Image of young Black man listening to his counselor

Can I Be HIPAA Compliant in a Shared Office Space?

Disclaimer: This blog is intended for informational purposes only. It is not intended to convey legal HIPAA compliance advice. Office Evolution in Hillsboro does not guarantee HIPAA compliance throughout the space.

Even before the pandemic arrived in early 2020, virtual medicine was taking hold. And once COVID hit, telehealth appointments skyrocketed. Suddenly, those in the medical and wellness spaces were navigating this modern way of providing care. With that shift came a new concern: how to be HIPAA compliant in a shared office space or when working from home.

At Office Evolution in Hillsboro, OR, we are happy to count many health and wellness professionals among our members. We work hard to help you meet your clients’ needs, in person or from afar. We have several office memberships available, and we’d love to show you around to see which space is the right fit for you. You can give us a call at 971-297-1444 or book a tour here.

How can I be HIPAA compliant in a shared office space?

Medical and mental health providers must pay attention to HIPAA regulations and best practices. In a dedicated medical or therapy office, systems and spaces make this task fairly straightforward. 

You can be HIPAA compliant in a shared office space if you take precautions. Image of mental health provider with a client.

But when working remotely from home or a shared space, staying HIPAA compliant gets a little trickier. Suddenly, you may have people around you who don’t need to follow the same rules you do regarding sensitive information.

If you work remotely as a therapist, medical biller, or another role that requires HIPAA compliance, here are some ways to use a shared space without compromising information.

Use a private office membership.

Coworking spaces are fantastic options for many remote workers and solopreneurs. However, these typically have open floor plans that don’t provide enough privacy for compliance purposes.

Instead, look for a membership that allows you to use a private office with a door that locks. Controlling access to this space helps you keep your practice aligned with HIPAA regulations, whether you’re meeting clients in person or virtually. If the office has glass walls allowing others to look in, be sure blinds or other coverings are available.

Be attentive and proactive.

Image of doctor offering a virtual appointment.

To keep your clients’ information secure, be sure to follow these best practices:

  • Lock the office door when meeting with clients or stepping away from the room. 
  • Don’t leave confidential documents on the shared printer. Pick them up as soon as they print.
  • Shred confidential documents when necessary. Most shared offices have a shredder available.
  • Allow in-person clients to use a pseudonym when checking in at the front desk. Shared office spaces generally won’t guarantee their reception area and staff are HIPAA compliant.

Use a professional mailing address.

There are many reasons for medical and mental health providers to avoid using their home mailing addresses for their practices. From personal safety to HIPAA compliance, having a separate mailing address offers more protection. Choose an office space that also provides mail services to ensure sensitive information goes into a locked mailbox rather than on your kitchen counter at home.

Your Hillsboro, OR Office Space

The Tanasbourne Office Evolution in Hillsboro, OR, offers a range of membership options. From coworking spaces to flex-time memberships to full private offices for a team, we have you covered. You can book your visit online here or call us at 971-297-1444.