{"id":253,"date":"2017-08-09T09:38:48","date_gmt":"2017-08-09T13:38:48","guid":{"rendered":"https:\/\/www.bu.edu\/hipaa\/?page_id=253"},"modified":"2025-10-14T15:16:29","modified_gmt":"2025-10-14T19:16:29","slug":"data-security-tips","status":"publish","type":"page","link":"https:\/\/www.bu.edu\/hipaa\/data-security-tips\/","title":{"rendered":"Data Security"},"content":{"rendered":"<p><strong>Need to send PHI electronically?\u00a0<\/strong><\/p>\n<ul>\n<li>Share the file from <a href=\"https:\/\/www.bu.edu\/tech\/support\/information-security\/security-for-everyone\/share-sharepoint-files-or-folders\/#:~:text=Sign%20in%20with%20your%20Microsoft365,left%20side%20of%20the%20item.\">BU SharePoint\/OneDrive<\/a><\/li>\n<li>Share the file from BU Teams or BU Zoom using the chat function<\/li>\n<li>Use a BU HIPAA Compliant Outlook Account (has extra controls, including one-year auto deletion of all emails)\n<ul>\n<li>Submit a ticket to ithelp@bu.edu to make a BU Outlook account HIPAA-compliant<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<p><strong>Need to contact patients?\u00a0<\/strong><\/p>\n<p>To maintain a professional relationship with our patients, we never use personal phone numbers or accounts.\u00a0 This ensures provider safety and compliance with HIPAA and state law.<\/p>\n<ul>\n<li><em><strong>BU Desk Phone<\/strong><\/em>\n<ul>\n<li>BU desk phone extended to personal cell phones\/devices using <a href=\"https:\/\/www.bu.edu\/tech\/services\/cccs\/phone\/linesequip\/softphone\/\">BU Cisco Webex<\/a> or purchase a Cisco phone #<\/li>\n<\/ul>\n<\/li>\n<li><em><strong>BU Cell Phone<\/strong><\/em>\n<ul>\n<li>Used to call patients<span>\u2014<\/span>can never text patients<\/li>\n<li>Not encrypted and cell phone companies don&#8217;t sign HIPAA Business Associate Agreements<\/li>\n<\/ul>\n<\/li>\n<li><em><strong>BU Zoom<\/strong><\/em>\n<ul>\n<li>Meeting, chat feature, or call with Zoom phone number purchased through ithelp@bu.edu<\/li>\n<\/ul>\n<\/li>\n<li><em><strong>BU Microsoft Teams<\/strong><\/em>\n<ul>\n<li>Call, chat\/text, video conference (free transcription), and share files<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<ul><\/ul>\n<p><strong>If you are using Teams, Zoom, or another app containing HIPAA data on a phone, you must have password or passcode protection and disable cloud sync to Google or Apple\u00a0<\/strong><\/p>\n<ul style=\"font-weight: 400;\">\n<li data-margin=\"1079\" data-aria-posinset=\"4\" data-aria-level=\"2\"><span data-usefontface=\"true\" data-contrast=\"none\">For<em><strong> Apple Phones<\/strong><\/em>: <\/span>\n<ul style=\"font-weight: 400;\">\n<li data-margin=\"1079\" data-aria-posinset=\"4\" data-aria-level=\"2\"><span data-usefontface=\"true\" data-contrast=\"none\">Disable Apple Cloud Sync for each HIPAA app<\/span><\/li>\n<li data-margin=\"1079\" data-aria-posinset=\"4\" data-aria-level=\"2\"><a href=\"https:\/\/support.apple.com\/en-us\/108922#:~:text=iPhone%20or%20iPad-,Go%20to%20Settings%20%3E%20%5Byour%20name%5D%20%3E%20iCloud.,t%20want%20to%20back%20up\">https:\/\/support.apple.com\/en-us\/108922#:~:text=iPhone%20or%20iPad-,Go%20to%20Settings%20%3E%20%5Byour%20name%5D%20%3E%20iCloud.,t%20want%20to%20back%20up<\/a><\/li>\n<\/ul>\n<\/li>\n<li data-margin=\"1079\" data-aria-posinset=\"7\" data-aria-level=\"2\"><span data-usefontface=\"true\" data-contrast=\"none\">For<strong><\/strong><em><strong> Google Phones<\/strong><\/em>: <\/span>\n<ul>\n<li style=\"list-style-type: none;\">\n<ul style=\"font-weight: 400;\">\n<li data-margin=\"1079\" data-aria-posinset=\"7\" data-aria-level=\"2\"><span data-usefontface=\"true\" data-contrast=\"none\">Must Turn off\u00a0 Backup by Google One (does not effect Google Photos)<\/span>\n<ul style=\"font-weight: 400;\">\n<li data-margin=\"1079\" data-aria-posinset=\"7\" data-aria-level=\"2\">no current option to turn off individual apps<\/li>\n<\/ul>\n<\/li>\n<li data-margin=\"1079\" data-aria-posinset=\"7\" data-aria-level=\"2\">https:\/\/support.google.com\/googleone\/answer\/9149304?hl=en&amp;co=GENIE.Platform%3DAndroid<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<div class=\"bu_collapsible_container \" aria-live=\"polite\" data-customize-animation=\"false\"><h4 class=\"bu_collapsible\" aria-expanded=\"false\"tabindex=\"0\" role=\"button\"><strong>Reminders and Updates<\/strong><\/h4><div class=\"bu_collapsible_section\" style=\"display: none;\"><\/p>\n<p><a href=\"https:\/\/acrobat.adobe.com\/link\/review?uri=urn:aaid:scds:US:79e78716-6b6a-3e3f-80cd-2fafe6a168a9\">Nov 2024 Security Reminder &#8211; Infected Computer<\/a><\/p>\n<p><a href=\"https:\/\/acrobat.adobe.com\/link\/review?uri=urn:aaid:scds:US:5df08486-4215-3188-97fc-74a25ef476d9\">Aug 2024 Security Reminder &#8211; Facility Changes<\/a><\/p>\n<p><a href=\"\/hipaa\/files\/2024\/07\/May-2024-Security-Reminder-BU-Exit-Process.pdf\">May 2024 Security Reminder &#8211; BU Exit Process<\/a><\/p>\n<p><a href=\"\/hipaa\/files\/2024\/04\/Mar-2024-Security-Reminder-Phishing.pdf\">Mar 2024 Security Reminder &#8211; Phishing<\/a><\/p>\n<p><a href=\"\/hipaa\/files\/2024\/04\/Jan-2024-Security-Reminder-Reporting-an-incident.pdf\">Jan 2024 Security Reminder &#8211; Reporting an incident<\/a><\/p>\n<p><a href=\"\/hipaa\/files\/2024\/04\/Sep-2023-Security-Reminder-BU-Reviewed-and-Cleared-Apps.pdf\">Sep 2023 Security Reminder &#8211; BU Reviewed and Cleared Apps<\/a><\/p>\n<p><a href=\"\/hipaa\/files\/2023\/05\/May-2023-Security-Reminder-HIPPA-Communication.pdf\">May 2023 Security Reminder &#8211; Spring Cleanup<\/a><\/p>\n<p><a href=\"\/hipaa\/files\/2023\/05\/Feb-2023-Security-Reminder-Removing-Access-Immediately.pdf\">Feb 2023 Security Reminder &#8211; Removing Access Immediately<\/a><\/p>\n<p><a href=\"\/hipaa\/files\/2023\/05\/Dec-2022-Security-Reminder-Post-Forms-Dont-Share-Them.pdf\">Dec 2022 Security Reminder &#8211; Post Forms, Don&#8217;t Share Them<\/a><\/p>\n<p><a href=\"\/hipaa\/files\/2023\/05\/Oct-2022-Security-Reminder-Phishing.pdf\">Oct 2022 Security Reminder &#8211; Phishing<\/a><\/p>\n<p><a href=\"\/hipaa\/files\/2023\/05\/Sep-2022-Security-Reminder-Patient-Authorized-Services.pdf\">Sep 2022 Security Reminder &#8211; Patient Authorized Services<\/a><\/p>\n<p><a href=\"\/hipaa\/files\/2022\/09\/Jul-2022-Security-Reminder-Teams.pdf\">Jul 2022 Security Reminder &#8211; Teams<\/a><\/p>\n<p><a href=\"\/hipaa\/files\/2022\/05\/May-2022-Security-Reminder-Sending-Patient-Data-Electronically.pdf\">May 2022 Security Reminder &#8211;\u00a0Sending Patient Data Electronically<\/a><\/p>\n<p><a href=\"\/hipaa\/files\/2021\/11\/Oct-2021-Security-Reminder-Email-Best-Practices.pdf\">Oct 2021 Security Reminder &#8211; Email Best Practices<\/a><\/p>\n<p><a href=\"\/hipaa\/files\/2021\/12\/June-2021-Security-Reminder-for-HIPAA-Contacts-\u2013-Inventory.docx\">Jun 2021 Security Reminder for HIPAA Contacts \u2013 Inventory<\/a><\/p>\n<p><a href=\"\/hipaa\/files\/2021\/06\/May-2021-Security-Reminder-Communications-with-Patients-and-Research-Subjects.pdf\">May 2021 Security Reminder &#8211; Communications with Patients and Research Subjects<\/a><\/p>\n<p><a href=\"\/hipaa\/files\/2021\/06\/Mar-2021-Security-Reminder-HIPAA-Policies-for-Healthcare-Providers.pdf\">Mar 2021 Security Reminder &#8211; HIPAA Policies for Healthcare Providers<\/a><\/p>\n<p><a href=\"\/hipaa\/files\/2021\/11\/Feb-2021-Security-Reminder-Patient-Authorized-Services.pdf\">Feb 2021 Security Reminder-Patient Authorized Services<\/a><\/p>\n<p><a href=\"\/hipaa\/files\/2021\/12\/Jul-2020-Security-Reminder-HIPAA-Compliant-Services.pdf\">Jul 2020 Security Reminder &#8211; HIPAA Compliant Services<\/a><\/p>\n<p>&nbsp;<\/p>\n<p><\/div>\n<\/div>\n\n<div class=\"bu_collapsible_container \" aria-live=\"polite\" data-customize-animation=\"false\"><h4 class=\"bu_collapsible\" aria-expanded=\"false\"tabindex=\"0\" role=\"button\">Additional Training<\/h4><div class=\"bu_collapsible_section\" style=\"display: none;\"><strong><\/strong><\/p>\n<p><a href=\"https:\/\/405d.hhs.gov\/knowledgeondemand\"><span>\u00a0HHS, Office for Civil Rights On Demand Cybersecurity Training<\/span><\/a><\/p>\n<p><\/div>\n<\/div>\n\n<p>&nbsp;<\/p>\n","protected":false},"excerpt":{"rendered":"<p>Need to send PHI electronically?\u00a0 Share the file from BU SharePoint\/OneDrive Share the file from BU Teams or BU Zoom using the chat function Use a BU HIPAA Compliant Outlook Account (has extra controls, including one-year auto deletion of all emails) Submit a ticket to ithelp@bu.edu to make a BU Outlook account HIPAA-compliant Need to [&hellip;]<\/p>\n","protected":false},"author":12824,"featured_media":0,"parent":0,"menu_order":7,"comment_status":"closed","ping_status":"closed","template":"","meta":[],"_links":{"self":[{"href":"https:\/\/www.bu.edu\/hipaa\/wp-json\/wp\/v2\/pages\/253"}],"collection":[{"href":"https:\/\/www.bu.edu\/hipaa\/wp-json\/wp\/v2\/pages"}],"about":[{"href":"https:\/\/www.bu.edu\/hipaa\/wp-json\/wp\/v2\/types\/page"}],"author":[{"embeddable":true,"href":"https:\/\/www.bu.edu\/hipaa\/wp-json\/wp\/v2\/users\/12824"}],"replies":[{"embeddable":true,"href":"https:\/\/www.bu.edu\/hipaa\/wp-json\/wp\/v2\/comments?post=253"}],"version-history":[{"count":50,"href":"https:\/\/www.bu.edu\/hipaa\/wp-json\/wp\/v2\/pages\/253\/revisions"}],"predecessor-version":[{"id":859,"href":"https:\/\/www.bu.edu\/hipaa\/wp-json\/wp\/v2\/pages\/253\/revisions\/859"}],"wp:attachment":[{"href":"https:\/\/www.bu.edu\/hipaa\/wp-json\/wp\/v2\/media?parent=253"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}