![]() Many providers want to maintain control of their data and are not comfortable with it being saved on a remote server managed by a third party. What are other options for electronic storage of records? Generally, cloud computing subscriptions range between $150-$300 per year and pricing is based on the aforementioned factors. The cloud vendor you choose will likely charge you an additional subscription fee on a monthly or annual basis.Vendors will often charge an initial start-up cost (which varies according to vendor).That is, the more storage space you need, the more you can expect to pay. The data storage plan that you choose will affect how much you will pay.There is a broad range of cloud computing products and pricing may be based on several factors: The password will get you access to the cloud while the encryption key will allow you to read the information once you are inside. Authentication should not be confused with the encryption key. Authentication processes require the psychologist to create a user name and password in order to access the cloud storage site and the files that have been saved within it.It is important that you maintain your encryption key in a safe spot and that you do not share it with anyone who is not allowed to have access to your records. In order to decode these files, an encryption key (similar to a password) is needed to unlock the data. When this information is transmitted to the cloud storage site, it displays as a set of symbols. Encryption uses an algorithm to encrypt or encode the information sent to the cloud.In order to secure data, most cloud storage companies utilize security techniques such as encryption and authentication. (APA/APAPO does not endorse any particular products.) Some products that claim to be HIPAA-compliant include Carbonite, MozyPro and Sookasa. If you are unsure, contact the vendor to request more information about their product's HIPAA compliance and available security settings. When looking at these products, psychologists should look for the option that indicates it is secure for health care providers - many vendors offer more basic versions that may not be HIPAA compliant. Many sites will indicate that they are Health Information Portability and Accountability Act (HIPAA) compliant on the webpage. The first step is to research different Cloud computing options. How do you determine if the Cloud is HIPAA compliant? This could offer more flexibility and convenience for psychologists who practice in rural areas or from multiple locations. Unlike maintaining hard copy records in your office or on your personal computer, storing data on a cloud storage system means the data can be accessed from any location with Internet access or from a mobile device such as a cell phone or tablet. This site allows the provider to access and edit patient files on the server, or it can be used to retrieve files that can then also be saved on the psychologist’s computer. To retrieve the information, the server is generally accessed through a website portal by utilizing a unique username and password. When utilizing a cloud storage system, copies of files are sent over the Internet to a data server where the information is recorded and saved. How is cloud computing different from office-based record keeping? By maintaining your records “in the cloud” and not in your physical office space, your patient records are no longer vulnerable to these risks. It also limits the risk that your files will be lost should an unforeseen event affect your office - such as fire, flood or burglary. Additionally, cloud storage spares the expense of purchasing services or additional computer hardware for electronic storage, and thereby eliminates the need to maintain a large information technology (IT) system on site. Cloud computing affords providers the convenience of accessing patient records from virtually anywhere. What is Cloud Computing?Ĭloud computing is a method of saving data in an off-site storage system maintained by a third party. This article goes more in-depth regarding privacy and security and discusses other options for electronic record storage. The APA Practice Organization (APAPO) provided a basic introduction to cloud computing in October 2011. The Health Insurance Portability and Accountability Act (HIPAA) Security Rule generally requires that providers maintain backups of patient records. However, as the movement toward using electronic systems for practice management and patient record keeping has gained momentum, cloud computing has become a valuable tool for backup of patient records. Many psychologists still store records in paper form or on their personal computers. Legal & Regulatory Affairs and Practice Research & Policy staff
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