- SOC 2 and HIPAA are the standards for the protection and use of sensitive customer data in the healthcare and insurance industry.
- SOC 2 certification requires a printer service provider (PSP) to undergo regular audits.
- Printers who work with patient data or records are subject to the same HIPAA standards as healthcare and insurance providers.
For heavily regulated industries like healthcare and financial services, safeguarding sensitive consumer information is a must-have for building consumer confidence and trust. Protecting this type of data is also mission-critical in reducing the likelihood of data breaches and the sky-high legal costs that often come with such breaches.
Partnering with commercial print providers that have been successfully SOC 2-audited and are compliant with HIPAA regulations is key for creating secure print. Here, we’ll look at the what and why of SOC 2 and HIPAA, and how these regulations help ensure compliant print.
How does SOC 2 help create compliant print?
Overseen by the American Institute of Certified Public Accounts (AICPA), the Service Organization Control 2 (SOC 2) standard sets strict guidelines for the management and use of consumer data. SOC 2 compliance is based on five criteria called Trust Services Criteria (TSC):
- Security
- Availability
- Processing integrity
- Confidentiality
- Privacy
While SOC 2 is more of a roadmap for brands in some industries to optimize consumer data protection in print, it’s mandatory for companies operating in specific industries, including the finance and insurance sectors. For commercial printers like Quantum, this means:
- The utmost in data protection via high levels of security around data processing and management. This means a specified number of authorized users and includes technology components like secure file transfers, encryption, and secure data storage systems.
- Ensuring best practices for data processing efficiency, integrity, and availability to create timely print in applications where time-sensitive materials are just part of the game.
- Regular audits to maintain and document SOC 2 certification. These comprehensive audits are conducted by a licensed CPA firm and include evaluations of data protection and privacy software and processes to ensure only authorized users have access to sensitive consumer information.
When your print program involves materials like EOBs, patient notices, or policy updates, Quantum’s commitment to SOC 2 compliance ensures documents like these are printed and mailed without the risk of a data breach or inaccurate personalization, maximizing your financial investment — and peace of mind — in print marketing materials.
What should healthcare and insurance brands know about HIPAA when creating secure print?
Introduced in 1996, the Health Insurance Portability and Accountability Act (HIPAA) is the highest standard for the privacy and protection of protected health information (PHI), as well as HIPAA-related personally identifiable information (PII). HIPAA regulations mean print service providers handling PHI or PII must:
- Adhere to security measures from a technical, administrative, and physical infrastructure perspective, including but not limited to data encryption and secure workflows to protect patient information.
- Align with privacy measures that limit the number of users who can access, manipulate, or share patient information.
- Operate under Business Associate levels of compliance, subjecting printers to the same level of stringent data privacy measures as healthcare or insurance brands.
At Quantum, HIPAA compliance is no joke, and we build the appropriate data security protocols into every stage of the print process. For example, our pre production and print processes help create secure, HIPAA-compliant print through:
- Encryption (AES-256) for PHI and PII, both in transit and at rest.
- Role-based access controls to limit data exposure to only those who need it.
- Secure production environments, including monitored print rooms and controlled fulfillment areas.
- Certified destruction protocols for any unused printed materials containing PHI or PII.
These security and privacy measures also apply to the storage of PHI and PII, and they also include any form of kitting, fulfilment, or mailing where patient or customer information could be at risk of unauthorized access or use.
What should companies look for when choosing a print service provider for SOC 2 and HIPAA-compliant print?
Non-compliant, non-secure print can result in significant fines and penalties, not to mention damage to a company's reputation or standing in a given industry. Here are a handful of data security and privacy protections companies should look for when choosing a print service provider for compliant print:
- Secure, trackable print processes. The ability to track print processes in real time from start to finish helps provide a clear and documented trail of how consumer information is being processed and used. This is critical in helping companies adhere to a majority of the SOC 2 criteria.
- Advanced data security systems. For example, a data loss prevention (DLP) program can help monitor document handling, document access, and PII or PHI authorization to prevent unauthorized document or data sharing. This is extremely important in helping companies remain compliant with several key HIPAA standards.
- A centralized, streamlined print automation system. Not only does a centralized print automation system help enforce the right number of authorized users, it accelerates print processes to help companies meet the time-sensitive requirements of mailings like patient records, EOBs, invoices and more.
Quantum has decades of experience as a trusted print service provider in helping healthcare and insurance companies safeguard sensitive customer data. Our SOC 2-audited and HIPAA-compliant processes have been independently validated, giving our clients the confidence that their data — and their reputation — are protected.
Request a quote to get started with SOC 2 and HIPAA-compliant print today.
