Phones and tablets are now part of daily work in care settings. Staff check schedules, take photos, message coworkers, scan barcodes and review care plans. Used well, mobile devices save time. Used carelessly, they can leak protected health information through personal apps, lost devices and unsecured messaging.
A clear policy helps staff know what is allowed and protects the organization. Here is an outline you can adapt to your facility.
The policy depends on who owns the devices.
The facility buys and manages them. This gives the most control and the simplest policy, but it costs more.
Staff use personal phones for work tasks. This saves money but requires tighter safeguards, clearer expectations and an understanding with employees about what the organization can manage or wipe.
Many organizations issue shared devices on the floor and allow personal phones for limited tasks such as email or schedule apps. Whatever your model, write it down.
Explain which devices, staff and activities the policy covers, and why it exists: to protect residents' privacy and meet HIPAA Security Rule safeguards for devices and media.
Be specific.
Allowed: approved messaging apps, work email through a managed app, the EHR mobile app, scheduling tools.
Prohibited: sending resident information through regular text messages or consumer chat apps, posting about residents on social media, saving PHI in personal cloud storage.
This is a frequent trouble spot. State clearly that photographing or recording residents on personal devices is not allowed unless an approved process exists, such as a documented wound photo workflow using an approved app. Include consent and resident rights considerations.
For any device used to access work data, require:
A passcode or biometric lock with a short auto-lock timer.
Device encryption, which is on by default for most modern phones.
Up-to-date operating systems.
Approved apps only, and no jailbroken or rooted devices.
Work data kept inside managed or containerized apps where possible.
Multi-factor authentication for work accounts.
A mobile device management tool lets IT enforce settings, separate work and personal data and remotely wipe work data. For personal devices, it can often be limited to a work profile so staff privacy is respected. Explain exactly what the organization can see and do, so there are no surprises.
Require immediate reporting, ideally by phone to a named contact. The organization should be able to remotely lock or wipe the work data. Record the incident, since a lost device with possible PHI may need a HIPAA breach assessment. Encryption can significantly reduce risk, which is why it is important to confirm it was enabled.
Offer a secure, approved messaging option that supports business associate agreements, access controls and audit trails. If staff have a fast, safe way to message, they are far less likely to use regular texting.
Advise staff not to access work systems over untrusted networks without a protected connection, and to avoid leaving devices unattended.
When employment ends, IT removes work accounts and data from personal devices and collects organization-owned devices.
Tie the policy to your sanctions policy, as HIPAA requires you to have sanctions for workforce members who violate policies. Keep language reasonable and consistent.
Short policies get read. Aim for a two-page document plus a one-page quick reference. Hold a brief training session, and give staff a place to ask questions without fear of being scolded.
Apps and habits change quickly. Review the policy at least annually and whenever you adopt new tools, such as a new messaging platform or an EHR mobile app.
Do we know which devices access resident data?
Is there a lock, encryption and update requirement?
Is there an approved messaging tool?
Do staff know what to do if a phone goes missing?
Can we remove work data remotely?
UnityCare IT helps healthcare and senior-living organizations draft mobile policies and set up device management in a way that respects both resident privacy and staff needs. If you want a second set of eyes on your draft, we are happy to review it.
Call or text: 405-285-3845
New customers: start@unitycareit.com
Existing customers: support@unitycareit.com
Address: 2524 N Broadway Ste 554 PMB 947974, Edmond, Oklahoma 73034