HIPAA Compliance Policy

🎯 Our Commitment to HIPAA Compliance

StaxxLogix ("Company," "we," "us," or "our") is firmly committed to protecting the privacy and security of Protected Health Information (PHI) in accordance with the Health Insurance Portability and Accountability Act of 1996 (HIPAA), the Health Information Technology for Economic and Clinical Health Act (HITECH), and all applicable federal and state regulations.

As a Business Associate to Covered Entities, we understand the critical importance of HIPAA compliance and have implemented comprehensive policies, procedures, and technical safeguards to protect PHI throughout its lifecycle.

📋 Scope and Applicability

This HIPAA Compliance Policy applies to:

• All Protected Health Information (PHI) received, created, maintained, or transmitted through our platform
• All LegalLogix employees, contractors, and agents who access or handle PHI
• All users of the LegalLogix platform, including law firms, healthcare providers, and their authorized representatives
• All systems, applications, and infrastructure used to process, store, or transmit PHI
• All third-party service providers and subcontractors who may access PHI on our behalf

📖 Key Definitions

• Protected Health Information (PHI): Individually identifiable health information that relates to past, present, or future physical or mental health conditions, healthcare services, or payment for healthcare
• Electronic Protected Health Information (ePHI): PHI that is created, stored, transmitted, or received electronically
• Covered Entity: Healthcare providers, health plans, and healthcare clearinghouses subject to HIPAA
• Business Associate: A person or entity that performs functions or activities involving PHI on behalf of a Covered Entity
• Minimum Necessary Standard: The principle of limiting PHI access and disclosure to the minimum amount necessary to accomplish the intended purpose
• Breach: Unauthorized acquisition, access, use, or disclosure of PHI that compromises its security or privacy

🛡️ Security Safeguards

We have implemented comprehensive administrative, physical, and technical safeguards to protect PHI:

📁 PHI Handling Practices

Use and Disclosure

We use and disclose PHI only as permitted or required by HIPAA and applicable law:

• Treatment, Payment, and Healthcare Operations: As authorized under Business Associate Agreements
• As Required by Law: When mandated by federal, state, or local laws
• With Authorization: With valid written authorization from the individual or authorized representative
• Minimum Necessary: We limit access to the minimum PHI necessary to accomplish the intended purpose

Data Integrity and Availability

• Regular data backups with secure off-site storage
• Disaster recovery and business continuity planning
• Data validation and error checking procedures
• System redundancy and failover capabilities

📝 Business Associate Agreements

We enter into Business Associate Agreements (BAAs) with all Covered Entities before accessing, creating, or maintaining PHI on their behalf. Our BAAs include:

• Permitted and required uses and disclosures of PHI
• Obligations to safeguard PHI
• Reporting requirements for security incidents and breaches
• Compliance with HIPAA Privacy and Security Rules
• Subcontractor management requirements
• Return or destruction of PHI upon termination
• Audit and compliance monitoring provisions

We also require BAAs from all subcontractors and service providers who may access PHI in the course of providing services to us.

✅ Patient Rights Under HIPAA

HIPAA provides individuals with important rights regarding their PHI. We support Covered Entities in honoring these rights:

🚨 Breach Notification

In the event of a breach of unsecured PHI, we are committed to prompt notification and response:

• Internal Response: Immediate containment, investigation, and risk assessment
• Covered Entity Notification: We will notify affected Covered Entities without unreasonable delay and no later than 60 days from discovery
• Documentation: Comprehensive documentation of the breach and response actions
• Mitigation: Steps to mitigate harm and prevent future occurrences

📚 Training and Awareness

We maintain a comprehensive HIPAA training program:

• Initial Training: All workforce members receive HIPAA training upon hire or before accessing PHI
• Annual Refresher Training: Mandatory annual training updates on policies, procedures, and emerging threats
• Role-Specific Training: Additional training based on job responsibilities and PHI access levels
• Incident-Based Training: Targeted training in response to identified issues or changes in regulations
• Training Documentation: Records of all training activities are maintained as required

👤 User Responsibilities

All users of the LegalLogix platform are responsible for:

• Protecting Login Credentials: Never share passwords or authentication tokens; use strong, unique passwords
• Appropriate Access: Access only the PHI necessary for your authorized job functions
• Secure Handling: Follow all security procedures when handling, transmitting, or disposing of PHI
• Incident Reporting: Report suspected security incidents, breaches, or policy violations immediately
• Training Compliance: Complete all required HIPAA training programs
• Policy Adherence: Comply with all HIPAA-related policies and procedures
• Physical Security: Secure workstations and prevent unauthorized access to screens displaying PHI

📞 Contact Information