HIPAA requires every employee to protect patient information at all times. This means no patient names, reports, or images should be stored on personal devices, USB drives, or sent through private email or messaging apps. Always use approved systems such as the EMR, OneDrive, or fax portal for patient communication. If a patient document or file needs to be shared, make sure it’s password-protected or shared through secure internal links.

Never leave patient charts or screens visible when you’re away from your desk. Always lock your computer (Windows + L) even for short breaks. Avoid discussing patient details in hallways or public areas. These small steps keep the office compliant and protect you from accidental HIPAA violations.

If you think a file was sent or seen by someone who shouldn’t have access, report it immediately to IT or management. Quick reporting helps the clinic respond correctly and limits any possible data exposure. Remember, HIPAA isn’t just a rule — it’s how we protect patient trust and the reputation of the entire practice.