How SpinOne Helps You Meet HIPAA Compliance

Automate compliance-related SaaS security controls.

Achieving HIPAA compliance represents a significant ongoing challenge for healthcare organizations and their business associates who handle protected health information (PHI). Cloud-based platforms can inadvertently become storage locations for sensitive medical data, as staff members generate documents, send messages, maintain patient files, and collaborate on cases that involve confidential health records requiring careful protection and controlled access.

SpinOne delivers comprehensive, automated security solutions designed to safeguard HIPAA-regulated environments across popular SaaS platforms including Google Workspace™, Microsoft 365, Slack, and Salesforce.

Learn how to transform your SaaS environment from a sprawling risk landscape that can leave you vulnerable to data breaches and compliance violations, to a secure environment that helps you meet data protection, retention, and security requirements with SpinOne. 

Data Backup Requirements

HIPAA requires healthcare organizations to maintain retrievable copies of ePHI and establish documented backup procedures. SpinOne’s comprehensive backup solution directly addresses these regulatory mandates with automated, tested backup and recovery processes.

SpinOne addresses this through:

• Automated SaaS Backup and Disaster Recovery (BDR): Provides automated 1x or 3x daily backups for mission-critical SaaS data
• Fast Recovery: Offers data recovery in minutes rather than weeks, with a 2-hour recovery SLA and 99.9% accurate recovery guarantee
• Multiple Data Storage Locations: Ensures backup redundancy and availability
• Customized Data Retention Policies: Allows organizations to meet specific HIPAA record retention requirements

Data Retention Requirements

HIPAA’s Right of Access provision (45 CFR 164.524) requires covered entities to provide patients with access to their ePHI within 30 days of a request, and supports legal discovery requirements that may arise during litigation or regulatory investigations. SpinOne and SpinBackup Enterprise offer Archive & eDiscovery capabilities for any ePHI stored in employees’ SaaS data when employees leave the company or change roles.

SpinBackup and eDiscovery from Spin.AI enable you to:

1. Retain ePHI stored in SaaS environments for required retention periods – Through automated archiving with customizable retention timeframes
2. Provide patient access to records – Via searchable archives that enable quick retrieval of patient data stored in SaaS
3. Support legal discovery processes – With easily accessible historical data
4. Ensure data continuity during staff transitions – By automatically archiving departing employees’ data
5. Maintain security and privacy throughout retention periods – With consistent encryption and access controls, including case management to ensure only the people actively working on an eDiscovery case can access it

Requirements to Prevent Unauthorized Access

The HIPAA Security Rule mandates strict access controls and encryption to protect ePHI from unauthorized disclosure. While most healthcare organizations aim to store ePHI only in EHR systems, ePHI may still be present in SaaS environments through employees’ email communications, chat messages, stored folders, and employees’ internal collaborations. SpinOne provides security controls that support these baseline requirements.

SpinOne addresses this through:

• SaaS Security Posture Management (SSPM): Provides continuous monitoring and management of security configurations to ensure risk-based policies prevent the wrong people from accessing sensitive SaaS drives, files, and data.
• Shadow IT Prevention: Gains visibility into unauthorized apps or extensions attempting to access SaaS data that may contain ePHI
• Login Monitoring: SpinOne security policies notify administrators when abnormal logins or brute-force attacks are detected, providing continuous oversight of access attempts.
• Access Authorization and Management allows customers to identify data that was intentionally or unintentionally shared with external entities and provides the capability to immediately terminate such access. Additionally, SpinOne allows customers to disable Google login and use SpinOne login credentials in combination with 2FA, protecting the organization’s sensitive data when their Google account has been compromised.

Risk Management

HIPAA requires healthcare organizations to proactively identify and mitigate risks to electronic protected health information (ePHI). This includes conducting regular risk assessments, treating identified risks, and implementing contingencies for system failures or breaches. 

• Third-Party Risk Mitigation: Provides real-time security assessments for connected apps and extensions that may create security risks.
• Granular Risk Assessment: Scans over 400,000 OAuth Apps and Browser Extensions for potential security vulnerabilities.
• Continuous Ransomware Monitoring: via Ransomware Detection and Response, leveraging AI and heuristics to identify signs of an attack.
• Contingency Plans for an Attack: If data is compromised or corrupted due to a ransomware attack, SpinBackup provides rapid alerting, automated. containment, and data restoration to the most recent backed-up version.
• Information System Activity Review: SpinOne Domain Audit functionality enables customers to review and analyze various critical security events within the domain such as abnormal logins or sensitive data sent over email.

Ransomware Protection

While HIPAA doesn’t explicitly mention ransomware, the Security Rule requires safeguards against malicious software and data integrity protection. SpinOne’s advanced threat detection capabilities provide proactive defense against these evolving cybersecurity risks.

SpinOne helps prevent ransomware through:

• Ransomware Detection & Response (RDR): Automatically detects, responds to, and recovers from ransomware attacks.
• Automated Response: Stops ransomware attacks in progress before they can fully impact your SaaS environment.
• 2-hour Incident Response SLA: Provides unparalleled response and recovery time to minimize impact, taking downtime to minutes from an average of 21 days.
• Misconfiguration Management: Identifies and remediates security misconfigurations that could be exploited.
• Continuous Monitoring: Monitors for changes to security settings and unauthorized access attempts.

Additional HIPAA Compliance Benefits

Beyond the core security requirements, SpinOne offers enhanced capabilities that support comprehensive HIPAA compliance programs. These features help organizations maintain ongoing compliance posture and respond effectively to audit requirements.

Enhanced Compliance Features:

• Data Leak Prevention (DLP): Identifies and controls unauthorized sharing of sensitive data inside and outside the organization.
• Insider Risk Management: Monitors for insider threats and provides investigation capabilities.
• Automated Policy Enforcement: Implements configurable policies for consistent compliance.
• Compliance Reporting: Provides advanced reporting capabilities for audit and compliance purposes.
• Audit Controls: SpinOne Domain Audit functionality helps record and examine activity in SaaS information systems that contain or use ePHI.

The SpinOne environment, itself, also supports HIPAA compliance to ensure your backed-up and protected data is protected within our systems while at rest and in motion.

• Transmission Security: All data managed by SpinOne is transmitted using SSL protocol, ensuring the integrity and confidentiality of stored and transmitted data through robust encryption controls.

Make HIPAA compliance practical—request a live SpinOne demo and watch automated safeguards for ePHI (backup, DLP, RDR, SSPM) cut audit risk and shrink recovery time from weeks to minutes.

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