How Health Information Management Professionals Safeguard Patient Data in Canada

Protecting patients’ private health information is crucial for numerous reasons, from maintaining trust in the healthcare system to preventing misuse, such as identity theft. It may also be important in areas like employment, where stigmatized conditions, including mental health issues and physical illnesses, can create bias and disadvantages for affected individuals. Health Information Management (HIM) professionals play a key role in ensuring the security of patient data. In this article, we explore various methods of achieving this.

Compliance with Privacy Laws and Regulations

Health Information Management professionals must ensure they comply with Canada’s privacy laws, such as the following:

1. The Personal Information Protection and Electronic Documents Act (PIPEDA)

PIPEDA requires private Canadian healthcare providers such as clinics, pharmacies, and private labs to protect personal health information (PHI) from unauthorized access, breaches, and misuse. It also ensures that patient data is handled consensually and transparently. Even though PIPEDA’s principles influence best practices in all of Canada, provincial health privacy laws such as PHIPA in Ontario or HIA in Alberta usually take priority in public healthcare settings.

2. Canada Health Infoway Standards

These standards ensure that electronic health records (EHRs) can be exchanged securely, privately, and accurately between different Canadian healthcare providers and systems.

Access Control and Authentication

Limiting the number of individuals accessing sensitive patient data reduces the risk of unauthorized access or data breaches. Therefore, role-based access control (RBAC) has been implemented in the HIM field, linking an individual’s role and responsibilities to the level of access they have to patient data. Healthcare employees can view only the information necessary to perform their duties. For example, while doctors typically require full access to a patient’s medical history to determine the best treatment course, receptionists only need to view appointment details. Multi-factor authentication (MFA) is commonly used in healthcare settings to ensure that only authorized personnel can access patient data. This process requires users to provide two or more verification forms before accessing a system or platform. An example might include the combination of a password and a mobile device, fingerprint, or facial recognition. Regular audits of these processes further enhance the protection of sensitive data.

Data Encryption and Secure Storage

Encrypting data while sharing or securely storing it in the cloud is crucial for achieving the highest standard of security. Other important measures to prevent vulnerabilities include regular data backups and updates and the use of cybersecurity measures such as firewalls, anti-virus software, and intrusion detection systems. Finally, all healthcare staff should undergo privacy and cybersecurity training. This can prevent accidental issues or ensure they are identified as soon as possible.

De-identification and Secure Data Sharing

HIM professionals commonly use de-identification techniques to reduce the risks associated with data breaches, e.g. when performing research. This involves removing, masking or encrypting personal information from health records, such as names, addresses, and phone numbers. When sharing data, HIM professionals also ensure that healthcare staff utilize secure messaging systems designed for healthcare communication, such as TigerText and Imprivata. They also provide training on best practices for handling patient data securely. Additionally, unnecessary risks are minimized by only sharing data essential for the task at hand and ensuring a seamless exchange of patient information across health institutions, regardless of the systems they use.

Incident Response and Risk Management

With all the above-described measures, the risk of a security incident or unexpected disruption can be mitigated but never be fully eliminated. Therefore, conducting regular risk assessments and having a data breach response and disaster recovery plan are non-negotiable. These plans outline different steps to be taken in such an event to minimize damage and downtime, protect affected individuals, and quickly recover health records. They may include the following steps:

• Immediately isolating compromised systems
• Investigating the breach
• Assessing the potential damage
• Notifying affected parties and regulatory bodies
• Implementing mitigation strategies (e.g. improving security controls and policies)

Conclusion

In an increasingly digital healthcare environment, safeguarding patient data is more critical than ever. Health Information Management (HIM) professionals play a vital role in ensuring compliance with privacy laws, implementing robust security measures, and mitigating risks through proactive data protection strategies. By enforcing access controls, encryption, secure communication, and incident response plans, they help maintain patient trust and uphold the integrity of the healthcare system. As technology evolves, ongoing training and adaptation will be essential to protect sensitive health information from emerging threats. Comprehensive Health Information Management programs provide the necessary knowledge and skills to navigate this ever-changing field and uphold the highest standards of data security.