Under HIPAA, we have authority to promulgate a privacy standard that applies to all individually identifiable health information transmitted or maintained by a covered entity, including information in a non-electronic form. We recognize that there may be an expectation that we would apply privacy standards only to information that is electronically maintained and transmitted. Our prior proposals under HIPAA have addressed only electronically maintained and transmitted information. See Notices of Proposed Rulemaking (NPRM) published on May 7, 1998 (63 FR 25272 and 25320), June 16, 1998 (63 FR 32784), and the proposed security standards published on August 12, 1998 (63 FR 43242).
In considering the appropriate reach of the proposed privacy standards, however, we determined that limiting the standards to electronic information would not be consistent with the requirement in HIPAA for the Secretary to address privacy, confidentiality and security concerns relating to individually identifiable health information.
The HIPAA statute, taken as a whole, contemplates an information protection system that assures the privacy, confidentiality and integrity of health information. Two provisions in subtitle F of HIPAA address privacy and confidentiality concerns: section 264, titled “Recommendations with Respect to Privacy of Certain Health Information” and section 1173(d), titled “Security Standards for Health Information.” See 42 U.S.C. 1320d - 1320d-8, enacted as sections 262 and 264 of HIPAA.
In enacting HIPAA, Congress recognized that the increased accessibility of health information made possible by the widespread and growing use of electronic media and the new federal mandate for increased standardization of data, requires enhanced privacy and confidentiality protections. The House Report links privacy and security concerns stating: “The standards adopted would protect the privacy and confidentiality of health information. Health information is considered relatively “safe” today, not because it is secure, but because it is difficult to access. These standards improve access and establish strict privacy protections.” House Report No. 496, 104th Cong., 2d. Sess., at 99.
Section 264(c) authorizes the Secretary to protect the privacy of individually identifiable health information transmitted in connection with the standard transactions. Section 1173(d) authorizes the Secretary to prescribe requirements that address the security, integrity, and confidentiality of health information maintained or transmitted, in any form or medium, by the covered entities.
Neither the privacy authority in section 264(c) nor the security authority in 1173(d) exclusively limit the scope of protection to electronic information. Section 264(c) of HIPAA requires the Secretary to issue a regulation setting privacy standards for individually identifiable health information “transmitted in connection with the transactions described in section 1173(a).” This statutory language is not on its face limited to electronic transmissions of individually identifiable health information, although electronic transmissions of such information are clearly within its scope. Moreover, the section requires the regulations to address “at least” the subjects of the Secretary’s Recommendations, which focus on individually identifiable health information, without reference to whether the information is electronic or not.
The security provision also is not limited by its terms to electronically maintained information. Rather, section 1173(d) applies throughout to “health information,” a statutorily defined term that clearly covers information in both its electronic and non-electronic forms.
In HIPAA, when Congress intended to limit health information to its electronic form, it did so explicitly. Section 1172(a)(3) of the statute says that the standards apply to health plans and to health care providers who transmit health information in electronic form in connection with the standard transactions (emphasis added); by contrast, the section 1173(d) requirements for information maintained or transmitted are not similarly qualified.
Further support for the premise that the standards may reach information that is maintained or transmitted non-electronically is found within section 1173(d) itself. That section explicitly distinguishes within one subsection (§ 1173(d)(1)(A)) between “record systems used to maintain health information” and “computerized record systems.” Thus, the conclusion may be drawn that the record systems covered by the § 1173(d) security standards are intended to include record systems other than those that are exclusively electronic or “computerized.”
Finally, the section that generally defines the HIPAA standard transactions, section 1173(a), is not limited by its terms to transactions that are electronic. Rather, although all of the transactions described can be performed electronically, all take paper and some take oral forms as well. Indeed, the purpose of the standards, including the security and privacy standards, is stated as “to enable electronic exchange.” This purpose would not preclude (and in fact would support) requirements that relate to non-electronic media where they support the overall goal of enabling electronic information exchange. Thus, we believe that the statute authorizes a privacy regulation covering health information in any form or medium maintained or transmitted by the covered entities.
Although we believe that HIPAA authorizes the Secretary to issue regulations covering individually identifiable health information in any form, the proposed privacy standards in this NPRM are directed to protecting only individually identifiable health information that is or at some point has been electronically maintained or transmitted by a covered entity. Those standards do not cover health information that has never been in electronic form.
We are proposing this approach because we believe that it focuses most directly on the primary concern raised by HIPAA: the fact that growing use of computerization in health care, including the rapid growth of electronic transfers of health information, gives rise to a substantial concern about the confidentiality of the health care information that is part of this growing electronic commerce. At the same time, could not adequately address the confidentiality concerns associated with electronic transfers of health information unless we address the resulting uses and disclosures of such information, in whatever form. Indeed, the protection offered by this standard would be devoid of meaning if all non-electronic records and transmissions were excluded. In that event, access to “protected” health information would become merely a matter of obtaining the information in a paper or oral form. Such a narrow reading of the statute would lead to a system in which individually identifiable health information transmitted as part of a claim would be protected only until the information was printed or read aloud, at which point protection would disappear. Previously protected information could be freely printed and redistributed, regardless of limits on further electronic redistribution. The statutory language does not compel such an anomalous result.
In developing our proposal, we considered other approaches for determining the information that would be subject to the privacy standards. We considered but rejected limiting the scope of the proposal to information in electronic form. For the reasons discussed above, such a narrow interpretation would render the standards nearly meaningless. We also considered applying the privacy standards to all individually identifiable health information in any form maintained or transmitted by a covered entity. There are clear advantages to this approach, including permitting covered entities to treat all individually identifiable health information under the same standards. We rejected that approach in favor of our proposed approach which we believe is more focused at the public concerns over health information confidentiality in an electronic communications age. We also were concerned about imposing additional burden with respect to health information that was less likely to present privacy concerns: paper records that are never reduced to electronic form are less likely to become disseminated broadly throughout the health care system. We invite comment on the approach that we are proposing and on whether alternate approaches to determining the health information that would be subject to this regulation would be more appropriate.
We also considered making use of other statutory authorities under which we impose general operating or management conditions for programs (e.g., Medicare, grant programs) to enhance these proposed privacy protections. Doing so could enable us to apply these privacy standards to a wider range of entities than are currently affected, such as health care providers who do not transmit standard transactions electronically. We use many other authorities now to impose confidentiality and privacy requirements, although the current rules lack consistency. It is not clear whether using these other authorities would create more uniform protections or expanded enforcement options. Therefore we request comment on the concept of drawing on other authorities to amplify the protections of these privacy standards.