Access Controls
Technical policies and procedures that allow only authorized persons or software programs to access ePHI.
1 min read · Last reviewed May 23, 2026
At a glance
- Category
- Security
- Primary sources
- 2
- Workspace handoff
- compliance binder →
Where this comes up
This sits inside the security risk analysis under 45 CFR 164.308(a)(1)(ii)(A) — workstation controls, EHR access roles, ePHI transmission encryption, audit logging, vendor risk, and incident response. Reviewers expect dated evidence of the control, not a policy PDF that says it exists.
Full definition
What it is in practice
45 CFR 164.312(a) requires unique user identification, emergency access procedures, automatic logoff (addressable), and encryption/decryption (addressable). Role-based access control is the standard implementation pattern.
How it shows up in your practice
Avoid shared logins; assign every workforce member a unique ID. Set automatic logoff to a reasonable interval (commonly 10-15 minutes). Review access reports quarterly and revoke promptly at termination.
Sources
- 45 CFR 164.312 — Technical safeguardshttps://www.ecfr.gov/current/title-45/section-164.312
- NIST SP 800-66 Rev. 2 — HIPAA Security Rule Implementation Guidehttps://csrc.nist.gov/pubs/sp/800/66/r2/final
Audit access controls in the Compliance Binder
Open compliance binder →Related terms
- SecurityRole-Based Access Control (RBAC)An access control model that grants permissions based on the workforce member's role rather than to each individual.
- SecurityTechnical SafeguardsTechnology and the policy and procedures for its use that protect ePHI and control access to it.
- SecurityAudit LogA record of system activity (logins, record access, configuration changes) that can be reviewed to detect inappropriate access or system compromise.
- SecurityWorkforce Termination ProceduresProcedures that promptly remove workforce member access to ePHI upon termination of employment or change of role.
D3rx is a healthcare-billing and compliance research aid maintained by D3rx Inc. Articles are drafted by an LLM (Anthropic Claude) against primary HHS, OCR, CMS, eCFR, NIST, and state-regulator publications, and reviewed for restraint and source fidelity by the D3rx team.
Reviewer status: a named credentialed reviewer (CHC, CHPC, or healthcare attorney) is being engaged. Until that engagement is finalized, this page does not claim credentialed review.
Related across the archive
- GlossaryAudit LogA record of system activity (logins, record access, configuration changes) that can be reviewed to detect inappropriate access or system compromise.
- GlossaryRole-Based Access Control (RBAC)An access control model that grants permissions based on the workforce member's role rather than to each individual.
- GlossaryTechnical SafeguardsTechnology and the policy and procedures for its use that protect ePHI and control access to it.
- GlossaryWorkforce Termination ProceduresProcedures that promptly remove workforce member access to ePHI upon termination of employment or change of role.
- GlossaryFacility Access ControlsPhysical safeguards controlling who can enter facilities containing ePHI.
- ComplianceAnnual HIPAA Training Curriculum (What to Cover + How to Document)A 2026 annual HIPAA training curriculum for small healthcare practices — eight required modules under 45 CFR 164.530(b) and 45 CFR 164.308(a)(5), with documentation templates.
- RegulationNIST Cybersecurity Framework 2.0The 2024 update to the NIST CSF added the Govern function alongside Identify, Protect, Detect, Respond, and Recover — providing a common language for organizational cybersecurity risk management.
- SRAHIPAA Contingency Plan for a Small PracticeWhat the Security Rule contingency plan standard at 45 CFR 164.308(a)(7) actually requires, including data backup, disaster recovery, emergency mode operation, and testing — for a small practice.
This glossary entry is a research aid for billing and compliance staff. It does not provide legal, medical, or financial advice and does not replace counsel. References cited link to primary sources at HHS, OCR, CMS, eCFR, NIST, and the relevant payer or industry body.