Key points:

• Google Drive's HIPAA compliance measures require careful consideration and action by healthcare organisations.
• Implementing security measures, such as signing a Business Associate Agreement with Google and training staff, is essential for HIPAA compliance.
• See how secure your Google Drive account is in seconds with Metomic's FREE Google Drive Scanner. Discover who still has access to your files and who they were created by. Find risky files exposed publicly to anyone on the internet.

Ensuring that your Google Drive environment is HIPAA compliant is crucial for safeguarding healthcare data—here's how to navigate its complexities and mitigate risks effectively.

Healthcare companies are taking advantage of the numerous benefits of cloud and digital transformation, including enhanced accessibility, security, efficiency, collaboration, and cost savings.

In fact, a recent study from Deloitte shows that around 92% of healthcare professionals and institutes achieved better performance because of digital transformation. As a result, some cloud storage solutions have emerged as indispensable tools for storing and managing patient data.

Among those, Google Drive has established itself as a leading platform, claiming 55.46% of the market share of comparable technology, and offering convenience and accessibility for organisations of all sizes.

However, with 16,648 top healthcare companies, including pharmaceutical giants like Bayer, using Google Drive, a pressing question arises: Is Google Drive secure, and is it HIPAA compliant?

Understanding Google Drive and HIPAA compliance

HIPAA compliance mandates stringent safeguards to protect patient confidentiality and prevent data breaches. Failure to adhere to these regulations can have severe consequences, including hefty fines and damage to your organisation’s reputation.

Google Drive offers features that streamline data management and collaboration, which makes it a popular choice among healthcare professionals. Yet, when it comes to handling sensitive patient information, ensuring compliance with regulations such as HIPAA is non-negotiable.

88% of data breaches can be attributed to human error, underscoring the importance of robust security protocols and ongoing staff training. Inadequate data security measures can leave healthcare organisations vulnerable to cyber threats, compromising patient privacy and trust.

While you can rely on Google Drive’s strong security reputation, the responsibility for patient data security is shared between healthcare organisations and the cloud provider. This is known as the “shared fate” model of security.

Google Drive’s security features - like multi-factor authentication and encryption - don’t guarantee full HIPAA compliance. Your organisation must take proactive steps to bolster its digital ecosystem and ensure HIPAA adherence, akin to financial institutions' efforts in safeguarding sensitive data.

By prioritising data security and comprehensive staff training, healthcare providers can create a culture of compliance, and mitigate the risk of data breaches and safeguard patient confidentiality effectively.

Assessing and achieving HIPAA compliance with Google Drive

When evaluating Google Drive's suitability for storing Protected Health Information (PHI) in healthcare settings, it's essential to conduct a detailed analysis of its HIPAA compliance status.

Here are the key steps to ensure Google Drive meets HIPAA compliance requirements:

1. Evaluate your Google Workspace plan

• Determine if the subscribed Google Workspace plan includes features necessary for HIPAA compliance.
• Verify if the plan offers access controls, audit logs, and other security measures required by HIPAA's Security Rule.

2. Implement additional security measures

• Identify any gaps in HIPAA compliance within the chosen Google Workspace plan.
• Implement additional security measures, such as encryption of data at rest and in transit, to address any deficiencies.
• Ensure that access controls are configured to restrict access to PHI only to authorised users.

3. Examine your access controls

• Review access controls within Google Drive to limit access to PHI to authorised individuals only.
• Ensure that permissions are set up correctly to prevent unauthorised users from accessing or modifying sensitive patient information.

4. Implement user authentication mechanisms

• Implement robust user authentication mechanisms, such as multi-factor authentication (MFA), to verify the identity of users accessing PHI.
• Ensure that strong passwords and authentication protocols are enforced to prevent unauthorised access to Google Drive accounts.

By following these steps, healthcare organisations can thoroughly assess Google Drive's HIPAA compliance status and take necessary steps to ensure the secure storage and handling of Protected Health Information (PHI).

Best practices for maintaining HIPAA compliance

Ensuring HIPAA compliance with cloud storage solutions like Google Drive is crucial for healthcare organisations, and by following these best practices, you can maintain HIPAA compliance and safeguard sensitive patient information:

1. Regular monitoring of access controls and sharing settings

1. Continuously monitor your access controls and sharing settings within Google Drive, so that only authorised individuals have access to Protected Health Information (PHI).
2. Regularly review and update permissions to prevent unauthorised access or sharing of PHI with unauthorised users.

2. Conducting security audits and risk assessments

1. Conduct regular security audits and risk assessments to identify any vulnerabilities or compliance gaps within Google Drive.
2. Address any identified issues promptly and implement additional security measures as needed to maintain HIPAA compliance.

3. Staying informed about updates and changes to HIPAA regulations

1. Stay informed about updates and changes to HIPAA regulations and guidelines that may impact the use of Google Drive.
2. Ensure that Google Drive's security measures and configurations remain up-to-date with the latest HIPAA requirements to avoid compliance breaches.

By incorporating these best practices into your organisation's data management processes, you can effectively maintain HIPAA compliance with Google Drive and mitigate the risk of data breaches or compliance violations.

How can Metomic help?

The digital landscape for healthcare organisations is one that’s increasingly regulated, and they face growing challenges when it comes to ensuring compliance with HIPAA regulations.

Metomic offers a comprehensive data security solution to simplify HIPAA compliance efforts for those organisations using Google Drive to store and process PHI.

Here’s how Metomic can help:

1. Streamlining Google Drive compliance

Metomic offers tailored DLP solutions specifically geared towards ensuring HIPAA compliance within Google Drive.

By integrating directly with Google Drive APIs, Metomic can conduct assessments of data stored within Google Drive, evaluating access controls, and data handling practices, identifying potential compliance gaps and providing actionable recommendations for remediation.

Additionally, Metomic offers real-time monitoring capabilities, alerting healthcare organisations to any deviations from compliance standards and enabling prompt corrective actions.

2. Access to free tools

Healthcare organisations can take advantage of Metomic's free tools and scans to assess their IT ecosystem for current HIPAA compliance status.

These demos and scans provide valuable insights into areas of improvement, helping healthcare organisations proactively address compliance gaps and enhance data security measures.

With Metomic's comprehensive suite of tools and resources, healthcare organisations can confidently navigate HIPAA compliance requirements, ensuring the secure storage and handling of PHI within Google Drive.

Conclusion

Ensuring HIPAA compliance is crucial for organisations to protect data integrity and maintain patient trust, so it’s imperative to ensure that any resources you use, like Google Drive, are HIPAA compliant.

By implementing robust security measures and leveraging tools like Metomic, healthcare organisations can enhance their data security posture and uphold compliance with regulatory standards.

Check if your Google Drive is leaking sensitive data

It’s scary how easy it is to upload sensitive data to Google Drive and share these files and folders with other people - not just within your company, but potentially beyond that too.

With our FREE Google Drive Scanner, you can:

• See how secure your Google Drive account is in seconds.
• Discover who still has access to your files, and who they were created by.
• Find risky files exposed publicly to anyone on the internet