Document Shredding and HIPAA Compliance

The Health Insurance Portability and Accountability Act (HIPAA) is a federal law mandating higher standards of privacy and security for health-related information. Healthcare offices, including private practices, nursing homes, health insurance offices, hospitals and state supported clinics are all subject to HIPAA regulation. Shredding sensitive documents prior to disposal is a key component of HIPAA compliance.

In the rush to be prepared for the initial compliance dates, many facilities purchased low cost shredders and soon found they could not handle the volume. In reaction, many contracted with outside shredding services. Today, these services are increasingly being called into question due to the high costs involved and whether or not they are truly secure. More and more compliance officers are finding that a centralized shredding program with high quality, industrial grade shredders is the better policy. The initial equipment cost will be quickly offset by no longer having to pay the high (and always increasing) service fees. And because no documents are leaving the facility intact, security is greatly increased.

HITECH HIPAA raises the bar even higher

The Health Information Technology for Economic and Clinical Health (HITECH) provisions to HIPAA were signed into law in February of 2009. The HITECH Act expands HIPAA’s coverage, increases compliance obligations, and greatly strengthens enforcement penalties. The regulations, developed by the Health and Human Services Office for Civil Rights, require HIPAA covered entities to promptly notify affected individuals of a breach, as well as the HHS Secretary and the media in cases where a breach affects more than 500 individuals (breaches affecting fewer than 500 individuals must be reported to the HHS Secretary on an annual basis). The regulations also require covered entities to insure that their business associates (including shredding services) fully comply with HIPAA provisions.

Through the $31.2 billion dollar legislation, the HSS is getting more tools and staff to enforce HIPAA, and states’ attorneys general can bring civil actions. If there is a breach of protected health information through “willful neglect,” it could cost $25,000 per incident if the hospital moves to fix the security weakness and $50,000 per incident if it doesn’t, up to a maximum of $1.5 million per year.

The enactment of the HITECH provisions to HIPAA should cause every Healthcare facility in America to closely examine their security policies and procedures. With compliance expenses on the rise and many budgets on the decline, there has never been a better time for Healthcare providers to consider the security and cost-saving advantages of in-house document destruction.

FACTA laws make shredding more important than ever

Shredding documents prior to disposal has always been a vital step in preventing identity theft, but the introduction of the Disposal Rule section of the FACTA security law makes shredding a necessity for businesses of any size, as well as individuals who employ even one person.

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FACTA Disposal Rule defined

The Fair and Accurate Credit Transactions Act (FACTA), was enacted by Congress to minimize the risk of identity theft and consumer fraud. The Disposal Rule section of FACTA states that any person who possesses consumer or employee information for a business purpose is required to properly dispose of the information. This includes information used to establish eligibility for credit, insurance, or employment. The Disposal Rule was developed to cut down on identity theft by restricting the ability of thieves to “dumpster dive” for consumer information contained in discarded business records. It goes on to say that all employers must take reasonable measures to protect against unauthorized access to information in connection with its disposal. These measures include the burning, pulverizing, or shredding of physical documents and erasure or destruction of all electronic media. The main difference between FACTA and other security laws such as HIPAA, Sarbanes-Oxley, and Gramm-Leach-Bliley is that it does not affect a single industry- it affects every business in America.

Back to basics with OPG

In 2011, over 8.1 million people were victims of identity theft. Low-tech methods for stealing personal information are still the most popular for identity thieves. Stolen items and physical documents accounted for 43% of all identity theft, while online methods accounted for only 11%. Getting back to the basics of simply destroying sensitive documents at the source with a reliable paper shredder from OPG makes perfect sense-now more than ever.

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© 2013 MBM Corporation

LifeSpan Treadmill Desk

LifeSpan Fitness Treadmill Desks are suited for small groups of users where desks height adjustments are more frequent. Accomplish daily tasks like emails, phone conversations and typing, all while accumulating steps and burning calories with LifeSpan Treadmill Desks.

  • 350 pound maximum user weight
  • Six hour maximum daily use
  • 2.25 HP high torque continuous duty motor
  • Electric height adjustment desk

 

 

For more information call us today at (423) 323-9532 ext 16

Comment below and let us know what you think.

Talk Soon,

John

Document Disposal Security

MY ShredderYOUR DOCUMENT SHREDDING OPTIONS

(1) Law & Order

Safeguarding the Personal, non-public information of your customers and employees is the Law…..

The Privacy Act
Graham, Leach, Bliley

H.I.P.A.A.
Health Insurance Portability and Accountability Act

F.A.C.T.A.
Fair and Accurate Credit Transactions Act

FTC Disposal Rule

State Laws

Every organization that uses “non-public, private information” is subject to one or more of the laws that regulate data security.

(2) Data Security Options

Shred your Secrets –
Use….

…a Mobile Shredding Service

…a Plant based Shredding Service

…numerous Office Shredders

…an in-house, high-capacity shredder

…a Combination of the above

Determine the most convenient, cost effective solution that meets your security, recycling and financial needs.

(3) Pros & Cons of a Mobile Shredding Service

No equipment to buy or maintain
Convenient
Secure-if you watch it being done

Expensive – 15 – 40 cents per pound
Ambiguous – rates per hour encourage slow work – rates per bin often result in overpaying
Less secure than in-house shredding – liability remains with you

It makes sense only when:
Infrequent, high volume events such as annual file room purges. When you can consolidate the shredding of many people and you don’t have space or budget for a high capacity shredder.

(4) Pros and Cons Of Off Site Shredding Facility

No equipment to buy or maintain
Convenient

Very un-secure – who does the shredding and where? – liability remains with you
Expensive – 15 to 25 cents per pound
Ambiguous – rates per hour encourage slow work – rules per bin often result in overpaying

It makes sense only when:
Medium volume – Lower security concerns – Unable to conveniently consolidate the shredding of many users

(5) Pros and Cons Of In-House Shredders

Wide variety of equipment options
Convenient
Very immediate and secure

Unproductive use of employee time
Difficult to consolidate and recycle
Maintenance, repair and replacement of numerous shredders

It makes sense when:
Small overall volume of shredding
Very high security applications requiring immediate shredding
Not concerned with recycling

(6) Pros And Cons Of In-House High Capacity Shredders

Lowest overall cost of shredding
Convenient
Very immediate and secure

Higher initial equipment cost
Need 220v, 3-phase power
Need appropriate space

It makes sense when:
You have a consistently high volume of shredding – You can consolidate the shredding of many users in a common location – You have the budget, space and power for a high capacity system – You can use a lower cost employee

(7) Cost Analysis

How do the Costs compare?

MOBILE SHREDDING SERVICE – $0.19 Per Pound
PLANT BASED SHREDDING SERVICE – $0.12 Per Pound
OFFICE SHREDDERS – &0.58 Per Pound
IN-HOUSE INDUSTRIAL SHREDDER – $0.08 Per Pound

Costs are based on shredding 1000 lbs of paper. Mobile and plant based shredding service costs are based on mean averages including fuel surcharges, visit charges and actual shredding charge with one visit per week. Office shredder cost is based on 20 office shredders at a cost of $1500 each with shredder using one bag per day 20 days/month and a burdened labor rate of $20/hr or $40,000 per year. Industrial shredder charge is based on using a conveyor fed shredder with a practical capacity of 750 lbs/hr and a burdened labor rate of $12/hr.

(8) Reduction Of Costs

Consolidate the shredding of as many people as possible

Use a high capacity shredder that can shred a days worth of your consolidated shredding in a couple of hours or less

Utilize or hire a low-cost part-time employee to do the shredding

Use office shredders only in high security zones, otherwise use locked boxes.

Recycle! Many recyclers will pick up and pay for shredded and baled paper, creating a revenue stream.

Don’t skimp on your office shredder, most of the cost of shredding is your employees’ time, not the price of the shredder.

Use as few office shredders as reasonably possible

Don’t overdo the security level, buy the capacity and speed, not the smallest shred size

Buy Cross-cut, you’ll use 66% less shredder bags

Make sure your employees know that cross-cut shredders need to be oiled and run in reverse to clean out the cutting heads and make them last

The facts are there, buy the size shredder you need, save money, be secure and recycle!

IF YOU’RE NOT THERE, IT’S OFF!-King of Green!

Humanscale 1This is the latest and greatest from the ergonomic gurus at Humanscale! It is a sensor that detects occupancy of the office and turns off lighting, heaters, fans, printers and other equipment when you leave. There is no internal wiring or expensive renovations to you office, just place the sensor and plug its cable into the eight-outlet OCCSTRIP and plug in your equipment. Two outlets are not controlled for a CPU or FAX that should remain connected. I have included a couple of product drawings and a tech page.

Humanscale 3

The Isole OCCSTRIP is an energy saving control system that provides maximum surge and noise suppression while keeping plug load equipment off when there is no occupancy. It consists of an eight-outlet power strip and a personal occupancy sensor.
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The OCCSTRIP turns plug load devices on and off based on occupancy. The personal sensor connects to the eight-outlet power strip with the attached cable. The power strip contains six outlets controlled by occupancy and two outlets that are uncontrolled. The OCCSTRIP automatically turns all controlled devices off when the work has been unoccupied for the user-defined time delay. Uncontrolled devices remain on regardless of occupancy.
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The OCCSTRIP is ideal for controlling task lighting and computer monitors. Additional devices for the controlled outlets include space heaters, fans and other equipment that can be turned off during unoccupied periods. Devices such as CPU’s and fax machines should be plugged into the uncontrolled outlets. Applications include workstations, open office cubicles, offices and engineering stations.
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The user can set the time delay to turn off anywhere from 30 seconds to 30 minutes after he/she leaves the room. The sensor detects user presence with 120 degree coverage up to 300 square feet. That suggests that the user can spend time away from the desk at a near filing cabinet and the sensor will not interrupt the powered systems. How can you not be excited with this product!

Humanscale 6

If you’re not there-it’s off! How simple can savings get?
Do you think that all we do is sell and install? We are constantly searching world markets to bring you, our customer, the latest technology, the best quality and the greatest savings available in today’s economy

Check out our other blogs!
http://theofficeplanninggroup-storage
http://theofficeplanninggroup-furniture
http://theofficeplanninggroup-millwork
http://theofficeplanninggroup-seating

http://www.opgtnva.com

CLARIN SEATING

Clarin 1 Clarin 2 Clarin 3 Clarin 4Clarin Seating partners with The Office Planning Group to bring you dynamic seating.
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Check out our other blogs:

Lobby Beautiful-Lobby Functional

7200_14302_Lobby or reception furniture is as important to a business as office furniture, maybe more important because it is the first impression a customer or client gets of your company. While your client is waiting for his appointment he is forming an early opinion of you by the style, age and functionality of the furniture in your lobby. Don’t give that potential client the wrong opinion of your company, make the right impression with beautiful furniture from great manufacturers like HPFI, Lesro and Mayline. The Office Planning Group is the area dealer for several producers of fine furniture that will make that first contact a winner!

CASEWORK WITH ALL THE BENEFITS OF MODULAR FURNITURE

amcase 1aCustom millwork is casework designed by other manufacturers to meet very custom applications. Once installed, it is a permanent solution, difficult to match at a later date and is considered to be a one-time application. It is generally used in instances which require a very customized look.
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Amcase Modular Casework is casework that is fully utilized, consistently available whether it is a small or large project and is simple to procure. This solution affords the ability to reconfigure. It provides a solution that is high quality, environmentally friendly.
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Okay lets compare custom millwork to Amcase Modular Casework item by item:

Amcase Modular is reconfigurable, Custom Millwork is not.
Amcase Modular is finished and sealed on all sides, Custom Millwork is rarely.
Amcase Modular is environmentally friendly, Custom Millwork is not.
Amcase Modular is reusable, Custom Millwork is not.
Amcase Modular has replaceable component parts, Custom Millwork does not.
Amcase Modular has a lifetime warranty, Custom Millwork has none.
Amcase Modular depreciation 7 years, Custom Millwork 29-39 years.
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Let’s break this down to simple facts.

Amcase Modular:
If needs change you can reconfigure cabinets and bases to meet current and future needs.
If business closes or moves 95% of components are reusable.
If a base or cabinet is damaged it can be pulled out and replaced.
Modular has a lifetime warranty.
Because it is modular it is taxed as furniture and can be fully depreciated in 7 years.

Custom Millwork
It can be custom made to fit a current need and considered a one time solution.

I have listed the advantages of Amcase Modular vs. Custom Millwork and it seems obvious which should be the preferred product. The lifetime warranty alone would be reason enough but the tax savings realized by quicker depreciation and the many other pluses make it a no-brainer. I have enclosed a few case studies using Amcase products, more are available if needed.
amcase z amcase 1b amcase 2

Healthcare

HarmonyDayBedlow96-C6F3 202LS 537-3P . See your Office Planning Group representative for your Healthcare seating. We are the area dealer for Legacy, one of the largest nationally known manufacturers of these products. We also represent HPFI and others, making our line of Healthcare Products second to none.

NeutralPosture

Neutral Body P 1Neutral P P 1N Posture Pg 2

Stand For Just 2 Hours A Day
Lose Up To 20 lbs A Year

N-tune is all about raising desk heights from 29″ to 40″ and then raising the chair to stool height, allowing users to easily transition between sitting and standing throughout the workday. Not only does this help alleviate the pains of a sedentary workday, the overall health benefits it provides are immense as well. By standing for just 2 hours throughout an average workday, you can burn and extra 280 calories, translating into improvements in BMI, cholesterol and blood pressure levels and many other positive health outcomes.

Form and Function

Ergo GuideErgoGuide Above

Ergo Gear Guide

You’ve got all the essential components of the ergonomic workstation—the task light, the monitor arm, the keyboard support, and of course, the ergonomic task chair. So now what? You may have the finest products on the market, but even the best of the best ergonomic tools need to be used properly to provide their full range of benefits.

Use the following guidelines to maintain healthy work posture and get the most out of your ergonomic investment.

Sit
1. Raise or lower your seat so your thighs are parallel to the floor and your feet are flat on the floor or a footrest.

2. Adjust the depth of your seat pan so you have at least 2″ of clearance between the back of your knees and the front of the seat.

3. Adjust the height of your backrest so it fits comfortably on the small of your back.

4. Adjust your chair’s recline tension—if necessary—to support varying degrees of recline. Avoid using recline locks.

5. Lean back and relax in your chair to allow the backrest to provide full support for your upper body.

Type

6. Position your keyboard support 1 – 1.5″ above your thighs and angle the keyboard so it slopes slightly away from your body. Be sure to keep your wrists in a straight, neutral posture while typing, and rest the heels of your palms—not your wrists—on a palm support.

Mouse

7. Position your mouse close to the keyboard—preferably on a mousing platform—to minimize reaching. Avoid anchoring your wrist on the desk. Instead, glide the heel of your palm over the mousing surface and use your entire arm to mouse.

View

8. Position your monitor at least an arm’s length away with the top line of text at or just below eye level. Tilt the monitor away from you slightly, so your line of sight is perpendicular to the monitor.

Illuminate

9. Position your task light to the side opposite your writing hand. Shine it on paper documents but away from your monitor to reduce glare.

Align

10. Align your monitor and the spacebar of your keyboard with the midline of your body. Arrange frequently used work materials within easy reach to minimize twisting and reaching.

Rest

11. Take two or three 30- to 60- second breaks each hour to allow your body to recover from periods of repetitive stress.

Make the above eleven steps to ergonomic compliance your own and save your body most of the rigors of working at your desk. Just another helpful guide from Humanscale and The Office Planning Group.