Let’s talk about HIPAA—not just what’s in the rulebook, but what’s actually happening in the real world for small and mid-sized medical practices in 2025.

Because here’s what I’m hearing from practice managers and owners across Michigan:

“We’ve kept things the same for years—now I’m worried we’re behind.”
“Everyone’s talking about AI, remote access, and cloud backups—but are we doing any of that securely?”
“Other practices are getting audited… what if we’re next?”
“I just want to make sure our tech isn’t the weak spot.”

And they’re not wrong to be asking those questions.

HIPAA enforcement is picking up again in 2025, and the technology expectations are catching up to how practices actually work today.

🩺 Where HIPAA Stands in 2025

When HIPAA first rolled out in the late ’90s, most practices were paper-heavy and server-based. Today, everything’s cloud-connected—and that means your risks are, too.

This year, the OCR and HHS are finalizing updates to the HIPAA Privacy Rule, focusing on:

• Remote access and telehealth data

• Third-party API integrations and cloud services

• Device and identity management

• Security risk assessments and breach response documentation

• Vendor accountability

Audits and fines are back in focus—especially for small and midsize practices that have let technology drift without oversight.

⚠️ What Practice Administrators Are Saying in 2025

You know what people used to say: “We’re too small to be targeted.”

That’s no longer the mindset.

Here’s what we’re hearing now—from practice managers talking to their peers:

“We had a temp login still active in our portal—no one realized it for months.”
“Our new billing software stores data offsite, but I don’t know if it’s encrypted.”
“We never got around to signing a BAA with our outsourced IT provider.”
“We thought the EHR covered everything. Turns out it doesn’t protect the backups.”
“We don’t have an in-house IT person. We didn’t even know what to audit.”

This isn’t fearmongering—it’s the everyday reality for practices just like yours.

✅ What Small Medical Practices Should Be Doing Now

You don’t need a compliance team or a huge IT budget. But in 2025, there are a few non-negotiables if you want to stay compliant and avoid risk:

🔐 1. Lock Down Access

• Unique logins for every staff member

• Role-based permissions (not everyone needs to see everything)

• Multi-factor authentication (MFA) wherever PHI is accessed

• Immediate deactivation of access when someone leaves

💻 2. Secure Your Devices and Network

• Auto-lock devices after inactivity

• Maintain up-to-date antivirus and firewall protections

• Separate guest Wi-Fi from clinical systems

• Use a secure VPN for remote logins

📦 3. Encrypt & Monitor Everything

• Encrypt data at rest and in transit (including emails and backups)

• Use HIPAA-compliant file sharing—no Dropbox or Google Drive unless verified

• Don’t store PHI on personal or unapproved mobile devices

☁️ 4. Back Up Smarter

• Perform daily encrypted backups

• Store backups offsite or in the cloud using HIPAA-compliant platforms

• Test restore procedures regularly

• Keep a documented disaster recovery plan on file and reviewed annually

📄 5. Manage Vendors Like Your Own Staff

• Every vendor that touches PHI must have a signed Business Associate Agreement (BAA)

• Review vendor policies each year

• Ask your vendors how they encrypt, store, and access your data

🎓 6. Train, Document, Repeat

• Annual HIPAA training for all staff (even front desk)

• Written security policies and procedures—custom to your setup

• Log any incident and how it was resolved

• Keep a simple audit trail of access to patient systems

📄 Download the HIPAA-Ready Tech Checklist

To make this easier, we put together a free checklist for small Michigan practices with no in-house IT team.

It covers the essentials:
✅ Access control
✅ Device security
✅ Backups
✅ Vendor agreements
✅ Training & documentation

🎯 Download the checklist here »

🧠 Final Thought: HIPAA Isn’t About Size—It’s About Exposure

Whether you’re a 5-person dermatology clinic or a 40-person orthopedic group, your risks aren’t measured by staff size anymore. They’re measured by how you store, share, and protect patient data.

At Big Water Technologies, we help medical practices across Michigan simplify compliance and secure their systems—without adding more stress to your day.

We’ll help you:

• Review your setup

• Identify the biggest gaps

• Get a basic IT compliance strategy in place

• And train your team in plain English

📩 Want help reviewing your current environment or getting a second opinion on your EHR setup?
Let’s talk.

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