and that users are adequately trained in HIPAA compliance.
Implementing HIPAA Compliance with SurveyMonkey
Integrating HIPAA compliance into a SurveyMonkey account requires understanding the specific steps and legal agreements involved. This ensures the protection of health information when creating and distributing surveys.
Setting Up a HIPAA-Enabled SurveyMonkey Account
To establish a HIPAA-enabled account on SurveyMonkey, entities need to opt for an Enterprise Plan. Under this plan, SurveyMonkey provides HIPAA-compliant features that enterprise customers can activate. These features cover several safeguards including data encryption and secure data management to handle Protected Health Information (PHI) effectively.
Business Associate Agreement and Covered Entities
A Business Associate Agreement (BAA) is essential for any covered entity planning to use SurveyMonkey for handling PHI. SurveyMonkey offers a standard BAA that aligns with HIPAA requirements. Once signed, this agreement formalizes SurveyMonkey’s role as a Business Associate, clarifying responsibilities and ensuring adherence to HIPAA standards. Only Enterprise accounts can initiate a BAA at no additional cost.
Avoiding HIPAA Violations with Online Surveys
To avoid HIPAA violations, covered entities must use SurveyMonkey’s HIPAA-enabled product features responsibly. This includes configuring global settings to reduce risks, such as automated logouts and data encryption (SSL/TLS), especially for mobile device access. SurveyMonkey also issues notifications to remind users of their HIPAA obligations during sensitive operations, such as sharing PHI.
Apart from these steps, entities can leverage Formifyr for creating forms that adhere to compliance standards, including HIPAA, helping to further secure PHI while conducting online surveys.