Ask MGMA: Digitizing Employee Records – Compliance, Security, and Best Practices for Healthcare Administrators

In this episode of Ask an Advisor, hosts Daniel Williams and Christie Good delve into the topic of transitioning from paper to digital employee records for practice administrators. They explore the absence of federal laws requiring paper copies, highlight state-specific regulations, and discuss best practices for securing digital files, ensuring legal validity, and maintaining HIPAA compliance. The conversation also covers the importance of having reliable document management systems and IT professional involvement, retention and destruction policies, and the transition process from paper to digital. Show notes and additional resources, including links to EEOC record-keeping requirements and the MGMA HIPAA essentials course, are provided.00:00 Introduction and Today's Topic00:24 The Digital Transition: Can Practices Go Fully Digital?02:26 Compliance and Legal Considerations03:57 Best Practices for Secure Digital Storage06:50 Retention Periods for Employee Records08:17 Ensuring Document Authenticity and Legal Validity08:55 HIPAA Compliance in Digital Records09:46 Managing the Transition to Digital12:09 Conclusion and Additional ResourcesAdditional Resources:EEOC Bamboo HR SHRMMGMA online course HIPAA Essentials for Medical Practice