Orthotics Billing and HIPAA: 7 Questions That can Protect Your Practice

"Security is not a product, but a process." – Bruce Schneier 

When it comes to healthcare, security is everything. Especially in orthotics billing, where sensitive patient data flows daily, choosing the right billing partner isn't just about clearing claims. It's about protecting patients' privacy. Even about following strict HIPAA rules. 

But how do you know if your orthotics billing partner is truly HIPAA-ready? 

Simple — ask the right questions. 

Now, you might be wondering how to ensure that your potential orthotics billing partner would take data privacy and security seriously, right? Well, here are the 7 vital questions that you should ask your shortlisted billing partner. 

7 vital questions related to HIPAA compliance that you should ask an orthotics billing partner:  

1. What kind of firewall and intrusion prevention are you using? 

A strong firewall is the first layer of protection for your patient's data. Ask your billing partner if they use a high-end Unified Threat Management (UTM) system with content and application filters to control internet traffic. They should also have strict rules to block unauthorized access, use Network Address Translation (NAT) to hide internal servers, and keep firewall logs properly maintained and archived. The billing company should always keep its Intrusion Prevention System updated in real time.  

2. How secure are your VPN connections? 

The billing partner should use a fully secured remote connection to safeguard your data. Ask your potential billing partner if they use site-to-site IPSec VPN tunnels to ensure safe data exchange. They should also use client-to-site VPN with directory-based authentication. IP restrictions must be set on both ends of the connection. Never forget the fact that hackers can easily penetrate the system if these security measures are missing. 

3. Is there an efficient backup mechanism in place? 

Your data should stay safe even during power outages or system failures. A good orthotics billing partner will have a fully redundant network, dual internet connections, and strong power backups like UPS and generators. Your billing partner should use advanced centralized antivirus protection, automatic system updates, and a patch management framework. Also, make sure they perform fire safety measures to keep your data safe and protected. 

4. How do they control the network and access? 

Most data breaches happen online, so your orthotics billing partner must follow strict HIPAA rules. They should give unique user IDs to every employee and set strong password rules with expiry and history checks. Access to storage devices and shared drives must be limited. USB ports should be blocked on workstations, and only authorized staff should use printers. Your billing partner should use no wireless access points inside their facility, thus saving your billing system from both internal and external threats. 

5. How do you control physical access to your facility? 

Your billing partner must make sure only authorized people can enter their facility. Ask if they use biometric scanners, proximity cards, and photo ID cards for all employees and give access based on job roles. They should also check access logs regularly to catch any unauthorized entry. If they can't confirm these steps, your patient data could be at risk. 

6. Do you have a 24/7 security facility? 

Physical security is very important. A good billing partner will have security guards at all entry and exit points. A professional orthotics billing company always keeps a record of every visitor, including their names, IDs, and the exact reason for the visit. Make sure the billing company stores each data securely for at least 10 years. Your billing partner can always ensure that no one can walk into their office and access your sensitive information by following this practice. 

7. Is the orthotics billing company following data privacy and security standards like ISO 27001? 

A professional orthotics billing company is supposed to handle your vulnerable patient information and financial data, thus ensuring a strong security protocol should be their top priority. The billing company should follow ISO 27001 to ensure a structured and internationally recognized approach to protect your patient information. 

Many billing companies may claim they follow HIPAA — but few can back it up with real security measures. Before you sign that contract, ask these 7 questions. Look for detailed answers. You should never be afraid to request proof and look at another orthotics billing company if the billing company can't give you all these answers confidently. 

The final consideration before choosing a perfect orthotics billing company: 

Finally, once you find the right billing company, ask them if they provide you with the end-to-end billing cycle, starting from patient intake, insurance verification, prior authorization, coding to accounts receivable, denial management, payment posting services, etc. A professional billing company also offers top-notch virtual assistance and scribing services as well. So, hire a perfect billing partner by asking all 7 vital questions mentioned above.