Episode 341: 5 Tips for Tidying Things up in Your Practice at the End of the Year

Welcome solo and group practice owners! We are Liath Dalton and Evan Dumas, your co-hosts of Group Practice Tech.

In this episode, we’re talking about ways to start 2024 off with an optimized and fortified practice. 

We discuss starting the new year on a solid foundation; reviewing current group practice systems and tech stacks; ensuring your team has the training they need; checking devices and device security; risk analysis and mitigation; reviewing policies and procedures as well as HIPAA manuals; and the PCT resources that can help you with each of these tips. 

PCT Resources

• Article:  5 Practical Tips for Tidying Things up in Your Practice at the End of the Year
• Comprehensive PCT Way HIPAA Compliance Bundle for Group Practices

• Service Review Resources:  PCT’s Group Practice Service Selection Workbook & Worksheets  (free!! Step 1 of the PCT Way) — support for reviewing (and selecting) HIPAA-secure, effective, and economical services to meet your practice’s functionality and operational needs

• Training resources:  PCT’s HIPAA, mental health privacy ethics, and teletherapy role-based foundational trainings for mental group practices + topical needs-based trainings

• Device security resources:
  • Group Practice Care Premium 
    • for weekly (live & recorded) direct support & consultation service, Group Practice Office Hours
    • + assignable staff HIPAA Security Awareness: Bring Your Own Device training + access to Device Security Center with step-by-step device-specific tutorials & registration forms for securing documenting personal & practice-provided devices (for *all* team members at no per-person cost)
    • +  assignable staff HIPAA Security Awareness: Remote Workspaces training for all team members + access to Remote Workspace Center with step-by-step tutorials & registration forms for securing documenting Remote Workspaces(for *all* team members at no per-person cost)
    • + more
• Computer and Smartphone HIPAA Security Checklist for Therapists

• Risk Analysis & Mitigation Resources:
  • PCT’s HIPAA Risk Analysis & Risk Mitigation Planning service  for mental health group practices — care for your practice using our supportive, shame-free risk analysis and mitigation planning service. You’ll have your Risk Analysis done within 2 hours, performed by a PCT consultant, using a tool built specifically for mental health group practice, and a mitigation checklist to help you reduce your risks. Will identify both your ‘in-practice’ risks and your ‘formal compliance’ (what required written P&Ps are implemented) needs, while also documenting all the good things your practice is already doing!
  • PCT’s Mini Risk Analysis/Needs Identification ‘Circle’ Tool (free!)
  • PCT Article:  Why Risk Analysis is a Fundamental Requirement: Highlights Through the Person Centered Tech Lens from the OCR’s Recent Presentation on the HIPAA Security Rule Risk Analysis Requirement 

• Policy & Procedure and HIPAA Manual Resources:
  • PCT’s  Group Practice PCT Way HIPAA Compliance Manual & Materials  — comprehensive customizable HIPAA Security Policies & Procedure and materials templates specifically for mental health group practices. with a detailed step-by-step project plan and guided instructions for adopting & implementing efficiently
  • Policies & Procedures include: Customizable templates that address each of the HIPAA Security Rule Standards. Ready for plug-and-play real practice application.
    • Computing Devices and Electronic Media Technical Security Policy
    • Bring Your Own Device (BYOD) Policy
    • Communications Security Policy
    • Information Systems Secure Use Policy
    • Risk Management Policy
    • Contingency Planning Policy
    • Device and Document Transport and Storage Policy
    • Device and Document Disposal Policy
    • Security Training and Awareness Policy
    • Passwords and Other Digital Authentication Policy
    • Software and Hardware Selection Policy
    • Security Incident Response and Breach Notification Policy
    • Security Onboarding and Exit Policy
    • Sanction Policy Policy
    • Release of Information Security Policy
    • Remote Access Policy
    • Data Backup Policy
    • Facility/Office Access and Physical Security Policy
    • Facility Network Security Policy
    • Computing Device Acceptable Use Policy
    • Business Associate Policy
    • Access Log Review Policy

• • Forms & Logs include:
    • Workforce Security Policies Agreement
    • Security Incident Report
    • PHI Access Determination
    • Password Policy Compliance
    • BYOD Registration & Termination
    • Data Backup & Confirmation
    • Access Log Review
    • Key & Access Code Issue and Loss
    • Third-Party Service Vendors
    • Building Security Plan
    • Security Schedule
    • Equipment Security Check
    • Computing System Access Granting & Revocation
    • Training Completion
    • Mini Risk Analysis
    • Security Incident Response
    • Security Reminder
    • Practice Equipment Catalog
  • + Workforce Security Manual & Leadership Security Manual — the role-based practical application oriented distillation of the formal Policies & Procedures
  • + 2 complimentary seats of the Security Officer Endorsement Training Program (1 for Security Officer; 1 for Deputy (or future Deputy) Security Officer.