AI Compliance Software for Healthcare BPOs: Maximizing Security and Data Protection

If you are running a healthcare BPO, you already know that ensuring optimum operations while meeting compliance standards at every step can become overwhelming.  

With evolving digital landscape and heavy technological dependencies, one minor compliance-related mistake can make your business lose hefty money, hard-earned reputation, and may even put you in legal trouble.  

Addressing data protection and safeguarding PHI has become a major priority for healthcare BPOs.  

This is when AI compliance software for healthcare BPOs comes into play.  

These AI-powered security software helps healthcare BPOs to: 

• Detect real-time data breach threats. 

• Automate initial layers of incident response. 

• Add an extra yet powerful layer of security in medical outsourcing processes.  

No matter if you are a mid-scale or an established medical outsourcing firm, integrating cutting-edge AI security solutions in your operations will give you a competitive edge, scale efficiency, and boost compliance security.  

Still confused about adopting AI compliance software in your healthcare BPO?  

In this blog, we will cover how AI security software can be a game-changer for medical BPOs, their benefits, and how you can adopt these solutions to make your operations secure and robust like never before.

Challenges in Healthcare BPO Security and Compliance

There are different challenges in Healthcare BPOs related to data security such as insider threats, phishing, ransomware, system hacks, unauthorized access, and more.  

These incidents happen due to various reasons such as:

• Rising Cybersecurity Threats: Surprisingly, patient records are being sold up for to $1,000 in the black market, making healthcare BPOs a prime target for scams like phishing, inside threats, and ransomware. These scams happen to lock or leak sensitive data for demanding money. 

• Compliance with HIPAA and Global Regulation: You can potentially suffer from compliance issues in your healthcare BPO if there are not adequate data protection measures (for example – lack of encrypting data), failure in tracking how your employees handle PHI, or not conducting compliance audit reports regularly. Non-compliant workflows can lead to legal charges and unwanted fines.  

• Data Handling and PII Exposure Risks: During calls, emails, chats, or data processing, your healthcare BPO agents frequently handle PII and PHI. If this sensitive information is not masked, employees may accidentally expose it to unauthorized users through screenshots, recordings, shared notes, or emails. 

• Unsecured Remote Operations: Due to lack of employee monitoring, ensuring compliant and clean-desk behavior company-wide is challenging for medical BPOs operating remotely. In addition, remote workers using unsecured networks and inefficient computer systems (outdated software and hardware) make your organization prone to cyberattacks and data breaches.  

You can use System Audit tools to instantly check your if your organization’s computers health is optimal.

The medical industry has been the most prime target for data breaches for several years. 

Moreover, out of 6355 data breach events recorded in past few years, 3192 incidents occurred solely in the healthcare industry. This stat clearly indicates the need for cutting-edge, secure AI solutions for healthcare outsourcing that can provide robust compliance security and data protection, unlike traditional security systems.

AI Security Software for Healthcare BPOs: What It Is & How It Works

AI-led data security solutions in the healthcare industry are cutting-edge tool that uses the latest technologies like artificial intelligence and machine learning to protect sensitive data and ensure robust safety protocols by offering features like compliance automation, real-time threat detection, data loss prevention, incident response, and more.  

These tools work by continuously monitoring user activity and identifying ‘safe’ and ‘unsafe’ behavior based on the pre-defined programming. These tools run in the background of computer systems to track users’ interactions with the system at every moment.  

Benefits of AI Security Software in Healthcare BPOs 

Compliance software that is powered by artificial intelligence helps healthcare BPOs to redefine security measures, transform data handling and ensure optimized security solutions across multiple use cases.

Automated Compliance Monitoring 

Instead of depending upon manual, time-consuming compliance tracking processes, shift to healthcare compliance automation tools. These software helps you to get the real-time compliance reports of your operations.  

Your workforce plays a crucial role in contributing to compliance adherence. If your team practices non-compliant behaviors, how will your enterprise be compliant with security regulations?  

Especially, when teams are working remotely or in hybrid model, the compliance tracking process becomes overwhelming.  

In this situation, a healthcare compliance automating solution can: 

• Instantly detect whenever your employees perform non-compliant behaviors to help you take proactive measures and prevent violations at the right time.  
• Generate audit reports and remediations by tracking the entire journey of compliance activities of every employee, helping you know how each individual handles sensitive data for better decision-making and resource allocation.  
• Ensure that your enterprise complies with HIPAA policies at every step of your workflow by enforcing a clean desk policy in your company-wide operations without adding complexities.

Read More: How to Enforce a Clean Desk Policy in Your Business

Real-Time Threat Detection  

In most cases, data breach occurs due to two factors—insider attack or outsider interference.  

AI security software purpose-built for healthcare BPOs has the capability to identify threats in real-time by continuously tracking your employees’ activities and their computer systems on which they work. These tools protect your electronic patient record (EPR) or PHI from your own employees’ unusual activities and hackers trying to steal your data. 

A dedicated healthcare BPO security software with AI technology can help in threat detection by: 

• Continuously monitoring your workforce, from login to logout, to get you real-time insights into how every individual handles sensitive data. 

• Capturing screenshots and screen recordings to give you a granular view and proof of work of your employees’ activities to help you identify any potential security measure easily. 

• Identifying no-desk and multiple-person-at-desk scenarios in real-time to ensure that your data stays secured even when team is working remotely and is not accessible to any outsider from your company.  

• Tracking work locations of your employees. This helps you to know that your teams are operating from secured locations where data security won’t be compromised. 

• Recognizing who is sitting behind the computer system with smart facial recognition system that alarms the management whenever an unrecognized person comes into the sphere of your system’s screen.  

• Enabling a facial recognition system as a multi-factor authorization process adds an extra layer of security in your operations. Unlike credentials, face IDs are hard to copy or steal, minimizing data security concerns from stealers and hackers.

Automated Incident Response

The best part about these AI security solutions for healthcare BPOs is that they not only identify real-time threat but offer initial layers of defense mechanisms so that you can take proactive measures and stop data breaches before they happens.  

In a medical BPO, an AI-powered security software can help in incident response by: 

• Notifying managers or stakeholders via emails briefing them about the threat in real-time, keeping them informed even if they are not physically present at the workplace.  

• Blocking the screen of the computer system instantly in multiple scenarios like—when an unauthorized user tries to interact with the sensitive data, when there is no person at the desk, or when unusual behavior of your employees is recognized during data handling.  

• Providing access control to managers and stakeholders, so that only they can unlock the system screens with OTPs or passwords. This process ensures that there will be no harm to the sensitive data even if the system gets stolen or lost.

How to Implement AI Compliance Software in a Healthcare BPO 

Implementing data security software in your healthcare BPO doesn’t require a complex process if you start with the right approach.  

Here are steps on how you can integrate a security software powered by AI in your medical outsourcing operations: 

Step 1: Assess Compliance & Security Risks

• Start with conducting internal audits. Access your current security measures, policies and strategies to discover potential gaps and weaknesses.  
• Talk to your BPO agents about what challenges they face while handling sensitive information during processing calls, sending emails, or overall operations.  
• Observe processes that you can’t track every moment either because of lack of physical presence or time constraints. This will help you to identify areas where manual tracking fails. Lastly, decide your budget accordingly.

Step 2: Choose the Right AI compliance tool for your healthcare BPO

• To choose the right data security tool for your healthcare BPO enterprise, first access what all the features do you need in a software.  
• Ensure that the tool offers HIPAA compliance automation and helps you to comply with security certifications that are necessary for the type of data you handle.  
• The tool should be compatible with your existing tech stack and IT infrastructure. Choose tools that will scale with your business and offer API-first approach for smooth integration. 

Step 3: Train Employees on AI-Powered Security Policies 

• Tech integration and employee training go parallelly to foster a holistic approach towards robust data security measures. 
• Invest in regular training to educate your employees about best data handling practices. Check what challenges they are facing with new tools and help them with dedicated training modules to overcome those challenges.  
• Educate employees about how to recognize potential threats and scams, so that they can avoid any catastrophe before it happens or take proactive measures.

Step 4: Continuously Monitor & Optimize Compliance Strategies 

• Keep a track of important KPIs to know if the tool is delivering desired results and helping you fill security gaps in your workflows.  
• Conduct regular risk assessments to check if security gaps still persist in your healthcare BPO even after integrating AI-powered data security tool. Try fine-tuning the software or discuss with your vendor for necessary support. 

How to Choose an AI security software for healthcare BPO: Matching the Security Standards of the Fortune BPOs 

Choosing the right security software for your healthcare BPO starts with identifying the correct pain points, accessing the right features, and going with a platform that aligns with your security goals and efforts.  

If you are looking for an AI-powered data security software for your healthcare BPO, there is a few more crucial aspects that you should look into.  

We have been consulting the world’s leading healthcare BPOs for years and as far as we know there is no there is no single AI Compliance Software for Healthcare BPOs that could possibly do everything that you may need.  

It’s okay if you combine a couple of software to boost that help you facilitate your security strategy. 

However, while deciding on a secure AI solution for your healthcare outsourcing operations, you can go for a solution that: 

• Offer a user-friendly platform so that your team can start using the software from the day instead of getting into overly long product training. 

• Scales as your business grows, regardless of your operations, IT infrastructure, and workforce to cover up your business needs. 

• Provide API-first approach to become compatible with your tech stack without going through any major workflow disruption.  

• Offer simple and quick implementation process that doesn’t demand much effort from your team for onboarding process. 

• Provide as many features as possible that are unnegotiable while ensuring data safety and can be cost-effective (which is complementary).  

• Offer support and technical guidance whenever you need to ensure that the solution is performing as per the expectations.  

wAnywhere is one of the leading platforms that offers AI-led security solutions for healthcare BPOs. Our tool covers each and every aspect we have discussed in this blog plus a lot more.  

We have been working with some of the top 10 leading healthcare BPOs across different locations, helping them maximize their data security efforts and providing them results within days.

Conclusion 

The Healthcare industry has always been on the top list of cyberattacks. Legacy systems and manual processes are not sufficient because of evolving threats and their frequencies. To ensure optimal security of sensitive data, it’s high time to adopt AI security software for your healthcare BPO.  

These tools help your business to stay compliant with HIPAA and other security regulations effortlessly, even in a dynamic and digital landscape. Invest in the right technology today to make your sensitive data bullet-proof and ready to scale at any time without breaking things.