HIPAA-Compliant Dental Websites

Because of the sensitivity of personal medical information, Congress has set out certain requirements for healthcare practices that communicate with their clients electronically. Einstein Dental provides a number of tools that can help you stay in compliance with the Health Insurance Portability and Accountability Act (HIPAA) and protect all information sent to you.

Privacy Notice and Disclosure Module

The Privacy Notice and Disclosure Module helps you avoid facing civil lawsuits over the sharing of personal medical data. Once installed on your website, this module adds practice and patient privacy notices* as required by federal and state law. In addition, a security disclaimer and the patient privacy notice are incorporated into your site’s contact forms, making it necessary for all patients to sign the notice electronically before sending you any potentially sensitive information. Once they have done so, the information is sent to your practice via email. You also will receive a monthly report of the number of patients who activated a form but declined to sign the privacy notice, which will help you document the use of the notice properly.

Your website must be hosted on Einstein’s servers in order for you to take advantage of the Privacy Notice and Disclosure Module.

The Privacy Notice and Disclosure Module includes:

Cost: $1,500 per domain

Secure VAB Mail + HIPAA-Compliant Website Package

With this package, you receive all of the benefits of the Privacy Notice and Disclosure Module, including the practice and patient privacy notices*, the integration of the patient privacy notice into the contact forms on the site, and the links to HIPAA Education Information. In addition, all the contact forms on your site will be configured to send all messages and information from users to a Secure Value Added Benefit (VAB) Mail account. This type of email transmission ensures maximum security because all information is transferred on Einstein’s secure network, whereas normal email may involve non-secure servers.

With this service, you can be sure that you are in compliance with the technical rules laid out in HIPAA that pertain to electronic communication between healthcare providers and their patients. As a complete patient data management and communication tool, Secure VAB Mail allows you to consult with your patients without worrying that sensitive information will be compromised. You can even provide Secure VAB email accounts to all of your patients, giving them a safe means of communicating with you without the intrusion of spam or security issues.

The Secure VAB Mail + HIPAA-Compliant Website package includes:

Cost:
First year – $2,000
Subsequent years – $1,500
Additional Customized Forms – $500 each

Secure VAB Mail Module

You can also use Secure VAB Mail as a stand-alone, secure email program with no connection to your practice website. This module includes a Secure VAB Mail account with no limits or restrictions on how much you are able use it.

Cost:
First year – $1,500
Subsequent years – $1,500
Additional fees may apply to your practice website.

Privacy and Disclosure Module

This module includes programming for the Privacy and Disclosure Module on websites with 10 or fewer pages. An additional fee of $50 per page will apply for the first year for websites with more than 10 pages. For instance, a 20-page website would cost $2,000 (the $1,500 initial fee plus $50 for each of the extra 10 pages). For the second and all subsequent years, the charge for the module is a flat fee of $600 no matter how many pages the site has.

Cost: $1,500

Websites Not Designed by Einstein Dental

The fees quoted for these services apply to websites that have been designed and constructed in accordance with specific guidelines. Some websites require additional programming before the Privacy and Disclosure Module and/or the Patient Security Module can be installed properly. Because Einstein Dental cannot guarantee that websites made by other parties meet these standards, we must evaluate them before determining the final cost of installation. Depending on the complexity and structure of the website in question, the extra cost can range from $50 to $150 per page. In particular, websites made with simple programs like Macromedia HomeSite and Microsoft® Office FrontPage often require extra coding. If your website takes advantage of dynamic programming tools such as ASP or PHP, installation of our modules may take longer.

Another thing to note is that, in order to install these modules efficiently, the Einstein HIPAA team must have access to your site’s Photoshop® design layers. If they are not available, we may need to perform some additional programming to recreate them as we install the modules. (Einstein Dental stores the Photoshop® files for sites that it develops in secure locations for easy future access. The Einstein Information Technology Department will be responsible for making the files associated with our sites available to the HIPAA team.)

*These items must be provided to Einstein by the client in an electronic format.

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