Physical Safeguards
What are Physical Safeguards in HIPPA?
Physical safeguards are the physical measures, policies, and procedures used to protect the facilities, equipment, and devices that store or process Protected Health Information (PHI). While much of HIPAA focuses on digital security, the Security Rule recognizes that PHI can also be compromised through physical access to computers, servers, paper files, or even office spaces.
HIPAA Requirements for Physical Safeguards
Under the HIPAA Security Rule, covered entities and business associates are required to implement physical safeguards to:
- Limit physical access to electronic information systems and the facilities where they are housed.
- Ensure only authorized personnel can access PHI.
- Protect PHI from unauthorized viewing, tampering, theft, or destruction.
- Manage the use and movement of devices and media that contain PHI.
Examples of Physical Safeguards
HIPAA organizes physical safeguards into four implementation categories:
- Facility Access Controls: This includes restricting building and server room access to authorized members of the staff, installing devices like security cameras, key cards, or biometric scanners, and establishing emergency access procedures in case of natural disasters or power outages.
- Workstation Use and Security: This category covers workplace best practices and guidelines for maximum security. This includes placing monitors away from public view, using screen privacy filters, and setting automatic screen locks after a short period of inactivity.
- Device and Media Controls: This includes securely disposing of old computers, hard drives, and paper records (shredding, wiping), logging the movement of devices like laptops or USB drives that contain PHI, securing devices while in transit, and encrypting portable devices for additional security in case of loss or theft.
- Workforce Training: Educating staff on the best practices for ensuring HIPAA compliance through Physical Safeguards is also important. Every staff member who handles PHI must be educated on the importance of not leaving records on desks, properly securing or disposing of media, and implementing “clean desk” policies.
Consequences of Ignoring Physical Safeguards
OCR considers physical safeguards as essential as technical ones. Organizations that ignore them may face civil fines (ranging from thousands to millions of dollars), Corrective Action Plans (CAPs) that require costly restructuring, and criminal liability if negligence leads to intentional misuse.
But beyond penalties, lapses in physical safeguards erode patient trust and can disrupt clinical operations if records are lost or systems damaged.
Related Terms
Two Factor Authentication
End-to-End Encryption
Privacy Policy