Why You Need OSHA Training in Healthcare

Why You Need OSHA Training in Healthcare

Kelli Ngariki • September 4, 2023

The Occupational Safety and Health Act of 1970 aims to protect American workers and prevent work-related injuries, illnesses, and deaths by setting and enforcing standards. As per OSHA guidelines, employers must comply with OSHA regulations. Therefore, they must provide the explicit safety and health training their workers need to perform their jobs safely.

Who Needs OSHA Training?

All healthcare workers with potential exposure to hazards must receive training on specific safety hazards and precautions (controls) before engaging in potentially hazardous activities. The timeliness of training is critical when it comes to adhering to OSHA regulations. While all employees are at risk, the risk of injuries and illnesses is even greater for newly hired employees. For this reason, all employees should receive OSHA training within the first ten days of employment and annually thereafter, as per OSHA requirements. Safety (OSHA) Officers should also receive training on identifying hazards, developing plans, and maintaining records.

What Help is Available?

Understandably, many employers are seeking assistance with the OSHA training process. Lack of time, resources, and intricate knowledge of ever-changing OSHA guidelines can expose employers to substantial risks and non-compliance penalties. Fortunately, employers don’t have to navigate this arduous process alone. At Healthcare Compliance Associates (HCA), we live and breathe OSHA compliance, so you don’t have to! Our job is to save you time, reduce risk exposure, and help you provide your employees with the best work environment possible.

Our specialists at HCA develop and conduct engaging training programs (on-site, virtual, and online), create practical checklists to make compliance easier, provide monthly newsletters with updates to stay informed, assist with setting up plans and policies, and provide personalized support to help in an inspection and with day-to-day challenges.

Working with an OSHA compliance company such as HCA has many advantages. Five of the most notable of these are:

Protects Employees

For employees, on-the-job injuries and illnesses can have devastating effects. According to a study by the American Journal of Industrial Medicine, a single workplace illness or injury costs an employee and their family on average $8,000 out of pocket. Employees may be forced to dip into their savings or default on payments. As a result, these employees are much more likely to lose their homes, cars, and health insurance.

Thankfully, you can significantly reduce the likelihood of injuries and illnesses by providing proactive and comprehensive OSHA training to all employees through a reputable OSHA compliance management company. Through this commitment to safety compliance, you can prevent much physical pain, emotional suffering, and financial stress on your workers. Additionally, establishing more standardized procedures creates consistency for employees, and an increased understanding of roles and expectations helps improve employee satisfaction. Smoother workflow processes and happier employees will likely result in a better patient experience…the ground on which great reputations and abundant referrals are built.

Increases Productivity and Saves You Money

According to the United States Bureau of Labor and Industries, in 2021, private industry employers reported 2.6 million non-fatal workplace injuries and illnesses. In 2020, the healthcare and social assistance industry had the most reported injuries and illnesses at over 800,000. Furthermore, healthcare and residential care had the highest number of incidents resulting in days away from work.

The financial toll of illnesses, injuries, and workplace fatalities can be enormous for employers. In today's business environment, this cost can be the difference between running in the black or the red. Small and medium-sized businesses are especially vulnerable to the impact of workplace injuries and illnesses. Slim budgets and the nature of “work-family” environments in businesses of these sizes can cause immediate and lasting financial and emotional trauma.

A quality training program that creates awareness about safety hazards and instructs employees on preventing them is a worthy investment. Returns on OSHA training investments include increased productivity, higher worker morale with decreased absenteeism, more predictable patient care, increased profitability, improved compliance with fewer worker's compensation claims, improved patient satisfaction, reduced insurance risk exposure, and minimized legal fees. Indirectly, an investment in OSHA training can also promote patient referrals, further supplementing your bottom line.

Reduces Your Risk of OSHA Fines and Citation

Employers have a moral obligation to protect their staff from unsafe working conditions. Further, non-compliance can lead to hefty fines reaching hundreds of thousands of dollars and citations that can cause individuals to lose their licenses. In many cases, the detrimental financial effects of non-compliance can be made even worse when a company’s reputation is tarnished. Effective training will reduce the risks of employees, patients, or members of the general public filing complaints about you to OSHA.

While some of these complaints can be minor, only warranting a letter asking for an explanation with possible internal remediation of the reported hazard, others substantiate an on-site OSHA investigation. If an inspector arrived at your facility today to thoroughly examine your potential risks, work practices, and controls, will you, your employees, and your facility be prepared to withstand the rigors of an OSHA compliance audit?

An effective OSHA training company should ensure that an OSHA trainer walks through your facility annually and recommends improving compliance. Your training company will likely give you an outline of the compliance process and specific instructions on responding to a complaint. More importantly, they should also provide you access to a local trainer who can serve as your representative during an inspection, offering guidance and assistance with any necessary follow-up.

This invaluable support will likely decrease the stress level for you and your staff. Additionally, OSHA inspectors will consider your 'good faith effort' to achieve compliance through safety plans, policies, and documented training. Your efforts may decrease sanctions or even avoid them altogether. Having an OSHA training certification not only provides your staff with continuing education credits (CE’s), it may save you money in fines. Annual professional training offers peace of mind knowing you're protected if an accident, complaint, or inspection occurs.

Increases Job Satisfaction and Morale

Everyone appreciates feeling valued and respected. Offering new-employee and annual staff training demonstrates management's commitment to the safety and health of their employees. By investing in staff education, management can earn the trust and loyalty of workers and boost morale. Better morale not only increases productivity and lowers the number of absences but also reduces the number of on-site accidents.

From our experience, the most effective and productive OSHA safety programs involve multiple staff working harmoniously to achieve and maintain compliance. This team approach takes the heavy lifting off of one or only a handful of employees and encourages the whole team to prioritize safety. Management’s fostering of teamwork and unity among workers typically leads employees to feel happier, more supported, and less stressed. When people know their role and the importance of workplace safety, they feel a greater sense of belonging to the group and empathy for their co-workers. As part of a team, members work together in a productive manner that results in better patient care and outcomes.

Keeps You Current on Laws and Requirements

Under OSHA rules, all healthcare employers should know and follow governmental regulations to protect their employees. Some OSHA rules haven't changed in many years, while others are revised often. Oregon OSHA (OR-OSHA) adds additional requirements to federal laws, making standards even more stringent. As an employer, you must keep up with frequent changes to federal and state-specific laws. Unfortunately, this can be challenging and time-consuming. To exemplify the complexities of changing regulations, Oregon OSHA Covid rules have been updated 14 times since coming out in 2020.

At HCA, we conduct ongoing research to stay current on OSHA guidelines and incorporate recent changes into our training program in a practical and helpful way that you and your staff can implement quickly. Working together, we focus your employees on areas that help your patients and generate income rather than compliance.

Finding an OSHA compliance expert in your state saves you time and money. There are numerous nuances in the world of OSHA compliance, and it helps to work with someone who knows the ins and outs of federal and state guidelines. For example, understanding which government organization to listen to, The Center for Disease Control (CDC), the Oregon Health Authority (OHA), or Oregon OSHA, can be very complicated. Depending on the specific hazard topic, any of these organizations might trump the others. But how would you know? A good compliance consultant will spend countless hours researching and communicating with these organizations to understand the distinctions.

Conclusion

Establishing and maintaining OSHA compliance can be tricky. By working with a reputable OSHA compliance company, you can remove the obstacles that put you and your companies at serious risk of injuries and illnesses. In working proactively and collaboratively, we can find and fix workplace hazards before employees are injured or become ill.

Proper employee training cultivates an understanding of OSHA responsibilities and empowers staff to make good decisions. OSHA training will reduce your risk of fines, legal fees, and citations, protect your team from injuries or illnesses, increase productivity and staff morale, keep you current on relevant laws and regulations, and improve patient outcomes.

OSHA certification demonstrates that you conduct business safely and ethically according to the law. It builds trust and improves your company's reputation with patients and the community. It will also likely minimize fines if your company has a complaint filed against you or OSHA arrives for an inspection. A reputable OSHA training and support company can assist you on your ever-evolving compliance journey.

We’ve got you!

We at Healthcare Compliance Associates live and breathe compliance, so you don’t have to.

We develop and conduct engaging training programs (onsite, virtual, and online), create practical checklists to make compliance easier, provide monthly newsletters with updates to stay informed, assist with setting up plans and policies, and provide personalized support to help in an inspection and day-to-day challenges. We keep your employees working and focused on areas that help your patients and generate income. Not focused on compliance.

In just 30 days, everyone in the office can be compliant, and it can cost less than $5 per day, depending on the size of your business.

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Why Bleach Should Never Be Used in Dental Unit Waterlines

By Kelli Ngariki • November 3, 2025

The Temptation: “Bleach Kills Everything… Right?” When biofilm builds up in dental waterlines, it’s tempting to grab that familiar bottle of bleach and think, “This will take care of it.” But here’s the truth: while bleach does kill bacteria, it can also damage your equipment, corrode your lines, and void your warranties—all while failing to meet the requirements set by the CDC and EPA for dental unit waterline treatment. The Science: Why Bleach Fails the DUWL Test Dental waterlines are delicate systems that require a balance of disinfection, safety, and equipment compatibility. Here’s why bleach (sodium hypochlorite) doesn’t belong anywhere near them: Not EPA-Registered for DUWLs: The EPA maintains a list of antimicrobial products approved for dental unit waterline use. Bleach isn’t on it. Using an unregistered product puts your practice out of compliance and at risk during inspections. Corrosive to Dental Equipment: Bleach corrodes metal fittings, valves, and plastic tubing, leading to leaks and costly repairs. It also degrades O-rings and adhesives inside the dental unit—issues that can cause long-term system failure. Doesn’t Rinse Cleanly: Bleach leaves chemical residues that are difficult to flush completely, creating a potential safety hazard for both patients and staff. No Validated Instructions for Use (IFUs): Without IFUs for dilution or contact time, there’s no safe way to know how much bleach (if any) could be used without harming your unit—or your patients. The Safer, Smarter Way to Shock and Maintain Your DUWLs To eliminate biofilm safely, choose EPA-registered products that are specifically formulated for dental waterlines and validated by equipment manufacturers. Common and trusted options include: Hydrogen peroxide–based systems (e.g., ProEdge Liquid Ultra, Sterilex Ultra, Mint-A-Kleen) Silver-ion systems (continuous maintenance tablets) Iodine or peracetic acid formulations These products are tested for: Compatibility with dental materials Safety for patients and staff Proven effectiveness against biofilm Real-World Lessons: Quick Fixes = Costly Problems One hygienist shared her experience: “We tried diluted bleach as a quick shock because we were low on supplies. Two weeks later, we failed our waterline test—and had to reschedule four patients.” Shortcuts might seem efficient, but they often result in failed water tests, system repairs, and frustrated patients. Best Practices for Dental Waterline Compliance Follow the manufacturer’s instructions for use (IFU) for your dental unit and treatment product. Perform a shock treatment as recommended (typically quarterly or after test failures). Use a continuous treatment product between shocks. Test monthly or per IFU, or state and CDC guidance to ensure ≤ 500 CFU/mL. Key Takeaway Bleach belongs in your laundry room, not in your dental unit waterlines. By using approved products and consistent testing, your practice can stay safe, compliant, and confident—without risking costly equipment damage or failed inspections. Want Help Simplifying Your DUWL Protocols? At Healthcare Compliance Associates, we help dental teams across Oregon develop waterline maintenance programs that pass testing the first time—every time. 👉 Contact us today to schedule a compliance consultation or waterline protocol review. 541-345-3875 📞 www.oshahipaatraining.com

Finger with a drop of blood and a syringe, likely for blood sampling or injection, on a white background.

Do I Need to File a Workers’ Comp Claim for a Needlestick Injury?

By Kelli Ngariki • October 30, 2025

Needlestick or sharps injury at work? Learn when and why you're required to file a workers’ comp claim — and how it ties into OSHA compliance.

Preventing Workplace Violence in Healthcare: A Proactive Compliance Strategy

By Ayana Guzzino • October 20, 2025

Workplace violence is an unfortunate but real risk in today’s healthcare environment. Whether it's verbal abuse from a frustrated patient or a physical altercation in a high-stress setting, violence in the workplace threatens not only employee safety but also patient care quality, operational stability, and legal compliance. For healthcare practices, taking a proactive and compliant approach to workplace violence prevention isn’t just good policy—it’s a regulatory and ethical imperative. Why Workplace Violence Prevention Matters in Healthcare Healthcare professionals face a higher risk of workplace violence than employees in many other industries. Factors like long wait times, emotionally charged environments, behavioral health challenges, and open-access facilities all contribute to this vulnerability. Proactively addressing these risks protects staff, reassures patients, and demonstrates a practice's commitment to safety and compliance. 5 Core Objectives for a Violence Prevention Program To build an effective workplace violence prevention strategy, your practice should implement the following foundational elements: Adopt a Written Zero-Tolerance Policy - Establish a formal, practice-wide policy stating that physical and verbal violence will not be tolerated—from anyone, including patients, staff, and visitors. Educate and Train Employees Regularly - Ongoing training empowers staff with tools to de-escalate situations, identify red flags, and respond appropriately in high-risk scenarios. Promote Incident Reporting and Risk Mitigation - Create a culture of openness where staff feel comfortable reporting concerns or incidents without fear of retaliation. Ensure Retaliation-Free Reporting - Clearly state that no employee will suffer negative consequences for reporting violence or unsafe conditions. Implement a Clear Security Policy - Define responsibilities, procedures, and enforcement protocols to manage potential threats effectively. Leadership Commitment is Essential Leadership sets the tone. Management must be fully invested in fostering a safe environment for staff, patients, and visitors alike. This includes allocating resources, enforcing policies consistently, and modeling the expected standards of conduct. Conducting a Workplace Violence Risk Assessment Understanding your unique vulnerabilities is key. An assessment should evaluate: Unrestricted public access Long patient wait times Presence of individuals under the influence Isolated or poorly lit workspaces Remote or understaffed locations History of past incidents This risk evaluation helps tailor your prevention strategies to the actual threats your practice faces. Implementing Effective Controls Workplace violence prevention involves both engineering controls (physical modifications) and administrative controls (policy and procedural improvements). Engineering Controls: Install panic buttons or silent alarms Hire security personnel during peak times Monitor secondary entrances Improve parking lot and exterior lighting Administrative & Work Practice Controls: Maintain clean, calm, and well-organized waiting areas Communicate your zero-tolerance policy to all stakeholders Document all incidents in an on-site Incident File Train staff in conflict de-escalation and response protocols Implement a buddy system for walking to parking areas Dismiss patients or staff who pose repeated threats Call law enforcement when needed Educating Patients and Preventing Escalation Managing patient expectations can reduce tension. Clearly communicate estimated wait times, behavioral expectations, and escalation procedures. Staff should be trained to remain calm, neutral, and professional in all interactions—especially under stress. Encouraging Immediate and Detailed Reporting Timely reporting of threats or incidents—whether physical or verbal—is vital. Employees should report any concerns to their supervisor or the designated Safety Coordinator immediately. Each report helps identify systemic risks and informs necessary changes. Use OSHA-compliant tools like the Violence Incident Report Form to maintain accurate records and document your compliance efforts. Resources and Further Learning Workplace Violence: Can It Happen Where You Work? Patient Dismissal Final Thought A proactive workplace violence prevention plan protects your team, meets OSHA expectations, and fosters a culture of safety and respect. If your practice is ready to take the next step in strengthening your compliance program, Healthcare Compliance Associates is here to help. We offer tailored support, training, and policy development to ensure your team feels secure and your practice stays compliant. Contact us today to learn how we can partner with your practice to build a safer, more compliant workplace.

OSHA Safety Meetings: Why They Must Focus on Employees

By Ayana Guzzino • September 23, 2025

In healthcare, safety is a wide umbrella. Offices often hold meetings about patient safety, covering topics such as infection control, secure handling of medical records, or protecting patients from hazards. While these conversations are essential for high-quality care, they are not what OSHA means when it requires safety meetings. OSHA’s concern is the safety and health of employees. The law is designed to protect workers from occupational hazards—everything from bloodborne pathogens and needlestick injuries to chemical exposure, fire hazards, and ergonomic risks. Safety meetings, as OSHA defines them, must center on the risks your employees face while doing their jobs. Learn more about the Oregon OSHA Rule: Division 1, 437-001-0765, Safety Committees and Safety Meetings

Why Employees File OSHA Complaints—And How to Prevent Them

By Ayana Guzzino • September 17, 2025

OSHA complaints can feel like a thundercloud over any healthcare practice—stressful, costly, and disruptive. But here’s the truth: most of these complaints don’t arise from bad intentions. They usually come from small, preventable gaps that leave employees feeling unheard, unsafe, or undervalued. The good news? By fostering trust, addressing issues quickly, and embedding compliance into daily routines, providers can reduce the likelihood of a complaint while creating a stronger, healthier workplace. 1. Address Safety Concerns Quickly When employees raise a concern, speed matters. Even seemingly small fixes—like repairing a chair, replacing a sharps container, or updating worn signage—show staff that their well-being is a priority. Prompt action prevents small frustrations from growing into formal complaints. 2. Pay Attention to Meeting & Training Time OSHA is clear: safety trainings and meetings must count as paid work hours. If staff feel they’re losing personal time or wages, resentment builds. Over time, that frustration can turn into a complaint. Respecting employee time reinforces fairness and builds trust. 3. Encourage Open Communication Most employees don’t want to go outside the practice for support—they want to feel heard internally. Create channels where staff can safely share concerns without fear of retaliation. Whether it’s a suggestion box, open-door policy, or regular check-ins, communication prevents escalation. 4. Build a Compliance Culture Compliance shouldn’t feel like an afterthought. When safety becomes part of the everyday routine—woven into policies, trainings, and follow-through—employees feel valued and secure. A consistent culture sends the message that protecting staff is everyone’s responsibility. 5. Provide Clear Guidance OSHA standards can feel complex, and confusion often leads to mistakes. Simplify the process by breaking rules into clear, practical steps that make sense for your team’s day-to-day workflow. Clarity reduces miscommunication and builds confidence. The Takeaway Most OSHA complaints can be prevented by creating a respectful, responsive environment where safety is more than a requirement—it’s a shared value. Proactive attention to concerns not only avoids costly complaints but also strengthens trust, morale, and long-term team stability. When employees know their voices matter and their safety is a priority, they’re far more likely to bring solutions forward instead of frustrations to OSHA.

What to Do When Patient Records Are Delayed

By Kelli Ngariki • September 3, 2025

Delays in receiving medical records are one of the most common frustrations we hear about from healthcare offices. Whether you’re waiting on x-rays, patient histories, or treatment notes, it can feel like a simple request is suddenly wrapped in red tape. With a clear understanding of HIPAA regulations, a collaborative approach, and a steady focus on quality patient care, your clinic can reduce friction, improve communication with other offices, and navigate records-related delays with greater confidence and clarity. To make this process even easier, we’ve created a set of ready-to-use Records Request Email Templates for healthcare offices . These templates were designed to help you communicate clearly, avoid delays, and stay HIPAA- and state-compliant. Download the Records Request Email Templates A Common Scenario: When Policy Becomes a Barrier A dental office submits a request to another provider for a patient’s records, which are needed before a scheduled procedure. The other office replies that the request must be submitted through their specific online portal — and once submitted, it may take up to 30 business days to process. No confirmation is provided, and no status update is available. The patient is growing anxious, the procedure must be rescheduled, and the receiving office is left feeling frustrated and powerless. This situation doesn’t reflect a bad actor. It reflects a inefficient process, often due to: Understaffed administrative teams Lack of understanding about the HIPAA rules Overreliance on policy templates Outdated systems for records handling The good news? There are realistic, professional steps you can take to move things forward — and avoid unnecessary conflict. What the Law Says About Records Release HIPAA Right of Access Under the federal HIPAA Privacy Rule: Patients have the right to access their records. Records must be provided within 30 calendar days (with an optional 30-day extension if justified in writing). Providers may require a written request but cannot create unreasonable delays or barriers. Full guidance: HIPAA Right of Access – HHS.gov Oregon Rule (Dental): Oregon dental providers must provide records, including x-rays, within 14 days of a written request from the patient or their guardian. Refer to OAR 818-012-0030(9)(a) for direct language. Internal policies should support timely care, rather than hindering it. Records Release Toolkit These steps are designed to support your office in responding effectively, lawfully, and professionally when facing delays in receiving patient records. Clarify and Confirm Ensure the records request was received. Ask if additional documentation or formats are preferred (fax, secure email, form submission). Offer to resend or adjust the request to their stated process, so long as it does not impose unreasonable delays. Connect with the Right Person If initial communication isn’t productive, request to speak with a supervisor or office manager. Approach the conversation with the goal of: Understanding their process Building a cooperative relationship Identifying a smoother path forward for both offices Sample language: “We’d like to make this process easier for everyone involved. Who is the best person to speak with about streamlining this request and ensuring the patient receives timely care?” Provide Educational Context If helpful, you may share federal guidance or state law — not as a threat, but as context: “We understand your office has internal policies, but understand that under HIPAA and Oregon law, patient records must be released within specific timelines, and processes cannot create unreasonable delays. We’re happy to collaborate in a way that works for both offices and puts the patient’s needs first.” Empower the Patient Patients often get faster responses. Encourage them to: Submit their own written request Note the urgency for treatment Request an estimated date of release Reference their right to access under HIPAA You can also provide the patient with a link to HHS’s Right of Access page for more information. When It Might Be Information Blocking The 21st Century Cures Act prohibits covered entities from interfering with access to or use of electronic health information. While most delays are not intentional, consistent or unexplained refusals to share records may fall under the category of information blocking . To learn more: Information Blocking FAQ – HealthIT.gov Report a Complaint – OCR Use this step when education and collaboration have failed, and there’s clear harm being done to the patient’s ability to receive care. Focus on Collaboration, Not Conflict Delays in care can be deeply frustrating, especially when you’re doing everything right. Still, it’s important to remember that many offices are working with limited resources, under pressure, and with outdated systems. Most delays are not acts of harm — they are opportunities for system improvement and clearer communication. By staying professional, knowledgeable in law, and focused on the patient, your office can be a model for collaborative, compassionate compliance. Need Support? If you need help navigating a difficult records release situation, reach out anytime at: Phone: (541) 345-3875 Email: Support@OshaHipaaTraining.com And if you want to save time and take the guesswork out of your records requests, grab our free Records Request Email Template Pack — including the initial request, follow-up, and escalation messages. Get your templates here!

Dentist in lab coat, angry expression, holding tools, raising hand, studio background.

Don’t Let Infection Control Be Your Weak Spot

By Kelli Ngariki • August 25, 2025

Annual dental infection control training isn’t optional. Learn why CDC and OSHA require all dental healthcare personnel to complete infection prevention training every year—and how your practice can stay compliant and audit-ready.

What is a Spoofed Email and How Should Healthcare Clinics Respond?

By Ayana Guzzino • August 21, 2025

Email is one of the most common ways healthcare offices communicate — with patients, vendors, and within their own teams. Unfortunately, it’s also one of the most common ways cybercriminals try to gain access to sensitive information. One of the most deceptive tactics is the spoof email. In this blog, we’ll break down what spoof emails are, how to spot them, how to prevent them, and what to do if your office — or your patients — receive one. What Is a Spoof Email? A spoof email is a fraudulent message designed to look like it came from someone you trust — a coworker, your clinic, or even a vendor you regularly work with. Cybercriminals forge the “From” address so that the email appears to come from a legitimate source, even though it did not originate from that account. For example: A message that looks like it’s from your doctor asking you to open an attachment. An email appearing to come from a coworker requesting urgent action. An attached “voicemail” or “secure document” that looks like it’s sent from a colleague but actually contains malicious software. How to Detect a Spoof Email Spoof emails are designed to look convincing, but they usually carry warning signs. Train your team to pause and check for: Unexpected attachments or links — especially audio files, invoices, or zip files. Urgent or alarming language (“Your account will be closed!”). Sender display name vs. email address — the display name may match, but the actual email address may tell a different story. ✅ Example: dr.smith@myclinic.com ❌ Spoofed example: dr.smith@mycl1nic.com (notice the “1” instead of “i”). How to check: Hover over the sender’s name with your mouse (or tap on a phone) to reveal the full email address. Always peek under the name before trusting it. Grammatical errors or unusual phrasing — subtle signs of something not right. Suspicious headers — IT teams can check message headers to see if the email really came from your domain. Tips to Minimize Spoof Emails in Your Clinic While you can’t stop cybercriminals from attempting spoofing, you can make it harder for them to succeed: Work with your IT company to enable SPF, DKIM, and DMARC records on your email domain. These are special security settings that tell email servers which senders are authorized to use your domain name. If they aren’t set up correctly, attackers can more easily pretend to send emails as your clinic. Your IT company should be able to confirm whether you already have them in place and help configure them if you don’t. Train staff regularly on phishing and spoofing awareness. Even one click on a bad link can compromise security. Use multifactor authentication (MFA) for all accounts to add an extra layer of protection. Verify requests by another method — if you get a strange email from a coworker, call or message them directly before acting. How to Respond if Your Clinic Receives a Spoof Email If your office gets a suspicious message that appears to come from your own domain or staff: Do not click links or download attachments. Report it immediately to your IT or compliance team. Document the incident — and be sure to contact your HIPAA compliance provider for guidance on properly recording and addressing these types of events. Warn your staff so others know not to interact with the message. Work with IT to review headers and confirm it was spoofing, not a compromised account. What If Patients Receive Spoof Emails That Look Like They Came from You? This can be especially damaging to patient trust. If you learn patients have received spoofed messages appearing to come from your clinic: Notify patients ASAP — acknowledge that the email did not come from your office. Give clear instructions — tell them not to click links, open attachments, or reply. Provide reassurance — explain that their medical records and patient portals remain secure, and that this was a spoof, not a breach of your systems. * After confirming it was a spoofing email, not a compromised account . Share prevention tips — encourage patients to verify suspicious messages by calling the clinic directly. Continue monitoring — if spoofing persists, work with IT to tighten email authentication settings. Spoof emails are a growing threat in healthcare because they exploit trust — the trust patients place in their providers and the trust staff place in their colleagues. By educating your team and your patients, enabling the right protections, and responding swiftly when an incident occurs, your office can turn a potentially damaging attack into an opportunity to build stronger awareness and confidence in your security practices. FAQ: Email Spoofing in Healthcare Is email spoofing illegal? Yes. It is considered fraud and, in healthcare, spoofing can lead to HIPAA compliance issues if patient information is exposed. What does a spoofed email address look like? It may look almost identical to a real one — for example: Real : dr.smith@myclinic.com Fake : dr.smith@mycl1nic.com (with a “1” instead of an “i”). What happens if I open a spoofed email? Opening it alone usually won’t cause harm. The danger comes from clicking links, downloading attachments, or replying. Can spoofed emails be stopped completely? Not entirely, but they can be minimized. Setting up SPF, DKIM, and DMARC with your IT company, training staff, and enabling multifactor authentication all reduce the risk.

Prior Authorization Form on a desk, next to a pen and notepad.

When Records Are Delayed: Navigating Requests with Confidence, Clarity, and Results

By Ayana Guzzino • August 20, 2025

Delays in receiving medical records are one of the most common frustrations we hear about from healthcare offices. Whether you’re waiting on x-rays, patient histories, or treatment notes, it can feel like a simple request is suddenly wrapped in red tape. This blog was created to address those very questions. Instead of assuming malicious intent, we aim to foster clarity, reduce friction, and offer practical, lawful guidance for improving communication and protecting patient access. A Common Scenario: When Policy Becomes a Barrier A dental office submits a request to another provider for a patient’s records, which are needed before a scheduled procedure. The other office replies that the request must be submitted through their specific online portal — and once submitted, it may take up to 30 business days to process. No confirmation is provided, and no status update is available. The patient is growing anxious, the procedure must be rescheduled, and the receiving office is left wondering what they’re allowed to say or do. This situation doesn’t reflect a bad actor. It reflects a broken process, often due to: Understaffed administrative teams Lack of training on HIPAA timelines Overreliance on policy templates Outdated systems for records handling The good news? There are realistic, professional steps you can take to move things forward — and avoid unnecessary conflict. What the Law Says About Records Release HIPAA Right of Access Under the federal HIPAA Privacy Rule: Patients have the right to access their records. Records must be provided within 30 calendar days (with an optional 30-day extension if justified in writing). Providers may require a written request but cannot create unreasonable delays or barriers. Full guidance: HIPAA Right of Access – HHS.gov Oregon Rule (Dental): Oregon dental providers must provide records, including x-rays, within 14 days of a written request from the patient or their guardian. Refer to OAR 818-012-0030(9)(a) for direct language. Internal policies should support timely care, rather than hindering it. Records Release Toolkit These steps are designed to support your office in responding effectively, lawfully, and professionally when facing delays in receiving patient records. Clarify and Confirm Ensure the records request was received. Ask if additional documentation or formats are preferred (fax, secure email, form submission). Offer to resend or adjust the request to their stated process, so long as it does not impose unreasonable delays. Connect with the Right Person If initial communication isn’t productive, request to speak with a supervisor or office manager. Approach the conversation with the goal of: Understanding their process Building a cooperative relationship Identifying a smoother path forward for both offices Sample language: “ We’d like to make this process easier for everyone involved. Who is the best person to speak with about streamlining this request and ensuring the patient receives timely care? ” Provide Educational Context If helpful, you may share federal guidance or state law — not as a threat, but as context: “We understand your office has internal policies, but understand that under HIPAA and Oregon law, patient records must be released within specific timelines, and processes cannot create unreasonable delays. We’re happy to collaborate in a way that works for both offices and puts the patient’s needs first.” Empower the Patient Patients often get faster responses. Encourage them to: Submit their own written request • Note the urgency for treatment • Request an estimated date of release • Reference their right to access under HIPAA You can also provide the patient with a link to HHS’s Right of Access page for more information. When It Might Be Information Blocking The 21st Century Cures Act prohibits covered entities from interfering with access to or use of electronic health information. While most delays are not intentional, consistent or unexplained refusals to share records may fall under the category of information blocking. To learn more: • Information Blocking FAQ – HealthIT.gov • Report a Complaint – OCR Use this step when education and collaboration have failed, and there’s clear harm being done to the patient’s ability to receive care. Focus on Collaboration, Not Conflict Delays in care can be deeply frustrating, especially when you’re doing everything right. Still, it’s important to remember that many offices are working with limited resources, under pressure, and with outdated systems. Most delays are not acts of harm — they are opportunities for system improvement and clearer communication. By staying professional, grounded in law, and centered on the patient, your office can be a model for collaborative, compassionate compliance. Need Support? If you need help navigating a difficult records release situation, reach out anytime. Healthcare COMPLIANCE Associates Phone: (541) 345-3875 Email: Support@OshaHipaaTraining.com Subject: Request for Records – Patient Care Impacted by Delay Dear [Recipient’s Name or Office Manager], I hope this message finds you well. I’m reaching out regarding a records request submitted on [insert date] for our mutual patient, [Patient Full Name, DOB]. As of today, we have not yet received the requested information, and unfortunately, the delay is beginning to impact the patient’s ability to receive timely care. We understand and respect that every office has internal policies and procedures, and we’re happy to follow yours to the extent that they comply with state and federal law. However, we are concerned that the current delay may be inconsistent with compliance requirements. Summary of Relevant Law: Federal HIPAA Right of Access – 45 CFR 164.524 Covered entities must provide access to records within 30 days of request (or within 60 days with an extension). While a written request may be required, the entity may not impose unreasonable measures that delay access. Full guidance: HHS HIPAA Right of Access Oregon Administrative Rules (Dental-Specific) Providers must release patient records within 14 days of written request. See: OAR 818-012-0030(9)(a) & OAR 818-012-0032 We are committed to working with your office to ensure this process is smooth and compliant. Please let us know: If the records have already been sent (and we may have missed them), If there’s a specific form or additional verification needed, or If there’s someone else we should contact to help move this forward. Our goal is to ensure this patient receives timely treatment. We truly appreciate your time and efforts. Warm regards, [Your Name] [Your Title] [Your Office Name] [Phone Number] [Email Address]

Protecting Patient Privacy on Social Media

By Kelli Ngariki • August 19, 2025

Learn how to protect patient privacy on social media. A HIPAA-compliant guide for small dental and healthcare practices with cybersecurity tips and tools.