Facility Access Policy

Praktice AI works with Subcontractors to assure restriction of physical access to systems used as part of the Praktice AI Platform. Praktice AI and its Subcontractors control access to the physical buildings/facilities that house these systems/applications, or in which Praktice AI workforce members operate, in accordance to the HIPAA Security Rule 164.310 and its implementation specifications. Physical Access to all of Praktice AI facilities is limited to only those authorized in this policy. In an effort to safeguard ePHi from unauthorized access, tampering, and theft, access is allowed to areas only to those persons authorized to be in them and with escorts for unauthorized persons. All workforce members are responsible for reporting an incident of unauthorized visitor and/or unauthorized access to Praktice AI’s facility.
Of note, Praktice AI does not physically house any systems used by its Platform in Praktice AI facilities. Physical security of our Platform servers is outlined in §1.3.
10.1 Applicable Standards
10.1.1 Applicable Standards from the HITRUST Common Security Framework
08.b - Physical Entry Controls
08.d - Protecting Against External and Environmental Threats
08.j - Equipment Maintenance
08.l - Secure Disposal or Re-Use of Equipment
09.p - Disposal of Media
10.1.2 Applicable Standards from the HIPAA Security Rule
164.310(a)(2)(ii) Facility Security Plan
164.310(a)(2)(iii) Access Control & Validation Procedures
164.310(b-c) Workstation Use & Security
10.2 Praktice AI-controlled Facility Access Policies
Visitor and third party support access is recorded and supervised. All visitors are escorted.
Repairs are documented and the documentation is retained.
Fire extinguishers and detectors are installed according to applicable laws and regulations.
Maintenance is controlled and conducted by authorized personnel in accordance with supplier-recommended intervals, insurance policies and the organizations maintenance program.
Electronic and physical media containing covered information is securely destroyed (or the information securely removed) prior to disposal.
The organization securely disposes media with sensitive information.
Physical access is restricted using locks.
Restricted areas and facilities are locked and when unattended (where feasible).
Only authorized workforce members receive access to restricted areas (as determined by the Security Officer).
Access and keys are revoked upon termination of workforce members.
Workforce members must report a lost and/or stolen key(s) to the Security Officer.
Enforcement of Facility Access Policies
Report violations of this policy to the restricted area’s department team leader, supervisor, manager, or director, or the Privacy Officer.
Workforce members in violation of this policy are subject to disciplinary action, up to and including termination.
Visitors in violation of this policy are subject to loss of vendor privileges and/or termination of services from Praktice AI.
Workstation Security
Workstations may only be accessed and utilized by authorized workforce members to complete assigned job/contract responsibilities.
All workforce members are required to monitor workstations and report unauthorized users and/or unauthorized attempts to access systems/applications as per the System Access Policy.
All workstations purchased by Praktice AI are the property of Praktice AI and are distributed to users by the company.