How We Stay HIPAA‑Compliant While Supporting Your Practice
- Rosemarie Ott
- Aug 7, 2025
- 3 min read
When you run a private practice especially in the field of speech-language pathology, protecting your clients’ health information is our top priority.
At Rosey Speech Solutions, we understand the weight and responsibility that comes with managing Protected Health Information (PHI). As your virtual assistant support team, we don’t just lighten your admin load, we do it while upholding the highest standards of confidentiality and HIPAA compliance. Here’s exactly how we keep your practice (and your peace of mind) protected.
Why HIPAA Compliance Matters in Admin Support
When you delegate administrative tasks like intake processing, appointment scheduling, or managing billing, you’re trusting someone else with sensitive information.
That’s why HIPAA compliance isn’t optional in our work. It’s foundational.
Our Approach to HIPAA Compliance
1. Signed Business Associate Agreements (BAAs)
We start by ensuring that a signed BAA is in place between Rosey Speech Solutions and your practice. A BAA is not just a formality, it legally binds us to handle your clients’ PHI in a compliant and secure manner.
We also ensure that any third-party platforms we use on your behalf (such as Google Workspace, Dropbox, or scheduling tools) are also covered under valid BAAs.
2. Secure Tools and Technology
We only use software that supports HIPAA-compliant workflows. This includes:
Encrypted communication channels (e.g., HIPAA-compliant email like Hushmail or utilizing your EMR for communication)
Two-factor authentication (2FA) enabled for all logins to protect access
Password management systems for secure credential sharing when needed
3. Restricted Access and Role Clarity
Not every VA on our team sees every piece of data. We assign tasks according to role and necessity to minimize exposure to PHI. Access is strictly controlled, and only essential team members are looped into client-facing responsibilities.
4. Ongoing Training and Best Practices
HIPAA compliance isn’t a “one and done” checkbox—it’s a mindset.
Our team undergoes regular training to stay updated on:
What qualifies as PHI
What we can and cannot do with client information
How to properly document and report potential breaches
How to recognize phishing attempts or security risks
We treat your clients’ information with the same care and confidentiality we’d want for our own families.
5. Careful Intake and Client Communication Handling
One of the most sensitive parts of our work involves helping with intake and client communication. Here’s how we manage it safely:
Secure Forms: Intake forms are processed through HIPAA-compliant systems only.
Private Messaging: We avoid using text or unencrypted email for PHI. Instead, we rely on platforms with encryption and security protocols in place.
Documentation: Any notes or follow-ups are stored in secure platforms you’ve approved.
6. Transparent Workflows
We build workflows that are simple, trackable, and auditable. That means:
You can review everything we touch
There’s a clear paper trail if you ever need it
We don’t do anything behind the scenes without your knowledge
HIPAA-compliant systems aren’t just secure, they’re designed to be accountable.
Supporting Your Practice Doesn’t Mean Compromising Safety
We know that outsourcing admin tasks can feel like giving up control, especially when your clients’ private health data is involved. But at Rosey Speech Solutions, we’ve built our services specifically for SLPs and other allied health professionals. That means your needs and your compliance requirements are baked into our entire business model.
You Deserve Support That’s Smart and Secure
You don’t have to carry the weight of compliance and daily admin all on your own. With Rosey Speech Solutions, you get expert-level support that aligns with your ethical standards and legal responsibilities.
So whether we’re helping with client onboarding, scheduling, follow-ups, or content creation. We do it with integrity, intention, and the security your clients deserve.
Want to learn more about working with a HIPAA-compliant VA team? Book a free consultation call and let’s talk about how we can support your practice - safely and confidently.
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