Encrypting Medical Dictation for HIPAA Compliance

How to Use Express Dictate to Meet Federal HIPAA Security Rules in Your Medical Dictation Recordings

From the Health Insurance Portability and Accountability Act of 1996 (HIPAA):

A covered entity must, in accordance with §164.306… Implement a mechanism to encrypt and decrypt electronic protected health information.” (45 CFR § 164.312(a)(2)(iv))

HIPAA and HITECH address the security and privacy of PHI (patient health information) with more of a policy and procedures-oriented approach with no strict parameters for what type of technology to use, but encryption is typically considered a best practice when it comes to protecting sensitive data.

Using Express Dictate to Encrypt Medical Dictation Recordings

Follow these steps to send an existing dictation with Express Dictate using 256-bit encryption:

First, you will need to purchase the Medical Legal User license and register Express Dictate to encrypt recordings. Once you have done that, close and restart the program.
Drag-and-drop your audio file into the Express Dictate window.
Next, open Options and go to the ‘Sending’ tab to create a Recipient.
Click the Create button to open the Recipient Properties Wizard. Enter the Recipient Name, then click Next.
Select a send method (e-mail, LAN, FTP) and enter the required details, then click Next.
This brings you to the File Format window of the Wizard. Select DCT as your file format.
Finally, you need to select the checkbox labeled "Encrypt recordings for additional security and privacy". Enter the encryption key and click the Finish button.
Click OK to close the Options dialog.
Make sure that the dictation file is highlighted in the dictation window, then click the Send button on the toolbar.

Express Dictate Digital Dictation Software

Express Dictate software is a voice recording program that works like a dictaphone. It lets you use your PC or Mac to send dictation to your typist by email, Internet, or over the computer network.

Some of Express Dictate’s features include:

Digital audio recording with superb signal processing quality
Ability to prompt for patient or file data before a recording starts
Supports HIPAA compliant secure encryption for sending secure patient or client data
Attach additional files or notes for your transcriptionist with the recordings