If you are seeing names such as Ademero and eFileCabinet for the first time, then you are probably in need of DMS. DMS (document management software) programs such as these make it easy to keep track of large amounts of documents. Those who would need such a program include individuals involved in businesses or professionals looking to keep better track of their records. The benefit of using such a program is keeping everything paperless and easily transportable.
Now that you know what DMS is and whether you may need it, the only decision left is finding which one is the right fit for you. Which service should you trust to handle the vast amounts of private information you may have? If there is any health insurance information held within those file cabinets of yours, then the choice might be easier than you think.
What Is HIPAA?
HIPAA stands for the Health Insurance Portability and Accountability Act. HIPAA is responsible for allowing families to keep their current health insurance coverage if the policy holder changes or loses their job. It also aids in reducing healthcare fraud and abuse, while also mandating standards for personal healthcare information on electronic billing and filing. Lastly, but most importantly, it requires protection and confidential handling of health information.
Due to HIPAA having such strict policies on the filing, billing, and any overall transferring of healthcare information, DMS must meet certain standards to even be considered as a tool for a company.
HIPAA Regulations and Standards
First and foremost, for any software to be considered HIPAA compliant, it must be resistant to security breaches. Can all software be 100% immune to any cyber attacks? Of course not, but there can be a high level of protection to ward off any regular hacker. It would take a skilled individual or a cyber-hacking group to get through the protection of this calibur.
Here are a few regulations/guidelines set forth as HIPAA’s security rules, according to Informationweek.com:
- Phones, tablets, and wearables are all easily lost or stolen, which would comprimise someone’s PHI (protected health information).
- Social media and emails are easily breeched, so posting PHI is against HIPAA regulations.
- Push notifications are forbidden if they contain PHI.
- iPhones don’t have keyboards, so users of that phone may use basic passwords. This increases the chance of a breech. Therefore, they can’t be used to transfer PHI.
HIPAA also requires limited access to these electronic files, as well as an “offsite backup” so that if the IT department carrying all the PHI crashes and loses all of its data, the information has already been backed up at an undisclosed location. So, now that security rules and expected guidelines have been shared, the only thing left to ask is which DMS is HIPAA compliant.
When compliance is questioned, there’s never an answer other than yes or no. Is Ademero HIPAA compliant? The short answer is no, they aren’t. One of the main reasons why is because Ademero lacks encryption software, making it susceptible to hacks.
Another mark against them is that they don’t have an automatic backup service. This means that if someone forgot to back up their information before a crash, that information is gone.
The HIPAA-Compliant Alternative
Ademero is a fine choice for those looking to get a first look at DMS, especially since they allow you the option to try the program before you purchase it. However, if you’re in need of DMS that is of a higher quality and HIPAA compliant, eFileCabinet is the way to go.
eFileCabinet, like Ademero, is DMS that will handle all of your files and keep them stored away in a paperless fashion. The similarities that they both share are what you would expect, such as Cloud interface, increased mobility, and desktop applications.
There is also a detailed search window on eFileCabinet that will help you narrow down your searches for those times you need to find a file quickly, similar to Ademero. This search window is much more specific for files within the program, which includes the speed and efficiency of searching for a file.
eFileCabinet also offers the administrator an option to back up all of the files on the program to a feature specific to the program, and that’s CloudView. CloudView is a different and unique form of the Cloud for eFileCabinet members only. CloudView will let you back up your files and integrate them between devices with eFileCabinet on them. It also offers the security standards needed for compliance with HIPAA, so things are secure with eFileCabinet. Using Ademero for storing sensative information, on the other hand, has its risks.
The eFileCabinet program will add another category you can add to your files, which will later help you distinguish between them, called cabinets and drawers. Cabinets and drawers are a unique feature that will increase the amount of information sent in between the sender and receiver, without sacrificing the specific placement of each file.
Is eFileCabinet Right for You?
eFileCabinet is an effective solution for any type and size of business, from small to large. The quality that eFileCabinet offers is extremely high-end, which can’t be said for the competition. The design of the program is easy for anyone to pick up and even easier to master if you spend enough time within the program.
If you are looking to add some organization to your life, eFileCabinet is a smart choice. There are numerous organizations and companies that this program has already assisted in increasing their level of efficiency. This is a program will take you and your business to the next level. The software will save time, since you no longer have to worry about sorting through paperwork and searching for paper files. Less time searching for the information you need means more time doing what you do best—running your business.
If there are any instances in which you are stuck or need assistance, eFileCabinet’s customer service representatives can assist you at any time.