Social media allows healthcare organizations to quickly communicate important messages, provide accurate information, build their brand and protect their reputation. Whether it’s a local public health emergency or a national pandemic, social media provides an easy way to get the news out to the people who are most likely to be affected by the situation. It also offers organizations an opportunity to connect with their community, push positives, collect feedback and gain support. And as social media becomes a critical means of communication for healthcare organizations, the need to capture and store digital records of these communications has become vital. Much like storing and archiving private patient records and correspondence, healthcare regulations require that public communications from healthcare entities be retained as well.
But without clear guidelines and a dedicated archiving solution, the various implications of using social media as they relate to the Health Insurance Portability and Accountability Act (HIPAA), records requests, and litigation threats can be difficult to manage from a compliance and branding perspective.
ArchiveSocial helps healthcare organizations gain centralized control over their entire social media presence by automatically capturing and preserving all communications in one secure location, ensuring compliance with retention requirements while minimizing legal and internal risk.
Patient privacy on social media may be one of the biggest challenges for maintaining compliance, but it’s not the only one. Other risks include policies outlining proper use for your employees, copyright and intellectual property, litigation threats, and more. ArchiveSocial preserves your data in one secure location and keeps you informed of your accounts’ activity (so you never miss a post, comment, or if your policy isn’t being followed). And with intuitive search, you can quickly find and export your data in the exact formats you need, whenever you need it.
Properly managing all of your organization’s different accounts across the 24/7 networks can cost thousands a year (or thousands per HIPAA violation), and endless hours of time. ArchiveSocial helps both public and private health organizations minimize risk and ensure compliance with social media retention requirements by preserving all content the organization posts and engages with, in its original context (even if it’s been deleted, edited, or hidden), so they can easily respond to FOIA, eDiscovery, and litigation requests.
Social media isn’t private. Employees and patients can unintentionally or intentionally expose themselves, putting your organizations in situations that risk violating patient security. ArchiveSocial constantly scans for and automatically alerts you of any potential violations (whether it be personally identifiable information (PII), profanity, questions, or keywords and phrases you define) while maintaining an accurate record of what happened, so you can address and remove risks as they occur without breaching any evidence that needs to be retained.
Social networks are great, but they aren’t required to retain data and are not set up to ensure healthcare organizations remain compliant with records retention, HIPAA, and other regulatory responsibilities. Especially when it comes to hidden and deleted comments, you won’t have much luck recovering past content on social media platforms. When the time comes that you need to look up past content from discussions on social media, you can only count on yourself to archive and reproduce that content.
“The system was easy to set up with all of our social media accounts, the customer reps are very good at explaining the reports and services, and the ability to run reports that are date specific and on all or specific accounts are very handy.”
“Easy to use and definitely important to have for a business that uses social media!”
While there are several things healthcare organizations need to keep in mind for their social media in terms of best practices, here are a few from the HIPAA Journal on Social Media Rules:
Reduce risk of records violations and litigation, capture your social media presence in-context, and manage your data from all social platforms in one secure location.
Retain posts and back-and-forth conversations on all social media profiles and pages. Maintain records of every message involving your organization.
Archive all posts, comments, images, videos, and more from your social media communications. Even capture elusive records, like edited, hidden, or deleted posts and comments.
Quickly search and filter your social media records across social platforms to find specific posts and messages at any time when a records request is made.
Learn more about healthcare sector social media archiving with these resources created specially for healthcare organizations.
Social Media Risk Management Checklist
Healthcare social media policy template
Top ArchiveSocial benefits for healthcare
Comment Moderation Guide
Taming the Trolls: Tactics for Public Communicators
Social Media & The COVID-19 Pandemic
The ArchiveSocial Solution Overview
Download the Solution Overview to see how ArchiveSocial works, and learn more about the benefits of social media archiving for records compliance.