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HIPAA Compliant Physical Safeguards Audit Checklist

A comprehensive checklist designed to guide healthcare organizations in auditing and implementing HIPAA-compliant physical safeguards to protect the confidentiality, integrity, and availability of protected health information in physical and electronic forms.

HIPAA Compliant Physical Safeguards Audit Checklist
by: audit-now
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About This Checklist

The HIPAA Compliant Physical Safeguards Audit Checklist is an indispensable tool for healthcare organizations to ensure the physical security of protected health information (PHI). This comprehensive checklist addresses the critical aspects of securing physical access to PHI, protecting electronic information systems, and maintaining the integrity of data in physical form. By systematically evaluating and implementing physical safeguards, healthcare providers can prevent unauthorized access, theft, and tampering of sensitive patient information. Regular use of this checklist not only helps maintain HIPAA compliance but also strengthens overall security practices, reduces the risk of physical breaches, and demonstrates a commitment to protecting patient privacy in all aspects of healthcare operations.

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Industry

Healthcare

Standard

HIPAA - Health Insurance Portability and Accountability Act

Workspaces

Data Centers
Administrative Offices
Healthcare Centers

Occupations

HIPAA Security Officer
Facilities Manager
IT Infrastructure Specialist
Healthcare Administrator
Physical Security Coordinator

1
Is there a documented access control policy in place for physical access to areas where PHI is stored?

Select compliance status.

To ensure that there are formal guidelines governing access to sensitive information.
2
Describe the physical security measures in place to protect PHI.

Provide a detailed description of physical security measures.

To assess the effectiveness of physical protection strategies.
3
What is the number of reported security incidents involving physical access to PHI in the last year?

Enter the number of incidents.

To evaluate the frequency of security breaches and their impacts.
Min: 0
Target: 0
Max: 100
4
Is there a system in place for monitoring physical access to areas where PHI is stored?

Select monitoring status.

To determine if there are measures to track who accesses sensitive areas.

5
Describe the emergency response plan for protecting PHI in the event of a physical breach.

Provide a detailed description of the emergency response plan.

To ensure that there are clear procedures in place for responding to security threats.
6
Are there logs maintained for visitor access to areas where PHI is stored?

Select the status of visitor access logs.

To verify that visitor access is monitored and recorded.
7
How often are staff trained on HIPAA physical safeguards?

Enter the frequency of training (e.g., Annually, Semi-Annually).

To assess the regularity and effectiveness of training provided to staff.
Min: 1
Target: Annually
Max: 12
8
When was the last physical security audit conducted?

Select the date of the last physical security audit.

To ensure regular assessments are performed to evaluate compliance with security measures.

9
Is all physical security equipment (e.g., cameras, alarms) fully operational?

Select the operational status of physical security equipment.

To ensure that security equipment is functioning as intended to protect PHI.
10
What technologies are used for access control to areas where PHI is stored?

Describe the access control technologies utilized.

To understand the technologies in place for safeguarding access to sensitive areas.
11
How many different access levels are defined for staff accessing areas with PHI?

Enter the number of defined access levels.

To evaluate the granularity of access controls in place.
Min: 1
Target: 3
Max: 10
12
When was the last training session on physical safeguards conducted for staff?

Select the date of the last training session.

To ensure that staff are regularly trained on physical safeguard policies.

13
Are there procedures in place for the secure disposal of PHI?

Select the status of PHI disposal procedures.

To ensure that PHI is disposed of in a manner that protects sensitive information.
14
Describe the incident response procedures for breaches involving physical access to PHI.

Provide a detailed description of incident response procedures.

To ensure there are documented procedures for responding to physical security incidents.
15
How many security controls are currently implemented to protect PHI?

Enter the total number of implemented security controls.

To assess the extent of measures taken to secure sensitive information.
Min: 1
Target: 5
Max: 50
16
When is the next scheduled security audit for physical safeguards?

Select the date of the next security audit.

To ensure that regular audits are planned to maintain compliance.

17
Are there physical access control measures in place to limit access to areas where PHI is stored?

Select the status of physical access control measures.

To ensure that only authorized personnel can access sensitive areas.
18
Please provide details on any past security breaches involving PHI.

Detail any past security breaches related to PHI.

To evaluate the effectiveness of current security measures based on historical data.
19
How many staff members have authorized access to PHI?

Enter the total number of staff members with PHI access.

To assess the number of personnel with access to sensitive information.
Min: 1
Target: 10
Max: 100
20
When was the last maintenance performed on security equipment protecting PHI?

Select the date of the last security equipment maintenance.

To ensure that security equipment is regularly maintained and functional.

FAQs

The checklist covers facility access controls, workstation security, device and media controls, and physical security measures for servers and network equipment storing or transmitting PHI.

The checklist includes sections on secure storage of paper records, proper disposal methods (e.g., shredding), access restrictions to file rooms, and tracking of physical record movement within the facility.

The audit should involve the HIPAA Security Officer, facilities management personnel, IT staff responsible for physical infrastructure, and representatives from departments handling physical PHI.

Organizations should conduct a full audit at least annually, with additional spot checks following any facility changes, security incidents, or updates to HIPAA regulations related to physical safeguards.

Yes, the checklist serves as an excellent preparatory tool for HIPAA audits by ensuring that all required physical safeguards are in place, properly documented, and regularly reviewed for effectiveness.

Benefits

Ensures comprehensive implementation of HIPAA-required physical safeguards

Reduces risks of physical breaches and unauthorized access to PHI

Facilitates identification and remediation of physical security vulnerabilities

Supports creation of a secure physical environment for PHI storage and handling

Enhances overall data protection strategy in healthcare facilities