Making Decisions Regarding Proper Access Controls

Making Decisions Regarding Proper Access Controls Does Not Always Requ

Consider a paper medical records system that might be in use by a small doctor's office. Access to these medical records must be protected just as access to electronic health information must be protected. Describe in detail the nature of paper medical records so that it is clear what an access control policy would be protecting.

Choose and describe two physical access control rules which should be implemented for paper medical records. Choose and describe two user access controls which could be implemented for paper medical records. Note that in this context, such access controls would likely be implemented in the form of an office policy. Comment on two ways that user access controls for paper medical records are similar to user access controls for electronic health records.

Your paper should include the following criteria: 1 page or more in length, double-spaced. Free of spelling, grammar, and punctuation errors.

Paper For Above instruction

Paper medical records serve as the physical documentation of a patient's health history, including diagnoses, treatment plans, laboratory results, imaging reports, and other critical health information. These records are typically stored in filing cabinets or rooms within a healthcare facility, often in paper folders organized systematically for easy retrieval. Because these documents contain sensitive and private health data, protecting their confidentiality, integrity, and availability is essential. An access control policy in this context aims to prevent unauthorized persons from viewing, removing, or damaging these records, thereby safeguarding patient privacy and complying with legal and ethical standards such as HIPAA.

Two physical access control rules that should be implemented for paper medical records include: (1) Restricted Storage Areas — Access to storage rooms or filing cabinets containing medical records should be limited solely to authorized personnel, such as nurses, physicians, or administrative staff who require the information to perform their duties. This can be enforced through locked doors, locked cabinets, or access cards to secure physical areas. (2) Sign-in and Sign-out Procedures — All personnel accessing the records should be required to sign in and out, indicating who accessed the records and when. This creates an accountability trail and discourages unauthorized access or removal of documents.

Two user access controls that could be implemented through office policies include: (1) Role-Based Access — Defining access permissions based on staff roles ensures that only authorized individuals can view or handle specific records. For example, only clinicians involved in patient care should access detailed medical histories, while administrative staff have limited access solely for billing purposes. (2) Authorization and Clearance Policies — Before granting access, staff members should be vetted and authorized, ensuring they have appropriate training and clearance levels. This prevents unauthorized personnel from gaining access to confidential health information. These controls can be reinforced through staff agreements and periodic training on privacy policies.

User access controls for paper medical records share similarities with electronic health records in several ways. First, both systems require role-based access controls that define who can view or modify sensitive information, maintaining the principle of least privilege. For instance, just as electronic systems restrict access to certain data fields based on user roles, physical access controls restrict entry to storage areas or limit what information can be accessed depending on staff roles. Second, accountability measures such as sign-in logs or audit trails are crucial in both contexts. Electronic records maintain digital logs of user activity, whereas physical records require manual sign-in procedures, but both serve to deter and record unauthorized access. These shared principles highlight the importance of structured access controls, regardless of whether records are in paper or electronic formats.

References

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