Running a medical or dental office in Nashville already comes with the daily stresses of patients, schedules, labs, billing, and equipment issues. The last thing you need is to have to figure out a confusing HIPAA compliance regulations written in IT jargon.
This guide simplifies HIPAA compliance essentials into a practical, audit-ready HIPAA IT checklist that office managers can use. No fluff. No scare tactics. Just clear actionable tasks that reduce risk and help you stay compliant.
1. Confirm You Have a Current HIPAA Security Risk Analysis
What to do: Make sure your practice has a documented,
written HIPAA Security Risk Analysis performed within the last year. If not, work
with your IT provider to have a new risk analysis performed.
Why it matters: It's the first document auditors request.
What to keep on file: Final signed report and remediation plan with
timelines listed.
2. Require Multi-Factor Authentication (MFA) Everywhere
What to do: Turn on MFA for Microsoft 365, your
EHR/EMR, remote access, and any system containing ePHI and train employees on
its importance.
Why it matters: Nearly every credential-based breach starts with a
stolen password.
What to keep: MFA enrollment list and screenshots of policy settings.
3. Encrypt All Devices, including Laptops, Workstations, Backups
What to do: Ensure full-disk encryption is enabled on
every device storing or accessing ePHI, including those used by remote staff.
Why it matters: A lost or stolen computer shouldn't turn
into a breach notice.
What to keep: Exported device encryption status reports.
4. Back Up Your Data and Test It Quarterly
What to do: Back up EHR, servers, cloud storage, and
M365 data daily. Run a quarterly restore test to ensure backups work.
Why it matters: A backup you haven't tested isn't a backup, but a guess.
What to keep: Backup logs, screenshots, and timestamps from the most
recent restore test.
5. Patch All Systems Monthly for Critical Updates
What to do: Apply all updates in a timely fashion to
Windows/macOS machines, EHR workstations, imaging systems, firewalls, and
networking gear.
Why it matters: Unpatched systems are one of the biggest HIPAA and
cybersecurity risks.
What to keep: Patch compliance reports.
6. Train Staff Quarterly on Phishing, Email Scams, and Privacy
What to do: Use short security refreshers, phishing
simulations, and clear reporting instructions.
Why it matters: Your staff is the front line, so training is mandatory.
What to keep: Completion logs and phishing simulation stats.
7. Tighten Remote Access and Bring Your Own Devices (BYOD) Policies
What to do:
- Require secure VPN for remote access
- Use mobile device management (MDM) for phones/tablets
- Restrict admin privileges
- Maintain a clean device inventory
Why it matters: Remote access is one of the easiest
entry points for attackers.
What to keep: Access lists, your Mobile Device Management policy (MDM),
and an inventory of all devices.
8. Keep Updated Signed Business Associate Agreements (BAAs)
What to do: Review and re-file BAAs with:
- IT providers
- Cloud apps
- Billing companies
- Imaging vendors
- Shredding companies
- Any vendor that touches ePHI
Why it matters: Missing BAAs are a common cause of
HIPAA fines.
What to keep: A folder with all current BAAs and renewal dates.
9. Update Policies, Procedures, and Incident Response Plans
What to do: Maintain updated HIPAA policies covering
access, device use, sanctions, and breach response plans.
Why it matters: If it isn't documented, it didn't happen, at least not
in the eyes of an auditor or cyber insurance policy.
What to keep: Signed policy PDFs and annual tabletop exercise notes.
The One-Folder Toolkit Nashville Offices Should Keep Ready
Keep these items in a folder called "HIPAA IT Audit Kit
2025":
- Access list + MFA logs
- Asset inventory
- Patch and endpoint protection reports
- Backup logs + last restore proof
- Training records
- BAA folder
- Incident Response Plan
- Last HIPAA Security Risk Analysis + remediation tracker
This isn't busy work. These items help clears audits
quickly.
Why This Matters More Than Ever in Nashville
Healthcare practices across Middle Tennessee are receiving increasing
pressure from carriers, regulators, and vendors regarding cybersecurity. Many
IT providers still don't understand HIPAA and what a medical practice needs to
remain secure and compliant.
At Johnson Business Technology Solutions, we take a security-first,
white-glove approach to HIPAA compliance grounded in decades of healthcare
experience. We answer the phone live, triage fast, automate the simple stuff,
and show up onsite when it actually matters.
Your practice should never wonder if you're protected or if
your IT provider knows HIPAA well enough to keep you out of trouble.
Need HIPAA-Verified IT Support in Nashville?
If you want help getting this checklist into place—or need a
second opinion on your current setup—we're here.
Click Here or give us a call at 615-989-0000 to Book a FREE 15-Minute Discovery Call
