A healthcare employee working in a secure remote work environment.

Creating a Secure Remote Work Environment for Healthcare Staff

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HealthWare Systems Blog

Creating a Secure Remote Work Environment for Healthcare Staff

Posted on Friday, May 1, 2020

Ensuring a secure remote work environment is a top concern of healthcare organizations that are looking to move workers off site.

While remote work is increasingly common, organizations within highly regulated industries like healthcare have been slower to offer work from home opportunities. This is understandable, as you may worry about protecting your patients’ PHI and maintaining HIPAA compliance.

However, it is absolutely possible to create a secure remote work environment for your healthcare staff with remote work solutions that address these issues. There are many benefits of allowing healthcare staff to work from home, and the COVID-19 crisis adds one more significant reason to transition some employees to secure remote work.


In order to create a secure remote work environment for your healthcare staff, look for remote work solutions that offer the following:


A healthcare employee working in a secure remote work environment.

HealthWare Systems’ remote work solutions enable healthcare staff to securely work from home.

Controlled Access to PHIlimits users’ access to only the minimum information necessary to perform their job duties.

Full Transparencyprovides management with real-time oversight and review of employees’ work, which highly discourages inappropriate behavior.

Complete Audit Trailsalways know who accessed data, what they did, and when.

Workflow Automationautomating redundant, manual tasks through robotic process automation means fewer employees must handle each information object and data will automatically be routed to its proper destination with little to no human intervention. Plus, it greatly reduces paper usage…

Paper Reductionsolutions that eliminate hard copies remove the need to commit PHI to paper or to store paper forms containing sensitive information, and they make proper disposal of physical documents a non-issue.

Off-Site Exception Handlingremote employees should be able to handle individual exceptions manually with the same level of security, controlled access to PHI, and paperless processes in place.

Encryption of Dataall information must be encrypted at all times.

HealthWare Systems’ remote work solutions cover all the above. By providing each of these features, our solutions create a HIPAA-compliant, secure remote work environment that will enable healthcare staff to work from home.


Additional Guidelines for a Secure Remote Work Environment


In addition to choosing remote work solutions that address the security concerns listed above, it’s crucial that you communicate with remote workers about their responsibilities regarding the protection of PHI.

Many of these guidelines apply to all healthcare staff – whether they work remotely or on site:

  • Adhere to strict password rules.
  • Use multi-factor authentication.
  • Complete periodic cybersecurity and HIPAA compliance training.
  • Only work on approved devices and only access the Internet through approved methods, such as the organization’s virtual private network (VPN).
  • Do not use work devices for personal activity.
  • Do not copy PHI to other devices.
  • Keep software updated.
  • Always lock your screen when not in use.
  • Be aware of common forms of cyber attack and know the warnings signs for email scams, such as phishing emails or suspicious attachments.

Implement a Remote Work Policy and after confirming employees understand what’s expected of them, have them sign an agreement stating they will abide by all rules and regulations in place. Just like you would for on-site employees, remind remote workers of the civil and criminal penalties for negligent or illicit handling of PHI and of their duty to protect it.

For more information on creating a secure remote work environment for healthcare staff, contact us today. Through a consultative phone call review, we can analyze your workflows to help you determine which areas to transition to a secure remote work environment.


By Stephanie Salmich

A remote worker smiles as she enjoys the benefits of remote work solutions that enable healthcare staff to work from home.

11 Reasons to Enable Healthcare Staff to Work from Home

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HealthWare Systems Blog

11 Reasons to Enable Healthcare Staff to Work from Home

Posted on Wednesday, April 15, 2020

Not all healthcare employees need to be on site to complete their work. When you enable healthcare staff to work from home, your employees, organization, and community will benefit!

A remote worker smiles as she enjoys the benefits of remote work solutions that enable healthcare staff to work from home.

Everyone benefits when you implement remote work solutions that enable healthcare staff to work from home.


Here are 11 reasons why you should implement solutions that enable healthcare staff to work from home:


1.) Limit the number of people on sitethe COVID-19 crisis has caused numerous organizations to reassess how many employees are actually necessary to keep on site. Moving workers off site now will help protect patients and employees from the current coronavirus; and, it will establish a more proactive approach for any future public health emergencies by ensuring staff who can work from home are already set up to do so when another new disease strikes.

2.) Maintain HIPAA-compliancethe healthcare industry has been reluctant to offer remote work opportunities due to concerns over PHI security. HealthWare’s remote work solutions enable healthcare staff to work from home by providing controlled access to PHI, encryption of all information at all times, complete audit trails, and full transparency for management.

3.) Increase productivity many studies demonstrate the positive effects of working from home on productivity. For example, a Stanford paper reported a 13% performance increase when employees switched to remote work and Airtasker’s survey of 1,004 full-time employees found that on average, remote workers put in 1.4 more days of work each month (16.8 more days each year) than those working in an office. Plus, remote work has the potential to facilitate a more flexible schedule, so many remote workers can choose to accomplish some of their work outside of the typical “9 to 5” business hours if they feel more motivated in the early morning or late at night, with the result of producing higher quality work. (Our remote work solutions provide management with productivity monitoring for real-time oversight, so you can really be certain your remote workers are delivering.)

4.) Expand your pool of job applicantsif your employees can work from home, you aren’t limited to hiring workers who live within commuting distance of your facilities.

5.) Recruit top talentin addition to more potential candidates, you’ll also attract the best contenders. According to Indeed’s 2018 survey, an organization’s remote work policy is an important factor for 47% of employees in their job search and 40% would even consider taking a pay cut if it meant they could work from home. And if you can offer a work from home incentive, you’ll especially appeal to Gen Z and Millennial healthcare employees who have joined or are entering the workforce at a time when remote work opportunities are increasingly common.

6.) Reduce your footprintcommuting and company offices are major contributors to greenhouse gas emissions. Moving some of your healthcare staff off site will make a significantly positive environmental impact. These remote workers’ homes will double as their office space and they will travel fewer miles, use less gas and oil, and reduce their contributions to air pollution.

7.) Keep workers healthyworking remotely means your teams won’t be exposed to workplace (or public transportation) germs. This is especially enticing for employees who work in the healthcare field and would otherwise be vulnerable to germs from both colleagues and ailing patients. And on top of the physical health advantages, remote workers experience mental health benefits related to stress (e.g. no commute/traffic, more free time, better work/life balance). Physically and mentally healthy employees can better concentrate to produce superior work.

8.) Decrease sick days and absencesemployees are not only less vulnerable to getting sick in the first place when they work remotely, but they’re also more apt to work through a mild cold or sickness if they can do so in the comfort of their own home. In fact, the reason some employees may choose to call in when sick is not because they don’t feel up to working, but simply to avoid spreading the illness to their coworkers – a concern that remote workers don’t have to worry about!

9.) Improve employee satisfaction and retentionemployees who enjoy the perks of remote work will be more satisfied, more loyal to your organization, and less inclined to leave their positions.

10.) Save moneycost savings come in the form of less office space/equipment/supplies, reduced turnover, fewer absences, increased productivity, and recruitment of better talent, to name just a few areas in which you’ll see major returns on investment. (We estimate savings of $10,000 per year per worker when you employ our remote work solutions.)

11.) Remote work is the futurebetween 2005 and 2017, remote work increased by 159% in the United States. A recent study projects that 73% of all teams will include remote workers by 2028.

The time has come to embrace work from home solutions in order to remain competitive in the eyes of prospective employees – you simply can’t afford to resist this inevitable change to the workforce.

Remote Work Solutions for Healthcare


Which parts of your operation would you move off site if you could? HealthWare Systems can analyze your paper and fax-based workflows and offer alternative solutions that enable healthcare staff to work from home in a HIPAA-compliant, secure environment.

Schedule a phone consultation and we’ll help you determine how you can enable healthcare staff to work from home, and which departments to target, so you can start reaping the benefits listed above as soon as possible.


By Stephanie Salmich

Statistics reveal the need for better interoperability in healthcare.

5 Revealing Statistics Concerning the Need for Better Interoperability in Healthcare

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HealthWare Systems Blog

5 Revealing Statistics Concerning the Need for Better Interoperability in Healthcare

Posted on Wednesday, September 27, 2017

In today’s world, interoperability is more important than ever as patients may see multiple providers or receive care from multiple health systems in order to address a single health issue.  In the interest of increasing patient safety and improving the patient experience, health systems must be able to communicate with one another regarding important patient health information.  Information that one provider sends to another could save a life or, at the very least, take the burden of tracking and providing information off the patient.

Even though the technology exists to meet this need, many hospitals are still struggling with interoperability in healthcare as the following revealing statistics demonstrate.

According to research posted by the Office of the National Coordinator for Health Information Technology concerning non-federal acute care hospitals in the U.S.:

1.  Only 46% of hospitals had required patient information from outside providers or sources available electronically at the point of care.

2. Only 18% of hospitals reported that their providers “often” used electronically received patient health information from outside sources when treating their patients; 35% said they “sometimes” did, 20% said “rarely,” 16% said “never,” and 11% did not know.

The top reasons for rarely or never using electronically received patient health information from outside sources were:  the information is not available in the EHR as part of the clinician’s workflow (53%), it’s difficult to integrate healthcare data in the EHR (45%), the information isn’t always available when needed (40%), and the information is not accessible in a useful format (29%).

3. 55% of hospitals named their exchange partners’ EHR systems’ lack of ability to receive data as a barrier to interoperability.

4. Only 38% of hospitals had the ability to use or integrate healthcare data from outside sources into their own EHRs without manual entry.

5. Only 26% of hospitals conducted all 4 core domains (electronically sending, receiving, finding, and integrating/using key clinical information) of interoperability in healthcare.

The number of hospitals that have achieved interoperability in healthcare is simply too low to guarantee patient safety and the continuity of care that patients deserve.  Improving the patient experience will depend on hospitals’ ability to integrate healthcare data and IT systems with the use of solutions that create complete (sending, receiving, finding, AND integrating/using data), rather than partial, interoperability in healthcare.

Statistics reveal the need for better interoperability in healthcare.

Statistics reveal the need for better interoperability in healthcare.


By Stephanie Salmich