Introduction
By Suze Shaffer | Aris Medical Solutions
As healthcare becomes more digital, HIPAA regulations are evolving to address new challenges such as data security threats, emerging technologies, and the growing demand for equitable patient access. In 2025, several major updates have taken effect or are nearing enforcement deadlines that directly impact how medical practices manage privacy, accessibility, and cybersecurity.
If your practice wants to avoid costly penalties and stay aligned with federal expectations, now is the time to understand what’s changing and what to do about it.
What’s New in 2025 HIPAA Regulations?
1.Stronger Notices and Accessibility Requirements
- Non-Discrimination Notices:
Practices must display non-discrimination statements in 15 languages, both on websites and in office settings. This ensures patients with limited English proficiency are aware of their rights to receive care without discrimination. - Language Assistance & Staff Training:
Under Section 1557 of the ACA, providers are required to offer free language assistance services and train staff on how to access them. Multilingual signage must be visibly posted in all patient-facing environments. - Conscience Rights Notices:Healthcare organizations must post clear and prominent notices regarding conscience and religious rights protections, informing both staff and patients of these provisions.
- Digital Accessibility:Websites, apps, patient portals, and self-service kiosks must be accessible under ADA standards. Though exact technical requirements are still being
finalized, practices should begin evaluating and upgrading digital accessibility now.
2.Privacy Rule & Notice of Privacy Practices (NPP) Updates
- Health Information Exchanges (HIEs):
NPPs must now include language explaining how patient information is shared through HIEs, along with details about patient rights to opt out or control
that data. - Mental Health & Substance Use Data:
Privacy rules have tightened around the disclosure of sensitive information, especially related to mental health and substance use treatment. Updated consent forms and policies are required. - Right of Access Timeline Reduced:Practices must now fulfill patient requests for medical records within 15 calendar days or fewer (down from 30). Non-compliance can trigger fines from $3,500 to $250,000+..
- Information Blocking Protections:Patients must be able to receive their health data in the format they request (e.g., digital PDF, secure email), reinforcing their control over personal health information.
- Price Transparency (Proposed):
While not yet federally required, a proposed rule would require posting estimated fee schedules online. Several states are exploring or
implementing similar mandates, so it’s wise to prepare now.
3.Cybersecurity & Possible Security Rule Enhancements
- Staff Awareness & Training:
Cybersecurity training is no longer optional. Staff should be educated on phishing threats, strong password use, and multi-factor authentication (MFA) to reduce risk. - Disaster Recovery Preparedness:
Practices must maintain a plan to restore systems within 72 hours of a disruption. This includes regular backups, integrity checks, and a communication plan. - Vendor Oversight:You are now responsible for ensuring that your business associates and their subcontractors comply with HIPAA’s security standards. Annual audits and written verification are expected.
- Asset Inventory & Network Map:Practices must keep an up-to-date list of all devices, systems, and networks that store or transmit ePHI, reviewed at least once a year.
- Incident Response Planning:
A clear and tested incident response plan is essential. It should include breach identification, containment, notification, and recovery protocols. - Anti-malware and antivirus software
(including for remote work devices) - Encryption of PHI at rest and in transit
- Recommended Technical Controls:
- ○ Vulnerability scans at least twice per year
- ○ Annual penetration testing
- ○ Mandatory MFA and continuous network monitoring
- ○ Decommissioning outdated legacy systems
What Your Practice Should Do Now
- Perform a Comprehensive Risk Analysis:
Assess your entire IT ecosystem-including third-party vendors-to identify and address privacy and security vulnerabilities. - Map Data Workflows:
Understand how protected health information (PHI) moves through your systems, from intake to billing to storage and external sharing. - Upgrade Your Systems & Train Your Team:
Implement security updates and train staff regularly to maintain awareness and prevent breaches. - Work with Experts:
Don’t rely solely on a general IT provider. Partner with specialists in HIPAA compliance and healthcare data security to ensure you’re meeting all requirements.
Why It Matters
The consequences of non-compliance are steep:
- Fines starting at $3,500 and climbing to $1 million+ for serious violations
- Corrective action plans are monitored by federal agencies for up to three years
- Damage to patient trust, reputation, and financial stability
These new HIPAA updates are designed to strengthen privacy, improve patient rights, and guard against rising cyber threats. Proactively adapting to these changes isn’t just about avoiding penalties – it’s about building a safer, more transparent, and more inclusive healthcare environment.
If your compliance officer needs assistance with HIPAA, check out Aris Medical Solutions online HIPAA Keeper™. This is a comprehensive, all-in-one solution designed to simplify HIPAA compliance. Organized into an easy-to-follow 7-Step process, it helps compliance officers quickly locate and complete all required policies and forms. Starting at just $99 per month, it offers an affordable way to protect your organization from potentially devastating fines and penalties.
