Protecting client privacy with dictation practices - dos and don'ts

‍Importance of privacy and security in healthcare

Because healthcare deals with highly sensitive patient information, abiding by and adhering to privacy laws and regulations is of utmost importance. Across all business processes, client privacy must be protected with high-end security measures as a preventative barrier, and to ensure that patient health information is encrypted and at minimal risk of leaking. Compromised data can cause immense consequences for your business that can be extremely costly, ranging from anywhere between a $100 fine to a $1.5 million penalty. Additionally, the reputation of your practice could be permanently damaged, with strenuous efforts needed to repair relationships between you and your patients. Thus, you must consider security practices, such as using encrypted servers, and installing firewalls and other programs to reduce the risk of information being hacked, and to protect client data. 

HIPAA regulations around privacy & security of health information

The Health Insurance Portability and Accountability Act of 1996, also known as the HIPAA laws, are what essentially governs privacy and security standards within the healthcare space. It is a highly regulated outline of regulations that ensures patient information is protected, and that healthcare businesses successfully implement technologies that support confidentiality within patient care. It is designed to be flexible according to business needs, and scalable so businesses regardless of their size can adhere to its standards, as well as effectively report accurate information. HIPAA laws also outline penalties so businesses are aware of and held accountable for their actions, with clear financial repercussions outlined. It maintains that businesses must preserve the integrity of patient information, as well as anticipate security threats and have the resources for appropriate defense. Abiding by HIPAA laws means safeguarding your information at all costs. 

AAMT guidelines on confidentiality, privacy, and security of patient care documentation through medical dictation

With the increased use of technology within healthcare, it is more important now than ever that healthcare businesses begin implementing the proper guidelines to ensure patient information is kept private. Compromised data can be especially tricky to deal with, and when out of hand, it is almost impossible to reverse without major repercussions. The American Association for Medical Transcription (AAMT) guidelines are established for this reason; to acknowledge the commitment to protecting client information, and to outline the procedures for healthcare businesses to undertake when it comes to the medical dictation and transcription process. Their established regulations specify areas, where businesses who use medical dictation software to protect client privacy, must comply in order to fulfill legal obligations.  

Do's and don'ts of medical dictation practices

When implementing effective medical dictation into your healthcare business, there are multiple aspects that you should consider in order to support patients with the highest level of care. To ensure this process goes smoothly, there are also various points that you need to make sure to avoid. Ensuring you are aware of these do’s and don’ts will set you on solid footing to elevate the quality of your service, and prioritize patient needs. 

1. Do speak clearly - Being very clear with your statements can mean that speech recognition software can pick up certain phrases and terminology more clearly, and even pronunciation can ensure that you are able to compose accurate documents with good notes. 
2. Do find a quiet place - It is important that when you speak, your background noise doesn’t overwhelm what you are trying to say, as this makes things more difficult for speech recognition technology. 
3. Do implement pauses - It’s good to pause between phrases, but not between words. The technology should be able to support greater structure with a clear emphasis on particular sentences.
4. Don’t rush - Speak at a consistent pace, as the voice recognition software will be able to better understand what you are saying. Variations may distort the analysis of words, and so it is better to keep a normal tone. 
5. Don’t worry about grammar - The software will automatically inject apostrophes, commas, and full stops in the right places, as well as capital letters. Its advanced technology recognizes what you are trying to say, so don’t make this a priority during the session in which you are transcribing.
6. Don’t stop to edit - As mentioned, the software will automatically translate most of what you’re saying into written form, so don’t interrupt the session. You can always go back and change words and grammar if the system didn’t enter them correctly. 

Adopt Carepatron's medical dictation software: Protecting client privacy

For high-quality medical care that increases patient engagement and satisfaction, as well as clinical outcomes, you need to consider Carepatron. As one of the leading options for healthcare software, and used by over 10,000+ healthcare professionals, Carepatron offers high-end medical speech recognition software that can meet all your business and patient needs. With artificial intelligence systems, you can ensure that you create highly proficient medical notes and documentation that accurately reflects patient needs at hand. In collaboration with the medical terminology database, you can also rest easy knowing that your diagnoses reflect what the patient is presenting, and all of this is clearly and concisely noted. At both free and paid price plans, in addition to a variety of other useful features such as appointment booking and video consulting systems, it’s a win-win. Medical dictation elevates the quality of your practice whilst maintaining HIPAA-compliant policies, setting you up on the pathway to success.

Further reading:

• HIPAA COMPLIANCE: A Common Sense Approach
• The Benefits of Medical Speech-to-Text‍