While telehealth has proved a valuable solution for virtual health care, the increase in new technologies and the risk of cyberattacks raise concerns, especially when managing telehealth data.  

This blog addresses these concerns and reveals effective data management strategies to ensure patient confidentiality, information accuracy, and regulatory compliance. 

Learn how to: 

• Securely manage patient information 
• Develop robust telehealth systems 
• Implement additional strategies for managing telehealth data 

Let’s dive in. 

What is Telehealth Data? 

Before discussing how to secure telehealth data, knowing what you are protecting is essential. This data includes a wide range of patient information collected during virtual visits, such as: 

• Patients’ personal data, prescriptions, medical records, and billing information. 
• Notes on patient symptoms and remote-monitoring device data, vitals (blood pressure, heart rate, blood sugar levels, etc.), x-rays, and patient-provider conversations. 

Including various types of medical data in telehealth systems promotes seamless communication between patients and healthcare providers. When physicians have the correct information at their fingertips, this enables timely and accurate medical decision-making. 

Understanding the various components and their importance is a key step in managing telehealth data effectively. Below, we discuss strategies providers can take to ensure telehealth data privacy, security, and optimal utilization in healthcare delivery. 

How to Manage Patient Data in Telehealth 

Managing a growing telehealth practice also comes with complying with the Health Insurance Portability and Accountability Act (HIPAA). HIPAA establishes national standards for the protection of certain health information. It also ensures the confidentiality and availability of personal health information (PHI) when collected, shared, or transmitted electronically.  

Unfortunately, even with these strict regulations in place, one study found that data security issues were one of the top risk factors associated with privacy in telehealth. Providers must take all necessary steps to ensure data is secure and HIPAA-compliant to avoid these threats.  

Here are a few key approaches to managing telehealth data that will gain patient trust, confidence, and loyalty. 

Create robust authentication 

A telehealth platform should provide a strong authentication method. More specifically, it should have a means for verifying each party before gaining access to confidential information. These measures often include: 

• Strong passwords. An individual’s password should be easy to remember but difficult for others to guess.  

• Multi-factor authentication. This includes additional means of authentication, such as using biometrics or a person’s physical traits, such as fingerprints or face, to access sensitive data. Receiving one-time access codes is another effective method to verify identities. 

Remember end-to-end encryption 

Since virtual care providers work from remote locations occasionally, there’s a higher risk of data compromise due to equipment misplacement or theft. Providers can avoid this risk by ensuring rigorous end-to-end data encryption (E2EE).  

This tool is a security method that keeps communication private and secure between two endpoints, such as cell phones or devices. Unauthorized parties cannot listen in on the communication or otherwise intercept any information exchanged between the two parties if end-to-end encryption is appropriately put in place. 

Keep systems “clean”  

Healthcare providers and patients should keep a “clean machine.” In other words, the laptop, mobile device, or desktop computer should have the most up-to-date system, including security solutions like anti-virus software and firewalls. Public Wi-Fi networks should never be used to exchange sensitive information, including patient information. 

Perform risk assessments 

Regular risk assessments help providers evaluate security measures and determine whether they align with HIPAA requirements. Assessing any weaknesses can pinpoint potential breaches before they happen. 

For example, some telehealth risk assessments include evaluating third-party vendors throughout the contract lifecycle. This helps providers track their safety performance and determine if vendors maintain appropriate security measures. 

Adopt HIPAA-compliant systems 

Telehealth providers may assume that most virtual care systems and software are HIPAA-compliant. But this is not always the case. Selecting telehealth platforms that align with HIPAA standards can help providers preserve data confidentiality and avoid potential violations and liabilities.  

For example, the DrChrono Telehealth platform is both compliant and secure. The system’s Security Policy strictly ensures data security and fully complies with all HIPAA regulations. Some measures include SSL AES 256-bit encryption (the highest commercially available level), internal policies that keep patient information private and confidential, and digital certificates.  

How to Create Robust Telehealth EHR Systems 

Managing virtual care data can be made more accessible by creating a strong telehealth platform. Even more, by integrating electronic health records (EHR) into telehealth systems, providers can eliminate redundant data input and guarantee that patient information remains accurate and current.  

Such integration also promotes a smooth exchange of information, boosting virtual care efficiency. So, what should providers look for when selecting an integrated platform?  

Below, the American Medical Association (AMA) offers questions physicians should consider before choosing a system: 

Will the vendor ensure compliance with HIPAA privacy and security requirements? 

Make sure the EHR vendor offers robust security features that meet your practice’s specific needs. Also, ensure the vendor system fulfills HIPAA regulations, confirming that patient data is protected and that telehealth services align with legal requirements.  

Is the system integrated and scalable? 

When deciding on a telehealth platform, make sure it can be fully embedded into an existing EHR. Also, see if the system is truly integrated. For example, can a provider conduct a virtual visit without additional downloads or software required on either the provider or patient side?  

Next, find out if the system is scalable. For example, the DrChrono Telehealth system allows providers to replicate their setup across multiple providers and locations after comprehensive onboarding and training. 

Does the platform make practice management tasks like direct scheduling seamless? 

Check if the platform makes patient check-ins, scheduling, and collecting co-pays easy. Additionally, ask about mobility. For example, Dr.Chrono offers a mobile EHR solution that optimizes telehealth practices by allowing providers to schedule and conduct visits directly from their EHR. 

Patients can also request a video visit, take a video visit from their desktop, iPhone, or iPad, and sign consent forms in real-time. It also increases efficiency and consistency across all practices through automated billing profiles, tasks, and reminders. 

Additional Strategies for Managing Telehealth Data 

Patient portals and messaging apps 

Interactive features in patient portals, such as instant messaging, patient education, and appointment scheduling, allow providers to engage with patients easily. These tools also promote patients’ participation in their healthcare journey and foster commitment to treatment plans.  

However, safety protocols need to be in place to use these features. For instance, telehealth communication platforms like Updox provide HIPAA-compliant messaging apps. The solution has robust features to ensure the protection of patient data during SMS texting, including: 

• Secure login methods  
• End-to-end encryption 
• Remote data wiping  
• Thorough audit trails  

Security updates 

Providers must maintain a regular schedule of updates for their telehealth systems to reduce vulnerabilities and adhere to cybersecurity regulations. This process guards against security gaps and new cyber threats.  

Remember to share updated security and privacy practices with your patients. These notifications provide them with necessary disclosure and peace of mind. 

Training staff on data risks 

Implement core security training for all telehealth users. Virtual care practices are only as secure as the weakest link, so educating staff on safety and cybersecurity best practices is vital.  For example, train staff on the different types of cyberattacks, such as:  

• Data breaches  
• Phishing scams  
• Mobile threats  
• Malicious attachments  
• Unauthorized access to patient data by employees 

Stay current on emerging trends in cybercrime and ensure all policies and cybersecurity measures are relevant, updating when needed.  

Looking Ahead 

Telehealth providers can boost the quality and results of patient care by learning the key factors involved in telehealth data, securing its privacy and protection, and instituting robust management systems. Approaches such as sharing data responsibly, continuously monitoring and auditing systems, and promptly addressing any breaches are crucial to upholding the trustworthiness of your services. 

Looking forward, investing in new tech trends while training staff ensures your telehealth programs remain robust and viable long-term. These practices allow you to foster a secure, efficient health system centered around patient needs.