What's the Cost of Losing a Laptop? $1.5 Million.

HHS announced today that it resolved a HIPAA security breach matter with two Massachusetts providers for $1.5 million.  In compliance with the Breach Notification Rule, the Massachusetts providers reported the theft of an unencrypted laptop containing ePHI.  Lest there be any lingering doubt as to the importance of compliance with the Security Rule, OCR Director Leon Rodriguez stated "In an age when health information is stored and transported on portable devices such as laptops, tablets, and mobile phones, special attention must be paid to safeguarding the information held on these devices . . . This enforcement action emphasizes that compliance with the HIPAA Privacy and Security Rules must be prioritized by management and implemented throughout an organization, from top to bottom.”  In addition to the settlement payment, the Massachusetts providers agreed to a corrective action plan that will be overseen by an independent monitor for the next three years.

 

New Study Says Hospital Data Breaches Are Frequent and Expensive

How secure is patient data at hospitals?  Not as secure as it should be says a new study released yesterday by the Ponemon Institute, an independent research organization dedicated to privacy, data protection and information security policy.  Despite HITECH's mandates and the move toward EMR, the study found that "data breaches remain a frequent occurrence at healthcare organizations - threatening patient privacy and leaving healthcare organizations with a heavy financial burden." 

Not only is data not as secure as it should be, but data breaches are costing hospitals an estimate of $1 million per year.  With 5,815 registered hospitals in the United States, data breach incidents are costing the health care industry almost $6 billion per year.

Among the study's more interesting findings are the following:

  • Only 29% of hospitals surveyed responded that they have sufficient resources to prevent or quickly detect patient data loss or theft.  
  • Employees are the best line of defense in detecting data breaches, underscoring the importance and value of training data handlers.
  • Of the hospitals that have implemented EMR, 74% believe EMR's have made their data more secure.

Notably, the study was sponsored by ID Experts, a self-described "leading provider of comprehensive data breach solutions."  The results, however, are hardly surprising considering that as of September 20, 2010, almost 5 million patients have had their PHI exposed through the largest 166 data breaches. 

Investment in secure data storage coupled with vigilant training should be on on every health care provider's agenda for 2011.       

HHS Withdraws HIPAA Breach Notification Final Rule

The HHS final rule on breach notification was submitted to the OMB on May 14, 2010, which is typically the final step before the final rule is published. HHS, however, “withdrew” the final rule from the OMB to “allow for further consideration, given the Department’s experience to date in administering the regulations,” as it stated in a notice posted on the HHS website. HHS failed to explain the reason for withdrawing the final rule for further consideration except to note that the breach notification issue is “complex.” 

The breach notification interim final rule issued pursuant to the HITECH Act, was published in the Federal Register on August 24, 2009, and became effective on September 23, 2009. According to HHS, during the 60-day public comment period on the interim final rule, HHS received approximately 120 comments.

Many in the industry have speculated that this withdrawal may be related to the controversial “harm” threshold set forth in the rule. Under the harm threshold, a provider only needs to notify patients about a data breach if the provider determines that the breach presents a significant risk of harm to the patients. Critics of the harm threshold contend that all breaches should be disclosed and providers should not have the discretion to make such a risk assessment.

A final rule is expected in the coming months. This withdrawal does not have an impact on the interim final rule.

Congress Calls on HHS to Strengthen Breach Notification Rules

In a letter issued on October 1st, Congressional House leaders of the Energy and Commerce and Ways and Means committees oppose “the high bar” that the Department of Health and Human Services (HHS) has set for breach notification.

The breach notification regulations were enacted pursuant to the American Recovery and Reinvestment Act of 2009 (ARRA).  Published as interim final regulations in the Federal Register on August 24, 2009, they require health care entities to notify individuals and HHS if there has been an unauthorized use or disclosure (‘breach”) of electronic personal health data. 
These regulations, however, include a “substantial harm” standard, which does not require breach notification to individuals or HHS if the breaching entity believes there is no significant risk of financial, reputational or other harm to the individual.

According to the letter, the substantial harm standard is not consistent with Congressional intent. “In drafting [the enacting statute], Committee members specifically considered and rejected such a standard due to concerns over the breadth of discretion that would be given to breaching entities, particularly with regard to determining something as subjective as harm from the release of sensitive and personal health information.”

The letter urges HHS to revise or repeal the harm standard provision and calls for greater transparency through a “black and white standard,” which would allow individuals to assess the level of harm caused by a breach of their health information, and permit them to judge the quality of an entity’s privacy protection based on the true number of breach occurrences.

FTC and HHS Issue Breach Notification Rules for Electronic Health Information

As part of the American Recovery and Reinvestment Act of 2009 (the “Recovery Act”), Congress directed the Federal Trade Commission (“FTC”) and the Department of Health and Human Services (“HHS”) to issue rules requiring certain entities to notify consumers if there has been a breach in the security of their personal health information. 

The FTC rule applies to vendors of personal health records, which provide online repositories for storage and tracking of health information, and entities that offer third-party applications for personal health records. These applications could include, for example, a blood pressure cuff whose readings consumers can upload to their personal health record. 

The HHS rule, developed by the Office for Civil Rights (OCR), applies to healthcare providers and other HIPAA covered entities.

Under the rules, those entities subject to either rule must notify consumers if there is a “breach” involving their “unsecured” health information. Additionally, if a service provider or business associate of one of the entities has a breach of its own, it must notify the entity, which in turn must notify consumers.

A “breach” is defined as the unauthorized acquisition, access, use, or disclosure of protected health information, which results in the compromise of the security or privacy of such information.

Entities that secure their electronic health records through encryption or destruction are not required to provide notification in the event of a breach, as long as they follow HHS guidance on the proper methods of securing information. As an accompaniment to its rule, HHS issued an update to its current guidance (PDF) on acceptable encryption and destruction methodologies, which would render sensitive information unusable to unauthorized individuals. The policy on encryption is technical in nature and entities would be well-advised to have their IT consultants carefully review, and as deemed necessary, implement the HHS guidance.

Notification Requirements:  

In the event that a breach is discovered, an entity subject to either the FTC or HHS rule must comply with certain notification requirements, including the timing, method, and content of notification.

    • Timing: A consumer must be notified of a breach to the security of their information “without unreasonable delay” and in no case later than 60 days after the discovery of a breach.
    • Method: Written notification must be provided to the individual via first-class mail at the individual’s last known address, or if the individual agrees, by electronic mail. Where the entity lacks sufficient contact information, a substitute form of  notice “reasonably calculated” to reach the individual must be issued. If the insufficient information involves less than 10 individuals, notice may be made by an alternative form of written information or by telephone. If the entity lacks adequate information for more than 10 individuals, the substitute notice must be placed in a conspicuous posting for a 90-day period, either on the home page of the website of the entity involved, or in major print or broadcast media in areas where the affected individuals are likely to reside.
    • Content: Notice must include, to the extent possible:

1. A description of the types of information that were involved in the breach (e.g., social security number, date of birth, diagnosis);

2. Any steps individuals should take to protect themselves from potential harm that could result from the breach;

3. A brief description of the steps that the entity is taking to investigate the breach, mitigate harm caused by the breach, and to protect against any additional breaches; and

4. Contact information for individuals to ask questions or obtain additional information. This contact information must contain a toll-free telephone number, email address, website, or postal address.

In addition to the above requirements, breaches involving 500 or more people must provide notice to prominent media outlets serving the state or jurisdiction where the breach occurred. 

Finally, entities subject to either rule must provide notification to the FTC (for non-HIPAA covered entities) or HHS (entities covered by HIPAA). The FTC has provided a standard form(PDF) which can be used to report an incident. This form requests information on the type of breach, the manner in which the breach occurred, the information involved, and what steps the entity is taking to investigate the breach.

The FTC final rule(PDF) will be published in the Federal Register shortly, and will be effective 30 days after publication. The FTC will begin enforcement 180 days after publication.

The HHS interim final rule (PDF) is effective 30 days after publication in the Federal Register (which should be sometime in mid-late September) and includes a 60-day comment period.