5 Practical Tips for Writing HIPAA and Cybersecurity Policies That Protect ePHI and Ensure Compliance

Clear, well-written policies are essential for HIPAA compliance and for protecting sensitive data in any organization. But too often, policies are generic, overly technical, or completely disconnected from how teams actually work. That creates confusion, risk, and noncompliance.

Whether you’re a small healthcare provider or a nonprofit managing sensitive client data, these five tips will help you write policies that are not only compliant, but effective.

1. Start with Your Real-World Workflows

Before you start writing, take time to understand how data flows through your organization:

• Who accesses what systems?

• How is data shared, stored, and deleted?

• What third-party tools are involved?

Policies should reflect actual behavior—not idealized models. A policy that says “ePHI must be encrypted at all times” is useless if people are storing files in unapproved, unprotected systems.

Tip: A 30-minute conversation with frontline staff will uncover real habits and potential risks your policy needs to address.

2. Use Plain Language

Your HIPAA policies aren’t legal contracts—they're operational documents. If the language is too complex, no one will follow them.

• Replace legal jargon with simple, direct statements.

• Define technical terms.

• Write for your team, not your lawyer.

Tip: Ask a non-technical team member to read a draft section and explain it back to you. If they struggle, it’s too complex.

3. Assign Responsibility by Role

Policies often fail because they use passive voice: “Backups will be performed regularly.” By whom?

Every process in your policy should be tied to a role or team. Even in small organizations, someone should own each task.

Tip: Include a table that lists roles (not names) with their responsibilities. This also makes it easier to onboard new staff.

4. Build in Data Privacy, Not Just Security

While security focuses on preventing unauthorized access, privacy is about ensuring data is used appropriately—even by people who are authorized to see it.

A strong policy should include:

• Data minimization: Only collect what you need.

• Purpose limitation: Define why data is collected and how it will be used.

• Access controls: Restrict access to the minimum necessary.

Why this matters: HIPAA gives individuals rights over their health information—including how it’s used and who sees it. Your policies should reflect that.

Tip: Add a section on patients’ rights, including access, amendment, and restrictions. Train staff on how to honor those rights in day-to-day workflows.

5. Review and Revise Regularly

Policies should evolve as your business, technology, and risks change.

• Review policies at least annually (or sooner after significant events).

• Track changes and document approvals.

• Keep a version history.

Tip: Add “Last reviewed” and “Next review due” fields to the top of each policy for built-in accountability.

Final Thoughts

Effective cybersecurity and HIPAA compliance starts with policies that are practical, clear, and aligned with how your organization really operates. Add to that a thoughtful approach to data privacy, and you’re not just checking a box—you’re building trust with your patients, clients, and team.

Need help drafting or reviewing your policies? We help businesses write policies that work in the real world—compliant, actionable, and human-friendly.