Preparing for the 2025 HIPAA Security Changes
The 2025 HIPAA Security Changes are the most significant updates in over a decade. These new rules will impact how patient data is accessed, shared, and protected across the healthcare system. Whether you are a provider, support staff, or work with healthcare data, understanding these changes is vital for staying compliant.
These updates aim to keep patient information safe and empower individuals with faster access to their health records. The 2025 HIPAA Security Changes also hold healthcare partners, like billing companies and IT vendors, to higher standards.
Faster Access and Greater Patient Control
One major change is how quickly patients must receive their records. Now, healthcare providers must give patients access within 15 days. Patients can even take photos or notes during in-person reviews of their records. You’ll also need to post estimated record access fees on your website to remain transparent.
This shift helps patients stay informed and in control of their care.
Security Rules Are Now Mandatory
Under the 2025 HIPAA Security Changes, encryption and multi-factor authentication (MFA) are no longer optional. Encryption protects data, even if it gets stolen. MFA adds an extra layer of login protection by requiring a password and another factor, like a phone code.
These rules apply to everyone handling patient data—including your team and your vendors.
Business Associates Have New Duties
Business Associates (BAs)—like billing companies, software vendors, or consultants—must now follow the same security rules as healthcare providers.
Specific changes to BAAs include but are not limited to:
-
Contingency Plan Activation Notification: Business associates must notify covered entities (and subcontractors must notify business associates) within 24 hours of activating their contingency plans.
- Verification of Technical Safeguards: Covered entities must obtain annual written verification from business associates (and subcontractors from business associates) that they have deployed the required technical safeguards.
- Cybersecurity Expertise: The verification of technical safeguards must be performed by a person with appropriate knowledge of and experience with ePHI cybersecurity principles.
- Increased Oversight of Vendors: Covered entities will need to conduct more rigorous oversight of their business associates, including risk assessments and vendor management strategies.
Other notable HIPAA updates impacting BAAs:
- Encryption Requirements: Encryption of ePHI (electronic protected health information) at rest and in transit will be required.
- Multi-Factor Authentication: The use of multi-factor authentication will be mandated.
- Annual Audits: Covered entities and business associates must conduct compliance audits at least once every 12 months.
- Written Documentation: Written documentation of all Security Rule policies, procedures, plans, and analyses will be required.
BAs are directly responsible for meeting these rules, and you are required to hold them accountable.
Update Your Business Associate Agreements (BAAs)
If you haven’t updated your BAAs recently, it’s time to do so. The 2025 HIPAA Security Changes require these agreements to reflect the new security obligations. Old contracts will not be enough. Updated BAAs must outline the BA’s new responsibilities and their legal accountability.
You’ll have roughly 14 months to finalize these updates once the rule is officially published.
Why It Matters
Data breaches are costly. In 2023 alone, the average healthcare data breach cost nearly $11 million. The 2025 HIPAA Security Changes are designed to reduce these risks. Acting now helps avoid penalties and protects patient trust.
How Taino Consultants and EPI Compliance Can Help
Taino Consultants and EPI Compliance are your partners in adapting to these changes. We offer:
- Security gap assessments
- Staff training programs
- BA management tools
- Custom policy templates
- Ongoing compliance support
We work with healthcare providers, clinics, and partners across the country. Our goal is to simplify compliance while protecting your organization and patients.
What You Can Do Today
Start by reviewing your current systems. Are you using encryption and MFA? If not, plan for upgrades. Talk to your Business Associates about what needs to change in your agreements. Train your team so everyone knows what’s required. Keep records of your efforts so you’re ready for audits or reviews.
And remember, you don’t have to do it alone—Taino Consultants and EPI Compliance are here to support you every step of the way.
Looking Ahead
Although the final guidance for the 2025 HIPAA Security Changes is still pending, these steps are expected to stay. Taino Consultants and EPI Compliance will continue to publish more blogs and tools to help you prepare.
Acting early ensures you’re not left behind once the changes become law.