Data Security
Comprehensive security measures protecting your healthcare data
Effective Date: January 1, 2025
Last Updated: January 1, 2025
1. Security Framework Overview
DIGIMEDIX LLC maintains a comprehensive information security program designed to protect Protected Health Information (PHI) and sensitive business data. Our security framework is built upon industry best practices, HIPAA Security Rule requirements, and international security standards including ISO 27001 principles.
We employ a defense-in-depth strategy that implements multiple layers of security controls across administrative, physical, and technical domains to ensure the confidentiality, integrity, and availability of all data entrusted to our care.
2. Administrative Safeguards
2.1 Security Management
- Chief Security Officer: Designated security official responsible for developing and implementing security policies
- Security Policies: Comprehensive written policies covering all aspects of information security
- Regular Reviews: Annual review and update of security policies and procedures
- Incident Response Team: Dedicated team for managing security incidents and breaches
2.2 Workforce Training and Access Management
- Background Checks: Comprehensive background verification for all employees
- HIPAA Training: Mandatory annual HIPAA and security awareness training
- Role-Based Access: Access permissions based on job responsibilities and minimum necessary principle
- Access Reviews: Quarterly review of user access rights and permissions
- Termination Procedures: Immediate access revocation upon employment termination
2.3 Contingency Planning
- Business Continuity Plan: Comprehensive plan for maintaining operations during disruptions
- Disaster Recovery: Detailed procedures for data and system recovery
- Backup Procedures: Regular automated backups with offsite storage
- Testing: Annual testing of contingency and recovery procedures
3. Physical Safeguards
3.1 Facility Access Controls
- Secured Facilities: All data centers and offices protected by multiple access control layers
- Biometric Access: Fingerprint and card-based access control systems
- Visitor Management: Strict visitor registration and escort requirements
- 24/7 Monitoring: Continuous surveillance and security monitoring
- Environmental Controls: Fire suppression, climate control, and power backup systems
3.2 Workstation and Device Security
- Secured Workstations: All workstations configured with security controls
- Screen Locks: Automatic screen locks after periods of inactivity
- Clean Desk Policy: Mandatory clean desk policy for all work areas
- Device Encryption: Full disk encryption on all laptops and mobile devices
- Asset Management: Complete inventory and tracking of all IT assets
4. Technical Safeguards
4.1 Access Control and Authentication
- Multi-Factor Authentication: Required for all system access
- Strong Password Policy: Complex password requirements with regular changes
- Single Sign-On (SSO): Centralized authentication system
- Privileged Access Management: Special controls for administrative access
- Session Management: Automatic session timeouts and concurrent session limits
4.2 Data Encryption and Protection
- Encryption at Rest: AES-256 encryption for all stored data
- Encryption in Transit: TLS 1.3 for all data transmissions
- Key Management: Hardware Security Modules (HSM) for encryption key protection
- Database Security: Encrypted databases with access logging
- Secure File Transfer: SFTP and encrypted email for file transfers
4.3 Network Security
- Firewalls: Next-generation firewalls with intrusion prevention
- Network Segmentation: Isolated network segments for different data types
- VPN Access: Secure VPN for remote access with certificate-based authentication
- DDoS Protection: Advanced DDoS mitigation and traffic filtering
- Network Monitoring: 24/7 network traffic analysis and threat detection
4.4 System Monitoring and Auditing
- Audit Logging: Comprehensive logging of all system activities
- SIEM Integration: Security Information and Event Management system
- Real-time Monitoring: Continuous monitoring for security threats
- Log Retention: Secure storage of audit logs for required periods
- Automated Alerts: Immediate notification of suspicious activities
5. Cloud Security
Our cloud infrastructure is hosted on HIPAA-compliant platforms with additional security measures:
- SOC 2 Type II Certified: Cloud providers with verified security controls
- Data Residency: Control over data location and cross-border transfers
- Shared Responsibility Model: Clear delineation of security responsibilities
- Cloud Access Security Broker (CASB): Additional layer of cloud security
- Container Security: Secure containerization with runtime protection
6. Vulnerability Management
6.1 Security Testing
- Penetration Testing: Annual third-party penetration testing
- Vulnerability Scanning: Continuous automated vulnerability assessments
- Code Reviews: Security code reviews for all applications
- Security Assessments: Regular security posture evaluations
6.2 Patch Management
- Automated Patching: Automated security patch deployment
- Patch Testing: Testing of patches in isolated environments
- Emergency Patches: Expedited process for critical security patches
- Patch Documentation: Complete records of all patch activities
7. Incident Response and Breach Management
7.1 Incident Response Process
- 24/7 Response Team: Dedicated incident response team available around the clock
- Incident Classification: Standardized incident severity and classification system
- Response Procedures: Documented procedures for different types of incidents
- Forensic Capabilities: Digital forensics tools and expertise
- Communication Plan: Clear communication protocols for stakeholders
7.2 Breach Notification
- Rapid Detection: Advanced monitoring for early breach detection
- Assessment Process: Immediate assessment of breach scope and impact
- Notification Timeline: Compliance with all regulatory notification requirements
- Remediation: Immediate steps to contain and remediate breaches
- Post-Incident Review: Comprehensive analysis and improvement planning
8. Third-Party Security
All third-party vendors and partners are subject to rigorous security requirements:
- Vendor Assessment: Comprehensive security assessment of all vendors
- Contractual Requirements: Security requirements in all vendor contracts
- Business Associate Agreements: HIPAA-compliant agreements with all relevant vendors
- Ongoing Monitoring: Continuous monitoring of vendor security posture
- Audit Rights: Right to audit vendor security controls
9. Compliance and Regulatory Adherence
Regulatory Frameworks and Standards We Follow:
- HIPAA Compliance
- SOC 2 Type II Standards
- ISO 27001 Framework
- HITECH Act Requirements
- State Privacy Laws
- GDPR Requirements (where applicable)
- NIST Cybersecurity Framework
- FedRAMP Standards
DIGIMEDIX LLC strictly adheres to all applicable healthcare privacy regulations and industry security frameworks to ensure the highest level of data protection and regulatory compliance.
10. Security Awareness and Training
- Annual Training: Mandatory security awareness training for all employees
- Phishing Simulation: Regular phishing simulation exercises
- Security Updates: Regular communication of security threats and best practices
- Specialized Training: Role-specific security training for technical staff
- Certification Programs: Support for security certifications and continuing education
11. Continuous Improvement
Our security program is continuously evolving to address emerging threats:
- Threat Intelligence: Continuous monitoring of emerging security threats
- Security Metrics: Regular measurement and reporting of security performance
- Risk Assessments: Annual comprehensive risk assessments
- Technology Updates: Regular evaluation and implementation of new security technologies
- Industry Participation: Active participation in healthcare security communities
12. Contact Information
For security-related questions, concerns, or to report security incidents:
Company: DIGIMEDIX LLC
Address: 971 US Highway 202N, Suite R, Branchburg, New Jersey 08876
Phone: 800-845-6504
Privacy Officer: privacyofficer@digimedix.net