Workstation Security (For HIPAA) Policy
1. Overview
See Purpose.
2. Purpose
The purpose of this policy is to provide guidance for workstation security for eCuras workstations in order to ensure the security of information on the workstation and information the workstation may have access to. Additionally, the policy provides guidance to ensure the requirements of the HIPAA Security Rule “Workstation Security” Standard 164.310(c) are met.
3. Scope
This policy applies to all eCuras employees, contractors, workforce members, vendors, and agents with a eCuras-owned or personal-workstation connected to the eCuras network.
4. Policy
Appropriate measures must be taken when using workstations to ensure the confidentiality, integrity, and availability of sensitive information, including protected health information (PHI), and that access to sensitive information is restricted to authorized users.
3.1 Workforce members using workstations shall consider the sensitivity of the information, including protected health information (PHI) that may be accessed and minimize the possibility of unauthorized access.
3.2 eCuras will implement physical and technical safeguards for all workstations that access electronically protected health information to restrict access to authorized users.
3.3 Appropriate measures include:
- Restricting physical access to workstations to only authorized personnel.
- Securing workstations (screen lock or logout) before leaving the area to prevent unauthorized access.
- Enabling a password-protected screen saver with a short timeout period to ensure that workstations that were left unsecured will be protected. The password must comply with eCuras Password Policy.
- Complying with all applicable password policies and procedures. See eCuras Password Policy.
- Ensuring workstations are used for authorized business purposes only.
- Never installing unauthorized software on workstations.
- Storing all sensitive information, including protected health information (PHI) on network servers
- Keeping food and drink away from workstations in order to avoid accidental spills.
- Securing laptops that contain sensitive information by using cable locks or locking laptops up in drawers or cabinets.
- Complying with the Portable Workstation Encryption Policy
- Complying with the Baseline Workstation Configuration Standard
- Installing privacy screen filters or using other physical barriers to alleviate exposing data.
- Ensuring workstations are left on but logged off in order to facilitate after-hours updates.
- Exit running applications and close open documents
- Ensuring that all workstations use a surge protector (not just a power strip) or a UPS (battery backup).
- If wireless network access is used, ensure access is secure by following the Wireless Communication Policy
5. Policy Compliance
5.1 Compliance Measurement
The Infosec team will verify compliance with this policy through various methods, including but not limited to periodic walk-thrus, video monitoring, business tool reports, internal and external audits, and feedback to the policy owner.
5.2 Exceptions
The Infosec team must approve any exception to the policy in advance.
5.3 Non-Compliance
An employee found to have violated this policy may be subject to disciplinary action, up to and including termination of employment.
6. Related Standards, Policies, and Processes
HIPPA 164.210
Revised: March 14th, 2018