Medical practices and other providers are required by HIPAA to utilize new standard electronic formats for exchanging administrative information (claims forms for example) with health plans and insurance companies after October 5, 2003. This is also the date after which Medicare will only accept claims submitted electronically; these, too, must be in HIPAA standard formats.

Document Confidentiality & Security of Data:
All staff signs a confidentiality agreement. As we work in a Terminal server environment, the transcribed files get saved on the server and no copies are kept in the local nodes of transcriptionists. The floppy drives of the transcriptionists’ machines are disabled. We do not make or keep any hardcopies of the files. A Back-Up CD of all transcribed reports are produced every 90 days. Once the CD is delivered to the client and a Release of Information form is signed, the back up files are erased from Sedona Transcription’s computers.

* All the external drives including floppy disk drives are disabled on each computer
* We have firewalls and antivirus software on all the computers and update virus definitions
   frequently.
* We maintain up-to-date contractual agreements with all business parties
* We currently require all our employees to sign a confidentiality and non-disclosure
   agreement.
* All persons, administrators and transcriptionists, who have access to any sensitive
   information, patient records, or voice files, etc., have the appropriate clearances
   and have signed confidentiality agreements