Preparing for Future Changes: Anticipated Updates to HIPAA Regulations by 2025 and Their Impact on Healthcare Practices

The Health Insurance Portability and Accountability Act (HIPAA) has been the main rule for protecting patient data privacy and security in the United States. It was created to protect Protected Health Information (PHI). HIPAA sets rules for healthcare providers, insurance companies, and business associates who handle this data. The Privacy Rule keeps patient information private. The Security Rule requires protections for electronic Protected Health Information (ePHI).

The biggest update to the HIPAA Security Rule will happen in late 2025 or early 2026. This change was proposed in January 2025 in the Notice of Proposed Rulemaking (NPRM). It answers the rise in cyberattacks on healthcare data.

The Department of Health and Human Services (HHS) reports that cyberattacks on healthcare increased by 55% in 2024. This puts millions of patient records at risk. Ransomware attacks caused the death of one Medicare patient each month in the U.S. This shows how weak cybersecurity can harm real people.

The new rules will make some protections mandatory that were optional before. These include:

• Mandatory encryption of ePHI to stop unauthorized access.
• Multi-factor authentication (MFA) for all systems that access ePHI.
• Annual risk analysis with full documentation, including technology lists and network maps.
• Annual audits, penetration testing, and vulnerability scanning twice a year to keep security strong.
• Faster responses to incidents with critical systems restored within 72 hours after a breach is found.
• Business associates must also follow these rules, certify their security yearly, and report contingency plan activations within 24 hours to covered entities.

These requirements follow cybersecurity frameworks like the National Institute of Standards and Technology (NIST) CSF 2.0 and the Center for Internet Security (CIS) Critical Security Controls v8.1. They aim to move healthcare from simple compliance to a stronger security approach that can adjust to new threats.

New Privacy Protections for Reproductive Health Data

HIPAA will also add new privacy rules for reproductive health data. Starting January 1, 2025, “reproductive health care” is defined to include contraception, fertility treatments, miscarriage care, and terminations.

If reproductive health data is shared without permission, it will count as a reportable breach under the HIPAA Privacy Rule. Healthcare providers must improve their policies, train staff, and put controls in place to protect this sensitive data.

Patients will get better notices about their rights concerning reproductive health data. Healthcare practices will face challenges updating consent forms, training front-office staff, and changing how they give these notices before the deadline on February 16, 2026.

Impact of Updated Breach Notification Rules on Healthcare Providers

The Federal Trade Commission (FTC) updated the Health Breach Notification Rule in April 2024. The rule now includes health apps and websites that HIPAA did not cover before. This reflects the rise of digital tools in healthcare and more health data outside traditional settings.

The new rule says organizations must tell affected individuals and authorities about breaches involving 500 or more records within 60 days of discovery. It also requires faster breach reports for apps and services patients use directly. This makes breach management more complicated for providers working with third-party apps.

Healthcare groups must check contracts and ensure that business associates handling digital health platforms follow these notification rules.

Telehealth and Remote Work: Expanding Areas of Risk and Compliance

Telehealth has grown fast in recent years. This growth brings new challenges for HIPAA compliance. Patient data now moves through many places, such as home offices and cloud telehealth platforms. Healthcare groups must keep this data safe in many locations.

The new HIPAA rules focus on strong access controls, encryption, and ongoing monitoring. IT managers must create policies that include:

• Safe telehealth platforms with encrypted communication.
• Access limits based on the user’s role and device.
• Rules to limit the use of personal devices for ePHI or using mobile device management.
• Training telehealth and front-office staff on privacy for remote care.

These steps help lower the risks from telehealth and remote work settings.

Operational Impact on Medical Practice Administrators and IT Managers

Medical practice administrators and IT managers need to do more risk checks and update internal policies. They must also train employees more often because enforcement is stricter.

Regular testing of security systems with penetration tests and vulnerability scans is important. This helps find weak spots before attackers do.

Admins must keep good records of compliance work, breach responses, and patient communications. Such records are important during audits by the Office for Civil Rights (OCR). The OCR will keep auditing HIPAA Security Rule compliance in 2024 and later.

Healthcare leaders should plan for needed security upgrades, staff training, and compliance checks. Getting support from the whole organization helps overcome issues like limited resources or reluctance to change.

AI and Workflow Automations: New Tools for Compliance and Front-Office Efficiency

The changes in rules have led many healthcare groups to use AI and automation for HIPAA compliance and to improve office work.

One focus is phone management and patient communication. Companies like Simbo AI offer AI solutions that handle calls and answering services. This reduces human errors that can cause HIPAA violations, such as accidentally sharing PHI.

Simbo AI’s technology automates call routing, appointment scheduling, and patient questions while keeping data safe according to HIPAA. Automation helps staff focus more on patient care and following rules.

Besides phone work, AI can watch network activity and alert IT teams of strange access or breaches. This supports the new rules for logging activity and quick incident response. AI can also help find risks in security systems faster than manual checks.

Electronic Health Record (EHR) systems like Epic are adding AI tools to keep patient data accurate and secure. Blockchain technology is also being used to make permanent records of data access and sharing.

These technologies help healthcare groups follow stricter HIPAA rules and improve patient experience and office work.

Preparing for Organizational and Cultural Change

Following the new HIPAA rules will need not only technical fixes but also changes in the workplace culture. Greg Wahlstrom, a healthcare consultant, stresses the need for planning, ongoing staff training, and careful use of technology to handle rule changes.

Healthcare leaders should involve everyone from front-office to clinical and IT staff in compliance work. Regular training, team policy meetings, and patient education can build a culture of security and openness.

Organizations may also join national groups like the National Association of Healthcare Access Management (NAHAM). NAHAM offers webinars and certificates to help staff understand rule changes and patient access better. NAHAM’s focus on leadership and patient care helps practices adjust smoothly.

Working with policy groups like the American Hospital Association (AHA) helps organizations stay updated on laws. This helps with flexible policies and early adjustments.

Risk Management and Future Compliance Strategies

Healthcare groups should start checking where their current systems and policies fall short. This should happen before the 180-day deadline after the final rule is published. Steps include:

• Mapping all users, data folders, and permissions to see access points and weak spots.
• Reviewing business associate agreements to make sure partners follow rules.
• Improving network security with encryption, firewalls, and separation.
• Writing incident response plans that match the 72-hour system restoration requirement.
• Scheduling regular penetration tests and audits to stay ready.

Business associates will also have to certify their security yearly and report contingency plan activations quickly. Healthcare providers should include these duties in their compliance programs.