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Access Control

What is Access Control in HIPAA?

Access control in HIPAA refers to the administrative, physical, and technical safeguards that regulate who can view, use, or modify Protected Health Information (PHI). The goal is to ensure that only authorized individuals have access to PHI, in line with their role and responsibilities, while preventing unauthorized use or disclosure.

HIPAA Requirements for Access Control

The HIPAA Security Rule mandates that covered entities and business associates implement technical barriers and policies and procedures that ensure only authorized individuals can access PHI.

This includes:

  • Unique User Identification: Each team member must have a unique login for account-based systems, so that activity and data access can be tracked.
  • Emergency Access Procedures: Policies for accessing PHI during emergencies or downtime. For example, how will you maintain access to PHI immediately following a flood or a fire?
  • Automatic Logoff: Systems should terminate sessions after a short period of inactivity.
  • Encryption/Decryption: Data must be encrypted in transit and while at rest to prevent unauthorized interception.

Why Access Control Matters for HIPAA Compliance

Access control enforces HIPAA’s “minimum necessary standard”, which requires that PHI be accessed or disclosed only to the extent needed to perform job functions. Enabling strong access controls allows healthcare organizations to protect the privacy and confidentiality of patient data, preventing snooping, data theft and unauthorized disclosures. 

Access controls also help improve accountability by documenting unique user IDs that accessed or made changes to PHI. This is particularly helpful for showing proof of HIPAA compliance and due diligence during OCR audits.

Without robust access controls, organizations risk breaches, OCR fines, and loss of patient trust.

Examples of Access Control in Healthcare

  1. Role-Based Access Control (RBAC): Access to PHI or ePHI is shared with only those members of the staff who need the information to offer care services. For example, most physicians and doctors are given access to full patient histories, whereas billing staff are given access to the patients’ financial data only, and would not get access to their diagnostic notes.
  2. Multi-Factor Authentication (MFA): Access to data is shared only after the user clears multiple security levels. For example, in order to access some data, users must first enter the correct password and then a unique mobile token or complete a biometric scan, such as a fingerprint.
  3. Automatic Logoff: This is set up to restrict unauthorized access of PHI in case a device is left unattended. Internal policies should require team members to log out before they leave a workstation, and workstations should automatically lock after a few minutes of inactivity to prevent unauthorized viewing.

Related Terms

Two Factor Authentication

End-to-End Encryption

Privacy Policy

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