Datamatrix’s medical transcription services are compliant with Health Insurance Portability and Accountability Act of 1996 (HIPAA) guidelines and the HIPAA administrative simplification provision, PHI. Our HIPAA-compliant medical transcription software utilizes 256-bit key, symmetric AES encryption to ensure that every file transferred to and from our servers is completely secure, protecting your private health information.
In an effort to maintain the utmost Security and Protection of your medical records, Datamatrix has taken the following steps to ensure Privacy and HIPAA compliance.

File Encryption: All Audio and Text files are protected by 128 bit encryption. All use of the application is forced to occur using this secure, HTTPS protocol (SSL - secure socket layer) with 128-bit encryption strength. Attempts to access the application without SSL are redirected.

Passwords and Usernames: To access any data in the dictation system, a valid username and password is required. All voice and text files are routed through our central data center to ensure privacy, integrity, and reliability.

Audit Trail: Each file is monitored electronically by our audit trail. Each time a file is accessed, the event is recorded (IP address, user id, date, time, elapsed time of event).

Additional Security:

Non-Disclosure Agreements: All employees sign our comprehensive Non-Disclosure Agreement. Further, each employee is equipped with our HIPAA procedures manual.

Limited Access Capabilities: Transcriptionists have no ability to view or save documents other than on our secure, audited server. No individual workstations have floppy disk drives or CD burners. Our firewall blocks access to any internet site other than select medical terminology sites.

IP Addresses & File Tracking: It limits which IP addresses can login to the system and view files. Administrators are also trained to audit the transcription process to ensure that your records are always secure.