No matter the industry, most businesses need an effective print management program to complement their data security measures. In healthcare, the need for this security is even more critical as the information can be extremely personal and private.
It is important that every healthcare organization be knowledgeable of and enforce the laws regarding patient confidentiality and regulatory compliance as established by the Health Insurance Portability and Accountability (HIPAA). However, while digital security measures may be widely adopted across the healthcare industry, printed documents remain in use and, thus, are vulnerable.
This is why implementing good print management strategies can effectively improve data security systems in the healthcare industry. This article will explain the essential roles of print management in healthcare and how the system contributes to data security.
Understanding Print Management in Healthcare
The term “print management” simply describes the process of overseeing and optimizing printing practices within an organization.
In the healthcare industry, this means monitoring and controlling the production, distribution, and disposal of printed materials containing patient records, invoices, and administrative data.
Since this information is usually sensitive and covered by confidentiality laws, an effective print management system ensures that only authorized persons have access to this information. This helps to reduce the risk of data breaches and the need for legal action.
In a way, the primary role of print management relies heavily on a strong IT structure. The services print management facilitates in this field include document management that depends on robust IT infrastructure, cybersecurity solutions, networks, and data storage.
Most healthcare organizations often outsource printing and document management because it is important for these processes to be carefully handled by experienced professionals. Meanwhile, through encrypted document storage systems and secure access controls, data integrity and confidentiality can be maintained.
Why Is Print Management in Healthcare Important?
Healthcare providers handle vast amounts of sensitive information, including personal identification details, patient medical histories, treatment plans, sales invoices, and administrative files.
While most of these are stored in encrypted clouds and safeguarded through cybersecurity measures, much of this information still occasionally needs to be manually printed. This makes them vulnerable to breaches and theft.
Unauthorized access to this data can lead to identity theft, financial loss, and compromised patient trust.
Additionally, these health organizations face stringent regulations from legal bodies, such as the aforementioned HIPAA, which mandates the protection of patient information. Thus, any breach in data storage can result in legal repercussions.
Due to this risk, it is necessary for the healthcare industry to be equipped with advanced print management systems. These are designed to streamline operations, ensure data safety, and elevate patient care.
Print Security Challenges in the Healthcare Industry
Despite advancements in healthcare digital record keeping, including the rise of Electronic Medical Record (EMR) systems, the reliance on paper documents persists in many healthcare settings.
However, the use of printed paper information in healthcare settings poses some challenges, including:
- Unauthorized Access: If unauthorized personnel get access to sensitive documents due to a lack of print security measures, it can lead to patient information leaks.
- Document Misplacement or Loss: A breach in secure printing procedures could lead to unattended printouts being lost or accessed by the wrong person. This can cause privacy violations.
- Improper Disposal of Printed Documents: The improper disposal of printed documents creates another area of risk. For instance, neglecting to thoroughly shred documents before discarding them can lead to data breaches and HIPAA violations.
Strategies to Enhance Data Security in Healthcare
To mitigate the risks associated with printed materials, healthcare organizations can adopt the following print management strategies:
- Secure Print Release & User Authentication: Healthcare staff should be required to authenticate their identities before retrieving print jobs (e.g., badge scanning, and PIN codes). This reduces the risk of unauthorized access to sensitive documents.
- Print Job Tracking & Audit Trails: All printing activities, including organizing, deleting, and logging in, must be monitored to create an audit trail. This tracking helps in detecting security breaches and unauthorized printing.
- Data Encryption for Print Jobs: Secure cybersecurity encryption must be done for important documents to prevent data breach threats. These encryption methods must also ensure compliance with HIPAA and other regulations.
- Automated Print Policies & Access Controls: One way to protect print management systems is restricting access to printing based on user roles. This will help prevent unauthorized access and unnecessary document duplication.
- Proper Document Disposal & Secure Shredding Policies: Documents should not be discarded without thorough shredding and destruction. Certain protocols for discarding shredded documents must be implemented, and managed print services processes will help to enforce secure document disposal.
- Regular Employee Training on Print Security: Educating healthcare staff on best practices for secure printing will assist in reducing human error-related data breaches.
Benefits of Implementing Print Security Solutions in Healthcare
The importance of print management in the healthcare industry cannot be overemphasized. So, adopting a comprehensive solution like a managed printing service (MPS) is necessary.
This service helps healthcare organizations protect patient data and streamline administrative operations by securing printed documents. It also offers several advantages, including:
- Enhanced Patient Privacy: Protecting printed information ensures compliance with privacy regulations and maintains patient trust. Secure printing also reduces the chances of patient information leaks.
- Reduced Operational Costs: Monitoring printing activities can eliminate unnecessary printing and lower paper usage, leading to cost savings.
- Improved Compliance: Automated tracking and reporting facilitate adherence to regulatory requirements like HIPAA and other data protection laws.
- Secured Document Disposal: Proper document disposal ensures that sensitive print materials are discarded properly without the risk of breaches.
Why Choose Us?
As data breaches continue to plague industries of all kinds, healthcare organizations must prioritize printed paper information. That is why we offer effective device management, secure printing features, audit trails for printed data, and proactive monitoring of print fleets.
We continue to remain the best choice for your business in Burnsville, Twin Cities, Fargo, Duluth, and St. Cloud. By implementing effective print management strategies, Metro Sales has the expert support you need and will satisfy all the printing-related requirements of your organization.
Contact Metro Sales today and learn more about the available printing-managed services for your data documentation and security.