Did you know that your certified EHR has audit logs? Other software that your office uses may also have audit logs. You can enable audit logs to track activity on your network and on your computers.
What are audit logs? Audit logs are chronological records that track actions, events, or changes within a system. They typically document who performed an action, what action was taken, when it occurred, where it originated, and whether it was successful or not. In a HIPAA context, audit logs are essential for monitoring access to electronic protected health information (ePHI), detecting unauthorized activity, and demonstrating compliance during audits or investigations.
Insider Threats and Unauthorized Access
Audit logs play a critical role in protecting medical providers from insider threats by creating visibility into how staff members access and interact with electronic protected health information (ePHI). By tracking who accessed patient records, what information was viewed or modified, and when those actions took place, audit logs allow practices to quickly spot unusual or inappropriate behavior, such as accessing charts of patients not under someone’s care, reviewing high-profile patient records out of curiosity, or attempting to change data without authorization. Consistent monitoring of audit logs also helps identify patterns that may indicate misuse, negligence, or potential data theft. When providers regularly review logs or use automated tools to flag suspicious activity, they can intervene early, prevent data breaches, and demonstrate due diligence. This not only protects patient privacy but also shields the practice from regulatory penalties and reputational harm.
Legal, Coding and Financial Discrepancies
By recording every action taken within billing, coding, and financial systems, audit logs make it possible to track who entered charges, modified codes, adjusted payments, or altered financial records. If an error was made, this transparency helps identify who made the error and pinpoints training needs for staff.
Audit logs also document exactly when changes were made, which helps refute claims that codes were altered after the fact to maximize reimbursement or manipulate claims.
Audit logs are often subpoenaed in legal or regulatory investigations because they provide a time-stamped record of who accessed patient records, modified codes, or made financial entries. They help confirm or refute claims of fraud, improper billing, or privacy violations and serve as objective evidence of compliance with regulations like HIPAA.
HIPAA compliant software you use in your office have tools like audit logs to best protect your office and the ePHI it stores, accesses or transmits. The tools are only useful if they are enabled or utilized. By working with TLD Systems we can help you identity the tools and policies your office can implement to best protect the confidentiality, integrity and availability of your patients information setting your office up for HIPAA compliance.
For more information please reach out to TLD Systems at
email : info@tldsysems.com
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