HIPAA Violations in the Workplace: Examples & Prevention

HIPAA violations in the workplace can quickly spiral from simple mistakes to serious, costly breaches. Whether it’s an employee peeking at records out of curiosity, mishandling sensitive data, or falling victim to phishing, every incident puts both patients and organizations at risk. Understanding how these violations happen—and, most importantly, how to prevent them—is essential for every healthcare employer and employee.

Everyday actions, from accessing records without a valid reason to sending emails with too much information, can cross the line into noncompliance. With the rise of BYOD (Bring Your Own Device), mobile device management (MDM), and cloud-based workflows, the stakes are higher than ever for protecting PHI and following the minimum necessary standard. The smallest slip-up can expose confidential information, trigger investigations, and lead to disciplinary policy enforcement.

We all play a part in safeguarding patient data, but the landscape is full of challenges—phishing attacks, lost devices, social media missteps, and accidental disclosures. That’s why robust annual training, clear disciplinary policies, and a reliable incident register are key to detecting, reporting, and learning from every event. By staying vigilant and fostering a culture of compliance, we can prevent employee HIPAA violations before they start.

In this article, we’ll break down the most common workplace HIPAA violations—like snooping, lost devices, and careless clicks on phishing emails—and share practical prevention strategies. Together, we’ll explore how DLP (Data Loss Prevention) tools, routine training, and clear documentation can make all the difference in keeping your workplace compliant and patient information safe.

Unauthorized access (snooping)

Unauthorized access—often called “snooping”—is one of the most common and damaging employee HIPAA violations in the workplace. Snooping happens when an employee views Protected Health Information (PHI) without a valid job-related reason. This isn’t always malicious; sometimes it’s simple curiosity. Maybe someone checks a coworker’s medical file, looks up a celebrity’s records, or browses through patient charts outside their assigned cases. Regardless of intent, unauthorized access undermines patient trust and exposes the organization to serious legal and financial risks.

HIPAA’s “minimum necessary” standard is our guiding light here. Employees should only access the PHI they need to do their job—nothing more, nothing less. For example, a billing clerk should not review entire medical histories, and nurses should only view charts for patients under their care. Enforcing this principle helps minimize the risk of snooping and accidental disclosure.

Modern workplaces face extra challenges, especially with BYOD (Bring Your Own Device) policies. When employees use personal smartphones or tablets for work, there’s a greater risk that PHI could be accessed or shared inappropriately. Implementing Mobile Device Management (MDM) solutions allows us to control and monitor what data can be accessed, set permissions, and remotely wipe devices if needed.

We can further protect PHI by using Data Loss Prevention (DLP) tools. DLP solutions monitor network activity and flag suspicious behaviors, such as employees attempting to download or email large sets of patient data. Together with regular system access auditing, these measures create a layered defense against snooping and other internal threats.

To maintain accountability, every unauthorized access attempt should be logged in an incident register. This documentation is essential—not only for internal investigation, but also for demonstrating compliance efforts if regulators ever come knocking. Clear documentation also helps identify patterns or repeat offenders.

Annual training is our best tool for prevention. By educating employees about the consequences of snooping—from disciplinary action to termination and even criminal charges—we reinforce the seriousness of unauthorized access. Training should include real scenarios, changes in policies, and reminders that “just looking” is never acceptable.

Finally, these efforts only work when backed by a consistent, well-communicated disciplinary policy. Staff must know that any violation—intentional or not—will have real, enforced consequences. This not only deters potential snoopers but also reassures patients that their privacy is the organization’s top priority.

• Apply the minimum necessary standard. Limit access rights to only what’s truly needed.
• Enforce BYOD controls with MDM solutions. Secure personal devices that handle PHI.
• Monitor and audit with DLP tools. Identify and address abnormal access patterns quickly.
• Document every incident. Keep a detailed incident register for accountability and improvement.
• Make annual training non-negotiable. Keep everyone updated and aware of risks and policies.
• Implement a fair, firm disciplinary policy. Make expectations and consequences clear from day one.

Preventing snooping requires a mix of technology, training, and a culture where privacy isn’t just a checkbox—it’s everyone’s responsibility. By being proactive, we can protect our patients, our colleagues, and our organization from the serious repercussions of unauthorized access.

Accidental disclosures

Accidental disclosures are among the most common forms of employee HIPAA violations in the workplace, often happening despite the best intentions. These incidents typically occur when Protected Health Information (PHI) is inadvertently shared, viewed, or accessed by unauthorized individuals. What makes accidental disclosures particularly challenging is that they can stem from simple, everyday actions—yet still lead to significant regulatory consequences.

How do accidental disclosures happen? It can be as straightforward as sending an email containing PHI to the wrong recipient, discussing patient details in public areas, or leaving sensitive documents unattended on a printer. Sometimes, employees may share more information than the minimum necessary for a colleague’s role or task, inadvertently exposing sensitive details. Snooping—accessing records out of curiosity or without a valid reason—even if unintentional, is also a frequent accidental disclosure that puts organizations at risk.

Modern technology introduces additional risks. The increasing use of BYOD (Bring Your Own Device) means PHI can end up on personal smartphones, tablets, or laptops that may lack the required security controls. Without proper MDM (Mobile Device Management) and DLP (Data Loss Prevention) tools in place, a lost or stolen device can quickly escalate into a reportable breach. Accidental clicks on phishing links can compromise email accounts, exposing patient data without the employee even realizing it.

To reduce the risk of accidental disclosures, we recommend the following best practices:

• Limit access to the minimum necessary: Always ensure employees only access the information they need to perform their duties, and nothing more.
• Promote awareness and vigilance: Conduct engaging, scenario-based annual training that highlights real-world situations and common pitfalls.
• Implement robust technological safeguards: Use MDM and DLP solutions to monitor, manage, and secure devices and data flows, particularly on personal devices.
• Enforce a clear BYOD policy: Outline what’s allowed, monitor compliance, and prohibit storage of PHI on unsecured devices.
• Establish an incident register: Encourage prompt self-reporting of suspected accidental disclosures, without fear of retribution. This supports early intervention and corrective action.
• Apply a well-defined disciplinary policy: Make sure everyone understands the consequences of repeated or serious accidental disclosures, while also fostering a non-punitive culture where mistakes can be reported and learned from.

Accidental disclosures are preventable when we combine strong policies, regular training, and the right technology. By staying proactive and attentive, we can greatly reduce the likelihood of unintentional HIPAA violations and build a culture of privacy and respect for patient information.

Lost or stolen devices

Lost or stolen devices are a leading cause of employee HIPAA violations, particularly in today’s mobile-driven, BYOD (Bring Your Own Device) workplaces. When laptops, smartphones, or tablets containing Protected Health Information (PHI) go missing, the risk of unauthorized access multiplies—especially if proper security controls are lacking. Many breaches can be traced back to a simple lapse: a device left unattended in a car, lost during a commute, or stolen from an office or public place.

The HIPAA Security Rule requires covered entities and business associates to implement safeguards that protect electronic PHI (ePHI) on all devices, including those used offsite. Unfortunately, if a device isn’t encrypted, or if strong passwords and remote-wipe capabilities aren’t in place, sensitive data becomes an easy target for cybercriminals or even opportunistic finders. This exposes organizations to potential regulatory penalties, legal actions, and a damaged reputation.

We often overlook the “minimum necessary” principle when employees are allowed to access or store more PHI than required for their tasks. This increases the amount of sensitive data at risk if a device is lost or stolen. In some cases, snooping—unauthorized searching or access of PHI—can follow if the device lands in the wrong hands, compounding the breach and escalating the consequences.

To reduce the risk of lost or stolen device breaches, organizations should:

• Enforce strong mobile device management (MDM) solutions to control access, enforce encryption, and enable remote locking or data wiping if a device is lost.
• Implement data loss prevention (DLP) tools to monitor and restrict the transfer of PHI to personal devices or unsecured locations.
• Limit the storage and access of PHI on mobile devices to only what is absolutely necessary, in line with the minimum necessary standard.
• Require annual training for all staff on best practices for device security, recognizing phishing attempts (which often target device credentials), and reporting incidents promptly.
• Establish a clear BYOD policy that outlines acceptable use, security requirements, and the disciplinary policy for non-compliance or negligence.
• Maintain an incident register to document any lost or stolen device events, track responses, and analyze trends for continuous improvement.

Acting quickly is vital when a device goes missing. Encourage employees to report incidents immediately—no matter how minor they seem—so proper steps can be taken to secure PHI, notify affected individuals, and comply with breach notification rules. This proactive culture, backed by regular training and clear policies, empowers everyone to play their part in protecting patient information and preventing avoidable HIPAA violations.

Phishing and compromised credentials

Phishing and compromised credentials are among the fastest-growing threats leading to employee HIPAA violations in today’s digital healthcare environment. A single successful phishing email can hand attackers the keys to electronic Protected Health Information (ePHI), putting patient privacy, trust, and your organization’s reputation at risk.

Phishing attacks usually arrive as deceptive emails or messages, cleverly crafted to trick employees into revealing credentials or clicking malicious links. Once attackers gain access, they can bypass even the most robust technical controls, moving through systems undetected. Often, these incidents involve violations of the minimum necessary standard, as unauthorized users access more data than is strictly required for their job roles.

Common scenarios include:

• An employee receives an email appearing to be from IT, requesting their username and password “for security verification.”
• A staff member clicks a link in a phishing email, unknowingly installing malware that harvests login credentials and grants attackers access to internal systems.
• Attackers target Bring Your Own Device (BYOD) smartphones or tablets, which might lack proper security controls. Without Mobile Device Management (MDM), these devices become easy entry points for cybercriminals.

The consequences of compromised credentials can be severe:

• Unauthorized access to vast amounts of PHI, well beyond the minimum necessary for any one role.
• Unintentional snooping—where stolen credentials are used to view records out of curiosity or for malicious intent, violating both patient trust and HIPAA regulations.
• Difficulty tracing the violation to a specific employee if the attacker uses stolen credentials, complicating incident response and delaying mitigation efforts.

How can we prevent phishing-related HIPAA violations?

• Ongoing annual training is essential. Employees should be able to recognize suspicious emails and know how to report them. Use real-life examples and regular phishing simulations to keep awareness fresh.
• Enforce strong password policies—including multi-factor authentication—to limit the impact of compromised credentials.
• Implement MDM solutions for all BYOD devices, ensuring they meet organizational security standards, and can be remotely wiped in case of compromise.
• Deploy Data Loss Prevention (DLP) tools to monitor and block unauthorized transfers of PHI, even if credentials are stolen.
• Maintain a clear incident register for reporting and tracking suspicious activity. Immediate and thorough documentation helps meet breach notification requirements and aids in a swift response.
• Establish a disciplinary policy that outlines consequences for negligent or intentional security lapses, reinforcing the seriousness of HIPAA compliance.

Ultimately, every team member is a critical line of defense against phishing attacks. By combining robust technical safeguards with practical, ongoing training and a culture of accountability, we can minimize the risk of employee HIPAA violations—protecting both our patients and our organization from the devastating impact of compromised credentials.

Social media and messaging pitfalls

Social media and messaging apps have become everyday tools for communication, but in healthcare, they create unique risks for employee HIPAA violations. What seems like a quick text or social post can easily cross the line into improper disclosure of Protected Health Information (PHI), even if no names are mentioned. Let’s break down where the pitfalls lie and how to steer clear of them.

The risks begin when conversations stray beyond the minimum necessary standard. For example, sharing details about a patient’s condition—even in a private group chat or on a personal device (BYOD)—can be considered a violation if the information isn’t truly required for work purposes. Snooping or gossiping over private messaging platforms exposes both the sender and the organization to serious regulatory consequences.

• Photos and screenshots: Snapping and sharing images from medical charts, whiteboards, or patient rooms—even if identifying features are blurred—can unintentionally reveal PHI. This includes sharing with colleagues if it’s not essential for care.
• Unsecured messaging apps: Popular services like SMS, WhatsApp, or Facebook Messenger are not designed for healthcare privacy. Without proper Mobile Device Management (MDM) or Data Loss Prevention (DLP) controls, messages can be intercepted, forwarded, or accessed by unauthorized parties.
• Phishing and social engineering: Messaging apps are a common entry point for phishing attacks. An employee may be tricked into sharing credentials or sensitive information, leading to broad exposure of PHI.
• Blurred lines with BYOD: When employees use their own smartphones or tablets for work, PHI can easily mix with personal content. Without strong MDM or organizational policies, lost or stolen devices can become a major source of data leakage.

How can we prevent these pitfalls? It starts with clear, enforced policies—reminding staff that PHI should never be shared on social media or unsecured messaging platforms. All communication should follow the minimum necessary principle, using only organization-approved, encrypted channels. Regular annual training should reinforce these standards, with real-world examples to make the risks relatable.

If an incident does happen, it’s critical to log the event in the incident register immediately and follow the organization’s disciplinary policy. Consistent enforcement, combined with ongoing education and technical safeguards like MDM and DLP, helps protect everyone—from patients to staff and the organization itself.

Email errors and minimum necessary

Email errors remain one of the most common—but preventable—sources of employee HIPAA violations in the workplace. With the increasing use of digital communication, it’s easy for staff to accidentally send sensitive patient information to the wrong recipient, attach the wrong document, or include more data than is strictly needed. These simple mistakes can expose Protected Health Information (PHI) and trigger serious compliance issues.

HIPAA’s minimum necessary standard is at the heart of how we handle PHI in emails. This rule means that employees must only share the bare minimum amount of information needed to complete their job duties or fulfill a request. Ignoring this requirement, even unintentionally, can set the stage for a data breach—especially when email is involved.

Here’s how email errors and the minimum necessary standard intersect in daily operations:

• Sending PHI to the wrong recipient: A mistyped email address or selecting the wrong contact can send confidential data outside of the intended circle—sometimes even outside the organization.
• Over-sharing information: Including full medical records or unnecessary personal details in an email, when only a summary or specific document is needed, violates the minimum necessary principle.
• Failing to use secure channels: Transmitting PHI through unencrypted email increases the risk of interception, exposing patient information to unauthorized parties.

To reduce these risks, we recommend a few practical strategies:

• Always double-check recipient addresses before sending any email containing PHI. If possible, use secure messaging platforms that integrate with your organization’s systems.
• Limit email content to the minimum necessary—think about what the recipient truly needs to know, and remove any extra identifiers or medical details.
• Implement Data Loss Prevention (DLP) tools and Mobile Device Management (MDM) policies. These technologies can flag unauthorized sharing, block unencrypted emails, and help control access on BYOD (Bring Your Own Device) setups.
• Require annual training for all employees that covers proper email handling, the minimum necessary rule, and the dangers of snooping or accidental disclosure.
• Maintain an incident register to document and respond to any email-related HIPAA incidents, no matter how small. This helps track patterns, provide learning opportunities, and demonstrate accountability.
• Enforce a clear disciplinary policy so that repeated mistakes or reckless behavior are addressed promptly—protecting both patients and the organization.

Phishing attacks are a growing threat, exploiting email to trick employees into revealing credentials or sending PHI to malicious actors. Ongoing awareness training, simulated phishing exercises, and strong security safeguards are essential to keep everyone vigilant.

By putting these safeguards in place, we can make email a safer tool for communication and ensure that employee HIPAA violations are avoided before they start. Remember: every email counts, and taking a few cautious steps can prevent costly errors and protect patient trust.

Disciplinary policies and sanctions

Disciplinary policies and sanctions are the backbone of any effective HIPAA compliance program. When employee HIPAA violations occur—whether intentional, like snooping, or accidental, like falling for a phishing scam—having clear, enforced consequences helps protect patient privacy and reinforces a culture of accountability.

Let’s be honest: mistakes happen. But repeated or willful disregard for HIPAA standards can’t be ignored. A strong disciplinary policy not only outlines what is unacceptable but also details the steps your organization will take when a violation happens. This transparency keeps everyone on the same page and helps reduce the risk of future incidents.

• Progressive discipline: Most organizations adopt a tiered approach. For minor, first-time mishaps—like accidentally emailing PHI to the wrong address—employees might receive a verbal or written warning and immediate retraining. Repeat or more severe infractions, such as unauthorized snooping or sharing PHI via unsecured BYOD devices, can result in suspension or even termination.
• Severity matters: The consequences should match the gravity of the violation. For instance, falling victim to a phishing attack may be addressed with extra training, especially if annual training wasn’t up to date or the minimum necessary standard wasn’t followed. However, intentionally leaking data or bypassing MDM or DLP controls can lead to much harsher penalties, including legal action.
• Document everything: All violations and disciplinary actions should be recorded in an incident register. This not only ensures a consistent response but also demonstrates your commitment to compliance if regulators ever investigate.
• Annual training requirements: Make it clear that understanding and abiding by the disciplinary policy is part of annual training. Employees should acknowledge they’re aware of the consequences for violating HIPAA, whether that’s mishandling PHI, ignoring minimum necessary protocols, or using personal devices against BYOD policies.

We all want to trust our teams, but strong, well-communicated disciplinary policies protect everyone—patients, employees, and the organization as a whole. By pairing a clear disciplinary policy with tools like MDM, DLP, and a robust incident register, you create a safety net that catches mistakes before they become disasters. Remember: prevention starts with education, but accountability is what keeps standards high.

Ongoing workforce training

Ongoing workforce training is the backbone of an effective HIPAA compliance program. In today’s healthcare environment, where threats and workplace habits constantly evolve, a single orientation session is never enough. Instead, we need to foster a culture where continual learning about privacy and security is prioritized, keeping every employee vigilant and informed about their responsibilities.

Annual training is a regulatory requirement, but it’s also a practical necessity. HIPAA mandates that all staff handling Protected Health Information (PHI) receive regular, updated training. This ensures everyone understands the latest threats—like phishing emails or BYOD (Bring Your Own Device) risks—and knows how to apply the minimum necessary standard when accessing PHI. Too often, incidents stem from simple ignorance, like employees snooping into records out of curiosity or mishandling data on personal devices. Ongoing education shrinks this knowledge gap and sets clear expectations for behavior.

Effective training programs go beyond the basics and address real-world scenarios:

• Phishing awareness: Teaching staff how to spot suspicious emails and avoid clicking unsafe links reduces the risk of credential theft and data breaches.
• BYOD safety: Employees using personal devices should be educated on MDM (Mobile Device Management) policies and Data Loss Prevention (DLP) tools that protect PHI outside the workplace.
• Proper use of the incident register: Staff must understand how and when to report suspected employee HIPAA violations, no matter how minor, so issues are addressed promptly and transparently.
• Role-based access: Training should reinforce the minimum necessary principle, ensuring employees only access PHI required for their duties, minimizing opportunities for snooping or accidental disclosure.

Interactive retraining throughout the year keeps concepts fresh and relevant. Micro-learning, scenario-based quizzes, and regular policy updates engage employees, helping them internalize best practices. We recommend integrating reminders about the disciplinary policy for HIPAA infractions, making clear that violations—accidental or intentional—can have serious consequences for both the individual and the organization.

Ongoing training isn’t just a checkbox—it’s a shield that adapts to new threats. By investing in continuous education, supported by robust MDM and DLP tools, and maintaining a transparent incident register, we empower our workforce to prevent employee HIPAA violations before they occur. Regular, relevant, and relatable training builds a confident, compliant team—ensuring patient trust and organizational security stay intact.

Incident reporting and documentation

Incident reporting and documentation are critical pillars in the prevention and management of employee HIPAA violations in the workplace. When a potential breach or mishandling of Protected Health Information (PHI) occurs—whether through snooping, falling for phishing schemes, or failing to follow the minimum necessary standard—it’s essential to respond quickly and thoroughly. Here’s how organizations can foster a robust incident management process:

Prompt reporting is everything. Employees should be encouraged to report any suspected or confirmed HIPAA violation as soon as possible. This could range from noticing unauthorized access to patient records (snooping) to recognizing that a colleague has emailed PHI to their personal device (a classic BYOD blunder). Creating a culture where staff feel safe and supported when reporting incidents—without fear of retaliation—is key to catching problems early.

Documenting every detail is non-negotiable. All incidents must be logged in an incident register. This register should capture:

• Date and time of the incident
• Description of what happened (including the type of data involved and how it was exposed)
• Individuals involved
• Initial actions taken to contain or mitigate the risk
• Follow-up steps (such as notifications, technical investigations, or further training)

This thorough documentation is more than just a compliance checkbox—it’s a powerful risk management tool. If the Office for Civil Rights (OCR) investigates, a well-maintained incident register demonstrates your commitment to HIPAA’s requirements and can significantly reduce liability.

Utilize technology to streamline reporting. Mobile Device Management (MDM) solutions and Data Loss Prevention (DLP) tools can automatically flag suspicious activities like data exfiltration or unauthorized access, prompting immediate review and entry into the incident register. Leveraging these technologies supports quicker response times and ensures no incident slips through the cracks.

Annual training is another crucial element. Employees must be regularly reminded how to recognize and report incidents—especially as phishing attempts and BYOD-related risks evolve. Scenario-based exercises during training sessions can help staff practice what to do when they spot something unusual, reinforcing the organization’s disciplinary policy and the importance of transparency.

A clear disciplinary policy should outline the consequences of failing to report or attempting to cover up a HIPAA incident. When everyone understands these expectations, it reinforces a culture of accountability, helping to prevent repeat offenses and minimize damage from future incidents.

In summary, effective incident reporting and documentation are foundational to safeguarding PHI and maintaining HIPAA compliance. By combining a robust incident register, supportive reporting culture, modern MDM/DLP tools, and regular annual training, we can respond to employee HIPAA violations swiftly—and reinforce trust with both patients and regulators.

HIPAA violations in the workplace can quickly spiral from simple mistakes to serious, costly breaches. Whether it’s an employee peeking at records out of curiosity, mishandling sensitive data, or falling victim to phishing, every incident puts both patients and organizations at risk. Understanding how these violations happen—and, most importantly, how to prevent them—is essential for every healthcare employer and employee.

Everyday actions, from accessing records without a valid reason (“snooping”) to failing to follow the minimum necessary standard, can trigger employee HIPAA violations. As BYOD (Bring Your Own Device) policies and remote work become more common, protecting sensitive information using solutions like MDM (Mobile Device Management) and DLP (Data Loss Prevention) tools is no longer optional. Phishing attacks are also on the rise, so regular awareness and training are critical to strengthen your first line of defense—your people.

Prevention starts with a proactive approach. Implementing clear policies, maintaining an up-to-date incident register, enforcing a transparent disciplinary policy, and requiring annual training ensures everyone knows their responsibilities. When employees understand the consequences and have practical tools to protect data, organizations reduce their risk and build a culture of trust and accountability.

We all play a part in safeguarding patient privacy and organizational integrity. By prioritizing compliance, leveraging technology, and fostering continuous education, we can transform HIPAA from a regulatory burden into a standard for excellence in patient care. Stay vigilant, stay informed, and make every action count towards HIPAA compliance in your workplace.

FAQs

What counts as a minor violation?

A minor HIPAA violation typically refers to an unintentional or low-impact breach of HIPAA rules by an employee. These are usually incidents where protected health information (PHI) is exposed or accessed in a way that does not result in significant harm or risk to patients. Examples include accidentally viewing a patient file unrelated to one’s duties (snooping), sharing slightly more information than the minimum necessary during a routine task, or briefly leaving a device unlocked in a secure area.

Minor violations often occur because someone was unaware of a specific policy, forgot a step in a procedure, or made a simple mistake—such as clicking on a phishing email but not disclosing data. Other examples include using a personal device (BYOD) for work without following the company’s MDM (Mobile Device Management) or DLP (Data Loss Prevention) protocols.

Organizations usually address these issues through annual training, documentation in the incident register, and clear disciplinary policy guidelines. While these incidents are less severe than deliberate or repeated violations, they still need prompt attention to reinforce best practices and prevent more serious employee HIPAA violations from occurring in the future.

How do we log incidents?

Logging incidents is a critical part of maintaining HIPAA compliance and protecting patient information. When an employee HIPAA violation occurs—whether it’s snooping, a phishing attempt, or improper use of BYOD (Bring Your Own Device)—we record the event in our incident register. This register is a secure, centralized log that captures all relevant details, such as the time, nature, and impact of the incident, ensuring nothing slips through the cracks.

All team members are encouraged to report any suspected or confirmed incidents immediately. We make it easy by providing clear, step-by-step instructions and accessible reporting channels. The incident register helps us track trends, respond quickly, and demonstrate due diligence if audited.

Each incident entry should include: a description of what happened, systems or data involved (like if minimum necessary PHI was accessed or if MDM/DLP controls were bypassed), and the actions taken. These records are regularly reviewed during our annual training refreshers and are crucial for enforcing our disciplinary policy if needed.

What annual training is required?

Annual HIPAA training is a must-have requirement for all staff who handle protected health information (PHI). This training should clearly cover the essentials of HIPAA regulations, including what constitutes employee HIPAA violations, the minimum necessary standard, and the importance of avoiding unauthorized access or “snooping” in patient records.

Employees should also learn about modern security threats like phishing attacks and the use of personal devices for work (BYOD). Training should explain how to safely use these devices and introduce security controls such as Mobile Device Management (MDM) and Data Loss Prevention (DLP) solutions to protect PHI on all platforms.

It’s key that annual training walks through the correct way to report incidents using an incident register, understand the organization’s disciplinary policy for violations, and know where to find support for questions or concerns. By keeping training updated and relevant each year, we ensure our teams stay confident and compliant in protecting sensitive data.

What to do after a misdirected email?

If you accidentally send a misdirected email containing protected health information (PHI), act quickly to minimize risk and comply with HIPAA. First, recall the email if your system allows, and immediately notify both your supervisor and your privacy or compliance officer. Prompt reporting ensures the incident is documented in your incident register and initiates a proper response as required by HIPAA policies.

Do not attempt to hide the error or delete evidence. Transparency is crucial. Your organization will evaluate whether the breach meets the "minimum necessary" standard and assess the risk, considering factors like the recipient’s relationship to the patient and their likelihood to misuse the information.

Follow instructions from your compliance team. They may advise you to notify the unintended recipient and request deletion, reinforce the importance of not sharing the email, and remind staff about safe communication practices. This situation may trigger a review of BYOD, DLP, MDM protocols, and highlight the need for ongoing annual training on avoiding errors, phishing, and snooping.

Be aware that repeated or careless mistakes can lead to disciplinary action. A strong disciplinary policy ensures accountability, while learning from this incident helps reinforce compliance and protect patient privacy in the future.