Frequently Asked Questions
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A very small office will spend approximately 2 hours going through HIPAAMATE for the first time, while a larger office, e.g., 20 employees, will spend roughly 4 hours. You don’t have to do everything in one sitting; you can save progress and work when it's convenient.
Yes. Managing your office's HIPAA policy manual is straightforward. We will ask you to customize half the policies; however, for simplicity, we keep customization to the minimum required and provide lot’s of examples.
Our software also keeps track of when you last approved policies so you’ll always know when it’s time to approve them again.
Yes. Plus, the training is specific to your practice so it is actually compliant; unlike other HIPAA training services on the market which put staff in front of generic videos, give a quiz, and send a fancy certificate.
Speaking of certificates... we don't provide them because they are not required. What is required, however, is that you document HIPAA training events and show a history of your trainings, which you are able to do within HIPAAMATE.
Yes. We will answer any questions you have while using our product (no charge). We want you to be comfortable.
In the event you receive a HIPAA audit we will help guide you through that, too.
Yes. All HIPAA related updates are included in your annual subscription at no additional cost.
No. Our software is completely cloud-based so everything is securely stored online for you.
You will need to register each location separately under a unique email address.
HIPAA compliance is very location specific. From a security perspective, separate office locations are considered completely different entities and require separate HIPAAMATE accounts.
A workforce member is anyone whose conduct is under the direct control of the practice/business and their job involves the use of patient information. For example a provider, employee, volunteer, and spouse or family member would all be workforce members if their conduct is under the direct control of the practice and the work they perform involves patient information.
If a contractor is with you long term, and you have direct control over his or her conduct, then they are likely a workforce member. However, if they are short term and do the same or similar work in other businesses, e.g., perform vacation coverage, then they are likely a business associate.
Be sure to download reports and save them elsewhere for at least 6 years.
Our software engineers, Matt and Steve, have 50 years combined experience developing numerous applications, installed on millions of computers, within the healthcare and software security industries. They know what they're doing.
Not at this time. However, we get a lot of requests for an OSHAMATE or OIGMATE and we are considering products to help with these requirements in the future.
Yes. The good news is the HIPAA law rarely changes. What changes more often is guidance coming from Health and Human Services. With that being said, if anything changes we will update HIPAAMATE accordingly.
Yes. The HIPAA requirements for covered entities (a.k.a. providers) are the same for business associates; therefore, BAs can use HIPAAMATE, too. However, our software currently uses the term "practice" to identify your business in text and reports. While this may seem awkward because BAs are not referred to as being a practice, it doesn’t take away from the legitimacy of using HIPAAMATE to meet your HIPAA compliance obligations. In a future update we plan to add the ability for you to distinguish your office as a BA. Important: We only service U.S. based companies.
We give you 14 days to determine whether or not HIPAAMATE is a good fit. If you are not satisfied for any reason, request a refund within that time. Here's the legal text: For a full refund, you must contact us and request a refund within 14 days following the date you create a HIPAAMATE account. Refunds will not be issued if your refund request is received after the initial 14 days. Your account will be terminated once a refund is issued.