Patient Data Security from TransDyne
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Is your patient data secure?
After the 2003 incident in California
in which the privacy of patient information was threatened, there has been a very healthy and necessary debate
about the impact of outsourced medical transcriptions on data security and privacy issues.
As a market leader in the medical transcription outsourcing business, TransDyne implements the best
security systems and has always adopted elaborate security measures to ensure that patient information is not
To reassure our existing clients and inform potential clients, please read through the following
information about the incident and the superiority of TransDyne's information security policies.
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What caused the California incident?
A large hospital in California outsourced its medical transcription work to an external agency. From this agency, the
work was subcontracted to various companies and was finally sent to a home-based medical transcriptionist in Pakistan.
When this medical transcriptionist was not paid her dues, she threatened to publish all the patient data that she had on the
How was the issue settled?
The issue was finally settled when one of the subcontractors in the long chain agreed to pay the medical transcriptionist
Was the medical transcriptionist’s threat real?
While we cannot really comment upon whether the medical transcriptionist really intended to publish the information that
she had, what is indisputable is that she would definitely have had patient information with her.
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 is not a feasible solution.
Prevention of such incidents would only happen by choosing the right outsourcing partner.
One who would ensure that quality work is done, and more importantly, also ensure that security and privacy are
not compromised upon.
What is TransDyne's security policy?
TransDyne's security policy is designed to take care of the end-to-end security needs of its clients. At
TransDyne, we look at security from various dimensions and ensure that we take suitable measures.
Some of the core dimensions of our security matrix are:
Each of these dimensions addresses some security-related issues. Together, they make our security infrastructure what it is...simply the best!
Some important security features of our Technology are:
A::Designed for security & privacy. All our medical 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
E::Multi-tiered application architecture. Our multi-tiered 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 to
ensure that except our clients and our customer support team, there is no other activity on the corporate e-mail
G::Limited access. Our in-house medical 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
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.
You'll feel comfortable knowing that your data and patient information are safe with TransDyne.
Some security features on the Facilities & Infrastructure dimension are:
Company-owned & managed facilities. All our medical 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 medical transcription.
Manned security. At our medical transcription facility, where all our medical transcription is done, we
employ manned security personnel at the single entry/exit point to make sure there is no unauthorized
entry and exit.
Video surveillance. Our medical 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 too.
No removable media. At none of our facilities do we deploy removable media for open use
as removable media has often been the bane of many corporate computer systems.
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Security features on the People & Processes dimension are as important as the other two.
At TransDyne, we have always believed in doing all of our medical transcription in-house. We do not further
outsource work to sub-contractors nor do we use home-based medical transcriptionists. This ensures that we are in
control of the end-to-end movement of data and entire process from dictation to medical transcription.
Security routine. All 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.
Joint access. Most of our databases and other confidential information can only be
accessed through the combination of passwords of atleast two individuals. Such measures help us in a
phenomenal reduction of the probability of an internal security breach.
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 further 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.
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.
Security audits. We have an audit done on all our security procedures at least once every
three months. Apart from that, we have a fortnightly audit to check for virus updates, patches and other
Credential & background check. TransDyne uses the services of professional agencies
to carry out a check on the credentials, earlier employment record of every employee before the individual
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 medical transcription service provider
for a growing number of clients.