Barracuda ArchiveOne

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ArchiveOne for Healthcare

With this tightly regulated industry, dependence on email has grown exponentially and along with it the requirements the better manage email data and control risk.

Healthcare has seen its dependence on email grow exponentially – and along with it, requirements to better manage email data and control risk. Few healthcare organizations are comfortable using hosted or purely cloud solutions, so the ArchiveOne on-premise and hybrid solutions provide the optimal mix of security and cost management.

Whenever on-premises email data solutions are involved, storage management becomes an issue. ArchiveOne has a proven track record in dramatically reducing the volume of stored information through unique compression algorithms and single-instance storage.

Deploying ArchiveOne is transparent to end users. Healthcare professionals need solutions that don’t require retraining and don’t disrupt existing workflows. Healthcare professionals often utilize mobile devices yet need round-the-clock access. ArchiveOne was designed with this type of user in mind.  It should be no surprise that Bridgehead Software, a leading healthcare data management provider, has integrated ArchiveOne email archiving as part of its HDM Platform.

Managing “Dark Data” Locked within Emails

Although much of the data managed by healthcare IT professionals is structured within electronic health records software, there is often a lot of critical medical information is recorded and shared via email. Email is considered to be “dark data” because it is not easily managed, queried, mined or understood by the organization.

Even The “poster child” of dark data is Personal Archives (PST files). Personal archives start life quietly, as a desktop-based means to either categorize large amounts of older email data or as a workaround for Exchange quotas and limits.  In fact, Microsoft’s “Auto-Archive” feature regularly created PST files in earlier versions of Exchange.

Protected Health Information (PHI) might start out on someone’s desktop within an email, but it typically gets copied to central storage systems during backups and when employees change positions. These emails often find their way to PST files sitting on specific workstations. When infomration is locked up in a PST file, it may be inaccessible to people other than the original owner. One PST “file” actually contains thousands of individual files such as email attachments.

ArchiveOne can query all of the PST files within your healthcare organization and even reintegrate them back into your overall email store as archives. All of this is done without requiring direct interactino with end users. This information can be relevant to HIPAA audits and ACA Sunshine Act queries.


Meeting HIPAA’s New Omnibus Regulations

HIPAA’s hardly new to healthcare – but HIPPA’s Omnibus Rule only recently went into effect, and will change how information is secured within healthcare organizations. As of September 23, 2013, all PHI needs to be secured, monitored, and any breaches reported. Any healthcare providers business associates (BA’s) will also fall under the provider’s Omnibus purview by the same time 2014.

Organizations needs to safeguard all electronic communications containing PHI. Electronic comunications can include secure emails, providing online access to secure websites or a combination of these two methods. If patients choose to communicate via email, an audit trail of these emails including acknowledgement receipts must be maintained.

ArchiveOne solves this problem by easily archiving all email communication with patients. Healthcare providers can access the archived emails from within the LAN or securely from mobile devices. Our powerful rules-based policy engine ensures that all receipts are secured and easily recalled. Alternatively, our Compliance Module captures call emails from the Exchange journal, ensuring 100% capture and archiving.


Preparing for the Affordable Care Act (PCACA)

The PPACA includes a new payment scheme for Medcare Bundled Payments (BCPI). Under the bundled payment system, organizations are paid a single fee for a defined episode of care, and it is the healthcare provider’s responsibility to manage the payments to the individual service providers.

For healthcare IT, this new system makes tracking of email communications with payers and providers critical. Healthcare organizations should ensure that they can retain and quickly recall all BCPI email communications.