Overview
Healthcare organizations handle some of the most sensitive information imaginable
Protected Health Information (PHI). Under the Health Insurance Portability and
Accountability Act (HIPAA), protecting that information doesn’t stop at firewalls and
encryption. It also requires robust physical security controls to safeguard the
environments where PHI is accessed, processed, and stored.

At OGS Technology, we specialize in implementing physical security solutions that help
hospitals, clinics, and medical offices maintain HIPAA compliance while ensuring safety,
efficiency, and peace of mind.

Understanding the HIPAA Physical Safeguards

The HIPAA Security Rule divides safeguards into three main categories:
1.  Administrative Safeguards: Policies, training, and risk assessments
2. Technical Safeguards: Encryption, access control, and data protection
3. Physical Safeguards : Protection of physical environments and devices that store or
access PHI.

Physical safeguards are often underestimated, yet they form the foundation of
compliance. Without strong physical security, even the most advanced cybersecurity
measures can be rendered ineffective.

Key Components of HIPAA Physical Security
1. Facility Access Controls
Limit and monitor who enters areas where PHI is stored or processed.

Best practices include:

• Access Control Systems: Card readers, PIN pads, or biometric authentication for restricted zones like records rooms or IT closets.
• Visitor Management: Require sign-ins, visitor badges, and escort policies.
• Mantraps or Turnstiles: For sensitive departments like data centers or imaging labs.
• Door Alarms and Monitoring: Alerts for forced entry or propped doors.

OGS Technology designs layered access systems that record entry attempts, generate
audit trails, and integrate with centralized security dashboards all vital for compliance
audits.

2. Workstation and Device Security
HIPAA requires that workstations and devices accessing PHI be physically protected.

Recommended measures:

• Position monitors away from public view (use privacy screens).
• Secure laptops and tablets with physical locks when unattended.
• Implement automatic session timeouts for shared terminals.
• Maintain inventory of devices with assigned users and physical locations.

Our team assists healthcare clients with asset-level security strategies, including secure
device placement and IP-based tracking across facilities.

3. Environmental and Equipment Security
Environmental controls prevent damage, tampering, or data loss from physical factors.

• Install CCTV cameras with coverage over data closets, server rooms, and medical records areas.
• Deploy environmental sensors for temperature, humidity, water leaks, and smoke detection.
• Protect backup media in locked fireproof cabinets or safes.
• Restrict physical access to network cabinets and telecommunication rooms.
   

At OGS Technology, we integrate surveillance and environmental systems into unified
monitoring dashboards, enabling healthcare security teams to respond instantly to
incidents.

4. Media and Hardware Disposal
When medical devices, hard drives, or storage media are retired, they must be disposed of securely.

• Use certified data destruction services or degaussing.
• Maintain disposal logs for audit verification.
• Physically shred drives containing PHI before recycling.

Proper disposal prevents sensitive information from resurfacing in secondary markets or
unauthorized hands.

Building a Culture of Physical Security in Healthcare
Technology alone isn’t enough staff awareness is critical.

Healthcare employees should be trained to:

• Recognize and report suspicious individuals or activity
• Avoid sharing access credentials or badges
• Ensure patient data isn’t left visible or unattended
• Follow clear security escalation procedures

OGS Technology partners with compliance teams to help develop training programs and
security policies that meet HIPAA standards while remaining practical for daily hospital
operations.

OGS Technology’s HIPAA-Ready Security Framework
Our integrated approach to HIPAA physical security includes:

• Access Control & Biometric Authentication
• CCTV Surveillance with Secure Storage
• Environmental Monitoring & Alarms
• Networked IP Phones & Intercoms for Emergency Response
• Secure Wi-Fi Access for Medical IoT Devices
• Audit Trail & Compliance Reporting Support

We ensure that every layer from door entry to data rack is configured to minimize risk
and maximize compliance.
 

Contact Us:

OGS Technology
Email: [email protected]
Phone: (866) 531-8599
Website:https://www.ogstechnology.com/