| | Using WS_FTP Pro & Server for Secure Transcription
The Need For Secure File Transfer
From medical transcription to legal transcription and everything in between, WS_FTP Pro and WS_FTP Server can help an individual or an entire organization securely transfer sensitive, confidential data. These days, security is essential, especially for individuals and organizations dealing with confidential data. WS_FTP Pro and WS_FTP Server provide 128-bit SSL (Secure Socket Layer) encryption for meeting security standards such as those required in the medical industry for HIPAA compliance. All industries and organizations can benefit from secure file transfer. However, this article focuses on the transcription industry, specifically medical transcription.
Overall Benefits of Sesucre File Transfer- Sets your business apart from the non-secure competition
- Increases productivity by automating a process to securely send and receive files via the Internet
- Saves on shipping costs exchanging files via snail mail
- Decreases liability for compromised confidential data
Secure File Transfer vs. Email Attachments
Secure file transfer is an un-compromised and more efficient alternative to email. The advantages of using secure file transfer versus email attachments to transfer secure, confidential data include:
- Secure file transfer provides access to users only via a secure Username and Password. Email is insecure. No Username and Password are needed to access it.
- Secure file transfer supports compression when you use SSH to transfer files. Email attachments are not compressed.
- Secure file transfer uses the highest levels of encryption to secure data. Email is unencrypted.
- Secure file transfer does not create issues with blocked file attachments. Email attachments are subject to firewalls blocking attachments that may be considered a virus.
- Secure file transfer is not subject to blocked file attachments or limitations on file size. Anti-Spam blockers are now blocking attachments or limiting the size of the attachments.
Secure, HIPAA-Compliant Medical Transcription - An Example
So, you want to set up secure file transfer. Are you an individual working from home or are you a network administrator or IT manager tasked with setting up secure file transfer for your organization?
Individuals
Here's the good news! All you will need is WS_FTP Pro secure file transfer client. First, check with the doctor's office or transcription company you work for to see if there is a secure (either SSL or SSH supported) FTP server you can access. If so, ask if a user directory can be set up for you.
You will need 3 pieces of information to access the server:
- The host name or IP address of the secure server
- Your User ID
- Your Password
Once you have this information, you will need to configure WS_FTP Pro with a site profile that will act as a favorite each time you wish to connect to the server. You will only have to set this up once, just like your web browser favorites.
Upon installation of WS_FTP Pro, you can use the WS_FTP Pro QUICK START GUIDE to configure this information. Click here to begin the Quick Start Guide.
When you are setting up the site profile, click on the Advanced tab to specify SSL or SSH encryption, depending on which type of encryption the server you are accessing uses.
Organizations
Your users will need to make the same configurations as the individuals we just discussed in order to secure their client software. Then, you will need to set up WS_FTP Server and configure it to use SSL. WS_FTP Server comes with it's own 128-bit encrypted certificate that you will sign and configure for your organization. Ipswitch offers free, 30-day evaluation software that you can test with.
Once you have downloaded the evaluation software, check out the WS_FTP Server online manual in PDF or HTML for easy-to-follow, step-by-step set up instructions. These manuals, as well as other support resources, can be found on our support page.
Please note, due to Encryption Export Compliance Laws, evaluation software is only 40-bit encryption. However, you can use the evaluation software to test that the SSL is working, then install the purchased version to the same directory as the evaluation version when you are ready. This install will drop in the 128-bit dll, shut off the timer, and maintain all of your settings and configurations. WS_FTP Pro and Server also support all the industry standard file formats for dictation including WAV, VOX, DSS and MP3.
Once the SSL is set up, your users will be able to connect securely to WS_FTP Server with WS_FTP Pro client software, securing both the login information and the data that's being transferred. To increase the level of encryption, you can tell WS_FTP Server to force the SSL encryption, meaning that the server will ONLY accept secure logins.
What if you need a more custom solution to integrate with already existing processes and software? Simply use the WS_FTP Pro SECURE Software Development Kit to develop a custom solution. That is exactly what Jeff Killer, CTO for Avasa Systems, LLC did to add secure FTP, quickly and easily, to their Avasa Medical Management solution called Progressive Medical Office. For more information regarding HIPAA solutions, including our HIPAA white paper, please visit our HIPAA website.
The AAMT (American Association for Medical Transcription) provides recommendations and suggestions for HIPAA compliancy.
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