Don't let HIPAA violations haunt your chiropractic office. Learn the most common privacy pitfalls—and how to keep your patients' information (and your reputation) safe from compliance scares.
Posted in Articles on Monday, October 6, 2025
Patient privacy violations can come back to haunt even the most well-intentioned practice. Under HIPAA (the Health Insurance Portability and Accountability Act), one small slip—an overheard conversation, an unlocked file cabinet, or an unencrypted email—can turn into a risk nightmare.
Here are the most common violations that spook chiropractic practices—and how to keep them from creeping into yours.
1. Talking About Patients in Public Areas
A whispered conversation at the front desk can quickly become a HIPAA horror story. Discussing patient information where others can overhear—like hallways, waiting rooms, or open treatment areas—is one of the most common violations.
The Solution: Keep discussions private and use first names or initials when necessary. Train your staff to handle patient information discreetly.
2. Unsecured Paper Records
That stack of charts left on the counter is a big HIPAA no-no. Unlocked cabinets, misplaced paperwork, or unshredded documents can all summon serious compliance issues.
The Solution: Lock up all patient records and shred anything containing protected health information (PHI) before disposal.
3. Devices That Suck Up Data (and Risk)
Unsecured laptops, tablets, and phones can quickly drain your office’s privacy protections. A lost device with patient data can cause a real nightmare.
The Solution: Use encryption, strong passwords, and automatic screen locks. Never share logins or leave devices unattended.
4. Missing Authorizations
Posting a patient’s photo on social media—even if you don't identify them—or sending their records without written authorization are HIPAA penalties waiting to happen.
The Solution: Always get a signed authorization form before sharing PHI or any patient-related content.
5. Employees Who Don’t Know the Rules
Even the most loyal staff member can cause chaos if they don’t understand HIPAA regulations. Many violations happen simply because employees haven’t been properly trained.
The Solution: Provide regular HIPAA training, refreshers, and documentation for every employee—new or seasoned.
6. Unsecured Emails and Texts
Sending PHI through standard email or text might feel harmless, but in the wrong hands, that information can be used for wrongdoing.
The Solution: Use encrypted systems or secure patient portals for all communications involving PHI.
7. Missing Business Associate Agreements
Every outside vendor who touches PHI—your billing service, IT provider, or marketing firm—must have a signed Business Associate Agreement (BAA). Without one, your office could face a fine.
The Solution: Review and update all BAAs to ensure your business partners follow HIPAA rules too.
Don’t let privacy mistakes come back to haunt your practice. With consistent training, secure systems, and attention to detail, you can keep your patients’ information—and your reputation—safe from any HIPAA horrors.
After all, protecting patient privacy isn’t scary—it’s just good practice.