NexaSpeech: HIPAA Compliance for Medical Transcription

Healthcare providers face a critical challenge: documenting patient encounters accurately while maintaining strict HIPAA compliance. NexaSpeech solves both problems with enterprise-grade security and medical-grade accuracy.

Why HIPAA Compliance Matters

The stakes are high:

• Fines: $100 to $50,000 per violation
• Criminal penalties: Up to 10 years in prison for willful neglect
• Reputation damage: Loss of patient trust
• Operational disruption: Investigations and audits

Traditional transcription services often fall short on compliance:

• Third-party transcriptionists access PHI without proper training
• Audio files transmitted via insecure channels
• Data retention policies unclear or non-compliant
• No audit trails of who accessed what and when

How NexaSpeech Ensures HIPAA Compliance

1. Encryption at Rest and in Transit

Data in Transit:

• TLS 1.3 encryption for all API communications
• End-to-end encryption from recording to transcript delivery
• No unencrypted data transmission at any point

Data at Rest:

• AES-256 encryption for all stored audio and transcripts
• Encryption keys managed via AWS KMS with automatic rotation
• Separate encryption keys per customer (multi-tenant isolation)

2. Access Controls and Authentication

Role-Based Access Control (RBAC):

• Granular permissions (admin, transcriptionist, physician, readonly)
• Multi-factor authentication (MFA) required for all users
• Session timeout and automatic logout
• IP whitelisting for sensitive environments

Audit Logging:

• Every access logged with timestamp, user, action, and IP
• Immutable audit trails (tamper-evident)
• Real-time alerts for suspicious activity
• Compliance reports generated automatically

3. Business Associate Agreement (BAA)

NexaSpeech provides a comprehensive BAA that covers:

• Use and disclosure of PHI
• Safeguards to protect PHI
• Incident response and breach notification
• Subcontractor agreements (if applicable)
• Right to audit and inspect security practices
• Data return or destruction upon contract termination

We sign BAAs with all healthcare customers before onboarding.

4. Data Retention and Deletion

Configurable Retention Policies:

• Automatic deletion after 30, 60, 90 days, or custom period
• Compliant with state-specific medical record retention requirements
• Permanent deletion (7-pass DOD 5220.22-M wipe)
• Certificate of destruction provided upon request

Patient Right to Request Deletion:

• API and UI for patients to request PHI deletion
• Automated workflow to fulfill deletion requests within 30 days
• Verification and confirmation sent to patient

5. Physical and Network Security

Infrastructure:

• Hosted on HIPAA-compliant AWS infrastructure (us-east-1, us-west-2)
• SOC 2 Type II certified data centers
• Redundant systems with 99.9% uptime SLA
• DDoS protection and intrusion detection

Network Segmentation:

• PHI stored in isolated VPCs with no internet access
• Database access only via private subnets
• Web application firewall (WAF) for API endpoints
• Regular penetration testing by third-party security firms

6. Workforce Training and Policies

Employee Requirements:

• Background checks for all employees with PHI access
• Annual HIPAA training and certification
• Signed confidentiality agreements
• Insider threat monitoring

Incident Response:

• 24/7 security operations center (SOC)
• Breach notification protocol (within 60 days)
• Forensic analysis and remediation
• Coordination with HHS Office for Civil Rights (OCR)

Medical Accuracy: The Other Half of Compliance

HIPAA compliance alone isn't enough—transcripts must be clinically accurate.

Medical Terminology Training

NexaSpeech's AI is trained on:

• 1M+ hours of medical dictation across 30+ specialties
• Standard medical vocabularies (ICD-10, CPT, SNOMED CT, RxNorm)
• Specialty-specific terms (cardiology, oncology, radiology, etc.)
• Pharmaceutical drug names and dosages

Continuous Learning

Our models improve through:

• Physician feedback loops: Corrections feed back into training
• Specialty customization: Train on your specific terminology
• Regional accent adaptation: Optimize for your location and demographics

Accuracy Metrics

• Overall accuracy: 99%+ on clean audio
• Medical term accuracy: 98%+ on drug names, procedures, diagnoses
• Proper noun accuracy: 97%+ on physician and patient names

Real-World Use Cases

1. Primary Care Clinic (10 Physicians)

Challenge:

• Physicians spending 2+ hours daily on documentation
• Manual transcription cost: $15,000/month
• 5-7 day turnaround time

NexaSpeech Solution:

• Real-time transcription via mobile app during patient visits
• Auto-population of EHR fields (chief complaint, diagnosis, plan)
• Same-day clinical notes

Results:

• 75% reduction in documentation time
• $180,000 annual savings
• Improved physician satisfaction and patient throughput

2. Specialty Surgical Practice

Challenge:

• Complex operative reports with specialty terminology
• Compliance risk with offshore transcription vendors
• Inconsistent quality across transcriptionists

NexaSpeech Solution:

• Custom model trained on 500 past operative reports
• Specialty vocabulary for orthopedic procedures
• On-premise deployment for air-gapped environment

Results:

• 99.5% accuracy on surgical terms
• HIPAA compliance fully documented
• 50% faster turnaround vs. previous vendor

3. Mental Health Telehealth Provider

Challenge:

• High volume of virtual sessions needing transcription
• Sensitive patient content requiring strict privacy
• Integration with EMR system

NexaSpeech Solution:

• Zoom integration for automatic session recording and transcription
• Speaker diarization to separate therapist and patient speech
• API connection to EMR for automated note creation

Results:

• 100% of sessions transcribed within 1 hour
• Zero manual data entry
• Therapists focus on care, not documentation

Implementation Checklist

Before You Start

• [ ] Complete security questionnaire with your IT/compliance team
• [ ] Review and sign Business Associate Agreement (BAA)
• [ ] Conduct risk assessment (we provide template)
• [ ] Define data retention policy
• [ ] Plan user access roles and permissions

During Onboarding

• [ ] Configure single sign-on (SSO) with your identity provider
• [ ] Set up encryption keys and access controls
• [ ] Train custom vocabulary (optional, for specialty terms)
• [ ] Integrate with EHR/EMR (via API or HL7)
• [ ] Conduct pilot with 3-5 physicians

Ongoing Compliance

• [ ] Quarterly security reviews and penetration tests
• [ ] Annual HIPAA risk assessments
• [ ] Audit log reviews (monthly or as required)
• [ ] Employee training refreshers
• [ ] Incident response drills

Pricing for Healthcare Providers

HIPAA-Compliant Plans Start at $0.10/minute:

• Starter: $0.10/min, up to 100 hours/month
• Professional: $0.07/min, up to 1,000 hours/month, priority support
• Enterprise: Custom pricing, dedicated infrastructure, BAA included, 24/7 support

All plans include:

• Business Associate Agreement (BAA)
• Encryption and access controls
• Audit logs and compliance reports
• Integration support

Frequently Asked Questions

Q: Can I use NexaSpeech for telemedicine visits?

Yes. Integrate via Zoom, Microsoft Teams, or our web SDK for browser-based recording.

Q: What happens if there's a data breach?

We notify you within 24 hours and HHS within 60 days (as required). Full forensic investigation and remediation included.

Q: Can I store transcripts on-premise?

Yes. Enterprise customers can deploy NexaSpeech on-premise or in a private cloud for full data control.

Q: Does NexaSpeech replace my medical scribe?

It can. Many customers use NexaSpeech instead of scribes, saving $30-50K per physician annually.

Q: How do I get started?

Schedule a demo, sign a BAA, and we'll onboard your first physicians within 1 week.

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Ready to reduce documentation burden while maintaining HIPAA compliance?

Contact Nexaverse AI to schedule a demo and receive a custom BAA for your practice.