01. What caused the California incident?
A large hospital in California outsourced its transcription work to an external agency. From this agency, the work was subcontracted to various companies and was finally sent to a home-based transcriptionist in Pakistan. When this transcriptionist was not paid her dues, she threatened to publish patient data on the Internet.

02. How was the issue settled?
The issue was finally settled when one of the subcontractors in the long chain agreed to pay the transcriptionist her dues.

03. Was the transcriptionist’s threat real?
While we cannot really comment on the validity of the transcriptionist's threat, it is indisputable that she had the patient information in her possession.

04. What can we do to prevent such incidents?
The knee-jerk reaction to such an incident is to stop outsourcing! However, given the constraints under which healthcare service providers are currently operating, that isn't often feasible.

Prevention of such incidents occurs by choosing the right outsourcing partner; one who ensures quality work and more importantly, comprehensive security and privacy.

05. What is TransDyne’s security policy?
TransDyne’s security policy is designed to take care of the end-to-end security needs of our clients. At TransDyne, we look at security from every angle and ensure that we take suitable measures.

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A:: Security and Privacy Design. All of our transcription-related software applications are built in-house. During the design stage itself, we ensure that our applications conform to all the security & privacy standards, including but not limited to HIPAA standards.

B:: Database based systems. At TransDyne, each voice dictation or transcribed document is considered an element of a database. By doing this, we tap the large knowledge base available in securing databases. Most other applications only use base operating system security, if any.

C:: Data encryption. 128-bit encryption for all data transmission and secure socket layer connections for all intranet and internet accesses is the default standard used at TransDyne.

D:: Firewalls. We deploy firewalls to ensure no unauthorized entry into the network.

E:: Multi-tiered application architecture. Our architecture ensures that even in the unlikely event of unauthorized access to the network, access to databases is only possible after multiple authentications at various tiers.

F:: Sterilized e-mail server. Sterilized e-mail servers and e-mail user base ensure that, other than our clients and our customer support team, there is no other activity on the corporate e-mail servers.

G:: Limited access. Our in-house transcription software doesn’t allow access to more than one dictation or one document at any point of time.

H:: Denial of access & multi-modal alerts. Any suspicious activity on the network or at a particular workstation immediately triggers off a ‘denial-of-access’ procedure and also alerts our administrators through various modes including workstation alerts, alerts on mobile phones and intranet alerts.

Our system is sensitive to the degree that a mouse click on the wrong folder would be marked in the security log. Such measures help us understand and predict user-behavior.

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A:: Company-owned & managed facilities. All of our transcription and customer support is done out of just two facilities. And both are 100% owned and managed by us. No external contractors; no home-based transcription.

B:: Manned security. At our transcription facility, where all our transcription is done, we employ manned security personnel at the single entry/exit point to make sure there is no unauthorized entry and exit.

C:: Video surveillance. Our transcription facilities are continuously under video surveillance to ensure that any suspicious activity is immediately noticed. The surveillance data is also archived to make sure we have access to past data as well.

D:: No removable media. None of our facilities employ removable media for open use. Removable media has often been the downfall of many corporate computer systems.

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Security features on the People & Processes dimension are equally important.

A:: No sub-contractors. At TransDyne, we have always believed in doing all of our transcription in-house. We do not outsource work to sub-contractors nor do we use home-based transcriptionists. This ensures that we are in control of the end-to-end movement of data, from dictation to transcription.

B:: Security routine. All of our applications and processes have in-built security routines to ensure that password changes, access audits and related exercises are done periodically. This helps us ensure user-level, user-defined security.

C:: Joint access. Most of our databases and other confidential information can only be accessed through the combination of passwords of at least two individuals. Such measures help us in a ensure the dramatic reduction of the probability of an internal security breach.

D:: Restricted internet and e-mail access. Unrestricted access to the Internet can be an important security breach. We limit access to a handful of pre-defined sites through a proxy server. The proxy server restricts access only to these sites and ensures that no data uploads are permitted.

We also limit access to the corporate e-mail on a strictly per-needs basis. 98% of our employees do not have access to the corporate e-mail and for those who have this access, external e-mails can only be sent to permitted recipients.

E:: Legal declarations. Each of our employees is required to sign the declarations and documents as per HIPAA requirements. These legal documents are an important safeguard to ensure compliance with the privacy and data security norms that TransDyne insists upon.

F:: Security audits. We have an audit done on all our security procedures at least once every three months. In addition, we have a bi-monthly audit to check for virus updates, patches and other related areas.

G:: Credential & background check. TransDyne uses the services of professional agencies to carry out a check on the credentials and earlier employment records of every employee before the individual begins employment.

At TransDyne, we spare no effort to ensure that patient data is secure. Our security policy and our security features are just another reason why we have become the preferred transcription service provider.