Assigned Security Responsibility Policy

5. Procedures

1. DESIGNATION

1.1 The Practice Administrator/Owner of [PRACTICE NAME] hereby designates [SECURITY OFFICER NAME] as the Security Officer, effective [EFFECTIVE DATE].

1.2 The designation shall be documented in writing through the Security Officer Designation Letter, signed by the Practice Administrator/Owner and acknowledged by the designee.

1.3 If the Security Officer is unable to serve (due to departure, leave, or incapacity), the Practice Administrator/Owner shall designate a replacement within [NUMBER — recommended 30] calendar days. During any interim period, the [PRACTICE ADMINISTRATOR/PRIVACY OFFICER/BACKUP DESIGNEE] shall serve as acting Security Officer.

2. AUTHORITY AND RESOURCES

2.1 The Security Officer shall have the authority to: develop, implement, and enforce HIPAA security policies and procedures across the organization, access all systems and areas where ePHI is created, received, maintained, or transmitted for security assessment purposes, require workforce members to cooperate with security audits, risk analyses, and investigations, recommend disciplinary action for security policy violations (in coordination with the Privacy Officer and Practice Administrator), and engage external security consultants or vendors as needed (with budgetary approval).

2.2 The Practice Administrator/Owner shall allocate sufficient time, budget, and resources for the Security Officer to fulfill their duties, including time for training, continuing education, and attendance at relevant compliance conferences.

3. DUTIES AND RESPONSIBILITIES

3.1 The Security Officer's duties include, but are not limited to: - Conducting and maintaining the organization-wide risk analysis per 45 CFR § 164.308(a)(1)(ii)(A) - Developing and implementing risk management measures per 45 CFR § 164.308(a)(1)(ii)(B) - Developing, distributing, and maintaining all HIPAA security policies and procedures - Coordinating the security awareness and training program per 45 CFR § 164.308(a)(5) - Managing security incident response per 45 CFR § 164.308(a)(6) - Overseeing the contingency plan per 45 CFR § 164.308(a)(7) - Conducting or coordinating periodic evaluations of the security program per 45 CFR § 164.308(a)(8) - Managing business associate security requirements per 45 CFR § 164.308(b) - Ensuring physical and technical safeguards are implemented and maintained - Reporting to practice leadership on the status of the security program at least [QUARTERLY/ANNUALLY] - Maintaining all required security documentation for a minimum of six years per 45 CFR § 164.316(b)(2)(i)

4. REPORTING STRUCTURE

4.1 The Security Officer shall report to [PRACTICE ADMINISTRATOR/OWNER/BOARD — specify] on security matters.

4.2 The Security Officer shall provide a written security status report to practice leadership at least [QUARTERLY/ANNUALLY], covering: risk analysis status and open remediation items, security incident summary, training completion rates, policy review status, and upcoming security priorities.

5. QUALIFICATIONS

5.1 The Security Officer should possess or develop knowledge of: HIPAA Security Rule requirements, information security principles and best practices, the practice's information technology environment, risk assessment methodologies, and healthcare operations.

5.2 The Security Officer shall participate in ongoing security education and training to maintain current knowledge.

6. Roles & Responsibilities

Practice Administrator/Owner ([ADMINISTRATOR NAME]): Formally designates the Security Officer. Provides authority, budget, and organizational support. Reviews security status reports. Approves major security investments and policy decisions.

Security Officer ([SECURITY OFFICER NAME]): Fulfills all duties described in this policy. Serves as the primary point of contact for HIPAA security matters. Coordinates with the Privacy Officer on overlapping privacy and security issues.

Privacy Officer ([PRIVACY OFFICER NAME]): Coordinates with the Security Officer on matters that cross both Privacy and Security Rule requirements. Ensures privacy policies and security policies are aligned.

All Workforce Members: Cooperate with the Security Officer in the execution of their duties. Follow all security policies and procedures. Report security concerns to the Security Officer.

7. Review Schedule

This policy shall be reviewed at least annually and updated whenever the Security Officer designation changes. If the designated Security Officer departs the organization, this policy must be updated within 30 days to reflect the new designee.

8. Regulatory References

45 CFR § 164.308(a)(2) — Assigned security responsibility (Required) 45 CFR § 164.530(a)(1) — Personnel designations — Privacy Officer (Required, Privacy Rule parallel) 45 CFR § 164.316(a) — Policies and procedures (Required) 45 CFR § 164.316(b) — Documentation requirements 45 CFR § 164.316(b)(2)(i) — Time limit for document retention (6 years)