Many of the requirements of the Health Insurance Portability and Accountability Act (HIPAA) increase the complexity of operating a paper-based office. With the burden of compliance landing squarely on the shoulders of the medical establishment, many practices are turning to electronic medical records software, automating functions that once required physical paperwork. Since technology drives public policy, a new concern has made its way onto the federal radar: theft of electronic medical records.

In the interests of ensuring the security of patient records, the Department of Health and Human Services (HHS) last year began a process of unannounced HIPAA audits; this forces offices and hospitals to be consistently up-to-date in policies and practices involving patient records. In this environment, it's easy to contract with an EMR software company, assuming that they've handled everything in the complex world of medical legality.

Offices who turn to EMR software should be advised: be doubly certain any system you purchase is HIPAA-compliant, since any legal action is likely to be directed at you. Things to look for in ensuring HIPAA compliance from your EMR software include:

- Digital signatures and encryption on all patient information.

- An intra-office database (rather than one stored on another server).

- Safe, secure backup capability.

Since the inception of HIPAA and the takeoff of the EMR trend, there are now many agencies in the business of independent HIPAA audits. In your search for EMR software, look for software that has already been certified as HIPAA-compliant, preferably by multiple independent organizations.