HIPAA-Compliant Healthcare Outsourcing
How We Protect Your PHI
A complete breakdown of the security controls, workforce safeguards, vendor arrangements, and insurance coverage Staffingly, Inc. maintains as a HIPAA compliant outsourcing provider for 800+ U.S. healthcare providers. Top-rated healthcare assistants with HIPAA compliance training, SOC 2 Type II attestation, HITRUST CSF certification, ISO 27001:2022, GDPR, and signed BAAs on every engagement.
Four independent layers protect your patients’ PHI.
Workforce, identity, endpoint, and the Venn Blue Border enclave. A breach at any single layer does not expose PHI.
- 01A Note from the CEO
- 02Certifications & Attestations
- 03Business Associate Agreement (BAA)
- 04Data Security & Encryption
- 05Workforce Safeguards
- 06Endpoint & Device Safeguards
- 07Access Model for Client Systems
- 08Microsoft 365 E5 Layer
- 09Physical Safeguards
- 10Incident Response & Breach Notification
- 11Insurance Coverage
- 12Client Confidentiality Pledge
- 13Provider FAQ
- 14Compliance & Security Contact
When you hand us your patient data, you are also handing us your HIPAA license. I take that personally. Every control on this page exists because a provider, a compliance officer, or a CISO asked us a real question and we had to answer it with receipts.
This page is not marketing. It is a technology-stack level description of what we actually run across our people, systems, and vendors. Certificate numbers, carrier limits, policy scope, the Microsoft stack, the access model, the incident response process. If we do not do it today, it is not on this page.
If you are a procurement lead, a legal team, or a CISO doing vendor diligence, the full whitepaper has everything you need for a formal review. If something is missing, reach out through our contact page and I will get you what you need.
– Dan Nandan, President & CEO, Staffingly, Inc.
What Certifications Does Staffingly Hold?
Staffingly maintains an integrated compliance program aligned to the frameworks below, positioning us as a SOC 2 Type II healthcare outsourcing partner and HITRUST certified healthcare BPO. Certificate PDFs are available for verification on request. All certificates are maintained active with scheduled surveillance and renewal activities.
| Framework | Scope | Issuing Body | Certificate / Reference |
|---|---|---|---|
|
SOC 2 Type II
|
Security and Confidentiality trust services criteria | Jay Maru CPA LLC (Prudence Advisors) | Clean opinion, zero exceptions |
|
HIPAA
|
Covered Entity / Business Associate program | United International Certifications Ltd. (UICL) | Cert No. 909473/2024/U |
|
HITRUST CSF
|
Information security management | United International Certifications Ltd. (UICL) | Cert No. 714992/2025/U |
|
ISO/IEC 27001:2022
|
Information Security Management System | Magnitude Management Services | Cert No. 24MEQTJ05 |
|
GDPR
|
Personal data protection program | United International Certifications Ltd. (UICL) | Cert No. 415009/2025/U |
State licensure: Staffingly, Inc. is a regulated business by the New Jersey Division of Consumer Affairs as a Temp/Consulting help provider (License No. CT006693). Status is active. Our Piscataway headquarters has been formally inspected by the state as part of the licensure process.
Business Associate Agreement (BAA)
Staffingly, Inc. signs a Business Associate Agreement with every client before any Protected Health Information (PHI) access is granted. The BAA covers the full scope of HIPAA Privacy, Security, and Breach Notification Rule requirements under 45 CFR Parts 160 and 164.
We also maintain executed Business Associate Agreements with upstream vendors where PHI may be processed or stored, including:
- Microsoft – Covering Microsoft 365 / Azure services used for identity, endpoint, email, collaboration, and data protection.
- Amazon Web Services (AWS) – Covering AWS cloud infrastructure used for hosting and storage under our executed AWS Business Associate Addendum; PHI is created, received, maintained, or transmitted only on HIPAA-eligible services.
- Google – Covering Google Workspace services used for email and collaboration under Google’s HIPAA Business Associate Agreement.
- Nextiva – Covering the Nextiva cloud phone system used for patient and practice communications under Nextiva’s HIPAA Business Associate Agreement.
- Venn – Provider of the Venn Blue Border™ secure workspace used in Pattern B engagements; BAA with Venn on file for PHI handling under the platform’s HIPAA, SOC 2, PCI-DSS, FINRA, and CMMC control set.
Critically, the chain of accountability does not break when work is delegated. Every Staffingly employee, subcontractor, and agent who accesses PHI is bound in writing to the same HIPAA restrictions and conditions that apply to Staffingly under your BAA, as required by 45 CFR 164.502(e)(1)(ii). A signed BAA is what legally turns an outsourcing vendor into an accountable Business Associate, gives you breach-notification and audit rights, and keeps your practice defensible under an OCR review. That is why we sign one before any PHI access is granted, never after.
Client-specific BAA addenda, attestations, security questionnaires, and user compliance confirmations are accommodated as part of the onboarding workflow. Where a client requires a client-specific NDA or compliance questionnaire, the assigned Staffingly employees sign that instrument before access is provisioned.
BAAs, attestations, and related compliance documentation are available on request during procurement review.
Data Security & Encryption
PHI is protected with multiple layers of encryption, identity controls, and continuous monitoring. Nothing in this layer is aspirational. Every control is enforced centrally and verified through compliance monitoring.
Encryption at Rest
AES-256 full-disk encryption on every Staffingly-managed workstation (BitLocker on Windows). Server-side storage in the managed workspace is AES-256 encrypted with RAID 10 redundancy.
Encryption in Transit
TLS 1.2 or higher for all transport. AES-256 encrypted VPN for remote access. No unencrypted PHI transport is permitted.
Multi-Factor Authentication (MFA)
2FA enforced at sign-in to every Staffingly-managed workstation via Microsoft Entra ID / Windows Hello and conditional access. Additionally enforced for Microsoft 365, VPN, and every client remote-access channel that supports it. Password-only access is blocked by conditional access policy.
Role-Based Access Control
Access is provisioned on a minimum-necessary, role-based basis. Each employee has a unique login; credential sharing is strictly prohibited and is grounds for termination. Access is revoked immediately on termination or role change.
Continuous Monitoring
User activity on Staffingly-managed systems is logged and auditable. 24×7 SIEM-based log collection with real-time alerting into Staffingly IT and Compliance.
Data Loss Prevention (DLP)
Microsoft Purview DLP blocks personal cloud storage (personal OneDrive, Google Drive, Dropbox, iCloud). USB mass storage blocked at the endpoint level. Screenshots, printing, and clipboard redirection restricted on client sessions.
How Does Staffingly Train and Vet Its Healthcare Outsourcing Workforce?
Every Staffingly team member who may access client systems or PHI is onboarded through a documented compliance program before being assigned to any client work. That’s how we stay one of the top-rated healthcare assistants with HIPAA compliance among HIPAA compliant outsourcing providers serving U.S. practices and enterprise health systems.
HIPAA Training and Annual Refresher
- Every employee completes HIPAA Privacy, Security, and Breach Notification training before being granted access to any client system or PHI.
- Each employee completes an annual HIPAA certification refresher. Training records and dated certificates are retained and available on request.
- Training covers minimum-necessary access, breach identification and reporting, safe PHI handling in remote work, credential hygiene, and prohibited activities (screenshots, downloads, personal storage).
Confidentiality and Non-Disclosure Agreements
- Every employee signs a Non-Disclosure Agreement and a Confidentiality and PHI Handling Agreement as a condition of employment.
- Where a client requires a client-specific NDA, attestation, or user compliance questionnaire, the assigned employees sign that instrument before access is provisioned.
- NDAs survive termination and are backed by employment contract provisions.
Background Screening and Access Discipline
- Background verification is completed for all employees prior to assignment.
- Each employee has a unique login. Credential sharing is strictly prohibited and is grounds for termination.
- Access is provisioned on a minimum-necessary, role-based basis and is revoked immediately on termination or role change.
- User activity on Staffingly-managed systems is logged and auditable.
Clinical Workforce Oversight
Over 95% of Staffingly’s workforce holds overseas medical graduate qualifications. Our team includes Overseas MDs, Registered Nurses (RNs), Doctors of Pharmacy (PharmDs), and licensed Pharmacists. In addition, Staffingly maintains one (1) actively U.S.-licensed Registered Nurse (Illinois) and one (1) actively U.S.-licensed Pharmacist (Florida), both serving from our India delivery center. This gives our engagements both scale and direct clinical oversight on U.S. engagements.
What Endpoint Controls Protect PHI on Staffingly Devices?
All workstations used to access client systems or PHI are Staffingly-managed and enrolled in Microsoft Intune for continuous policy enforcement. Personal devices are not permitted for client work.
Two-Factor Authentication
2FA enforced at sign-in via Microsoft Entra ID / Windows Hello. Enforced additionally for Microsoft 365, VPN, and every client remote-access channel that supports it. Credential-only access is blocked by conditional access.
USB & Removable Media Blocked
USB mass storage blocked at endpoint level through Intune and Microsoft Defender device control. External drives, SD cards, and MTP devices cannot be mounted or written to.
Copy/Paste & Screenshot Controls
Copy/paste and screen capture from client systems are restricted by policy. Clipboard redirection is disabled on VDI/RDP sessions where the client permits.
Personal Cloud Storage Blocked
Personal OneDrive, Google Drive, Dropbox, and iCloud are blocked by Microsoft Purview DLP and web filtering. Only approved Staffingly channels are permitted for file handling.
Print Restrictions
Local printing of PHI is disabled. Print-to-PDF of PHI is not permitted. No PHI leaves the managed environment in printed form.
Web Filtering & App Control
Outbound traffic filtered through Microsoft Defender for Endpoint network protection and SmartScreen. Personal webmail, file-sharing sites, social media, and streaming are blocked. Only IT-approved applications may run.
Full-Disk Encryption
BitLocker enforced on every Windows workstation. Automatic patching for OS and applications is enforced through Intune. Auto-lock activates at or before 5 minutes of inactivity.
EDR & Threat Intelligence
Microsoft Defender for Endpoint (EDR) runs on every workstation with tamper protection enabled. Malicious and newly registered domains are blocked automatically by Defender threat intelligence feeds.
Does PHI Actually Leave the United States When We Outsource to Staffingly?
Every Staffingly-managed endpoint runs the Venn Blue Border™ secure enclave. Two access patterns are supported, depending on whether the client provides their own remote environment.
Venn Blue Border™ secure workspace
Every Staffingly user works from a Staffingly-issued, Intune-managed workstation running Venn Blue Border™. Work applications, browser sessions, EHR/PM logins, payer portals, client VPN clients, and any temporary PHI are isolated inside a company-controlled, encrypted enclave on the device. Work apps run locally at native performance — no VDI, no streamed desktop, no virtualization layer in the user path. Every byte is governed by the enclave.
- Patented secure enclave installed on every Staffingly-managed Windows endpoint.
- AES-256 encryption of work data at rest inside the Venn Disk on the endpoint.
- TLS-tunneled egress through a static, company-dedicated IP for every byte that leaves the enclave.
- DLP on copy/paste, screen capture, downloads, uploads, peripherals, printing, and browser upload destinations — enforced inside the enclave.
- Single sign-on through Microsoft Entra ID with conditional access and MFA enforced before the enclave will open.
- Controls auditable for HIPAA, SOC 2, PCI-DSS, FINRA, and CMMC. BAA with Venn on file.
Direct access to a client-managed environment
Where a client maintains its own VDI, EHR, or practice management environment, Staffingly users connect into that environment through the client’s approved remote-access channel, launched from inside the Venn Blue Border™ enclave on the Staffingly endpoint.
- Staffingly users connect through the client’s approved remote-access channel (VPN, VDI, Citrix, AVD, RDS, RDP gateway, or portal).
- PHI remains inside the client’s environment. It is not copied to, downloaded onto, or stored on Staffingly devices.
- Access is governed by the client’s identity provider and MFA policy.
- The connecting endpoint is a Staffingly-managed workstation running the Venn Blue Border™ enclave with disk encryption, EDR, auto-lock, and automatic updates enforced.
- AES-256 encryption of work data at rest on the device
- TLS-tunneled egress through a static, company-dedicated IP
- DLP on copy/paste, screen capture, downloads, peripherals, printing
- Identity, MFA, conditional access enforced through Microsoft Entra ID
- Full audit log of work activity inside the enclave
The blue box that keeps PHI off the personal side of the device
Venn Blue Border™ is a software-defined secure enclave that installs on the worker’s machine. Work apps and PHI run inside a company-controlled, encrypted border. The personal side of the device stays private. The host operating system cannot read what is inside. So even if an endpoint is compromised, your patient data is not.
- EHR / PM logins, payer portals, and client VPN clients
- Browser sessions and any temporary work files
- AES-256 encrypted virtual disk on the endpoint
- A visible blue line marks every governed work window
- Personal apps, files, and browsing stay private
- The enclave cannot read the personal side
- No PHI ever lands on personal storage
- No read or write between the two sides
Wraps both access patterns. Whether the team connects into your own VDI or EHR (Pattern A) or works in the Staffingly-hosted workspace (Pattern B), every session runs inside the Blue Border. Controls auditable for HIPAA, SOC 2, PCI-DSS, FINRA, and CMMC per Venn product documentation. BAA with Venn on file.
The common concern answered directly: Industry guidance (including HHS-OIG and the Office for Civil Rights) notes that a vendor’s physical team location matters less than where the PHI actually lives. In Pattern A, the patient data does not leave your environment at all. Our team reaches into your system with credentialed access under your IdP and MFA. This is the same access model most domestic revenue-cycle and use-management vendors use.
Microsoft 365 E5 Security Layer
Staffingly operates on Microsoft 365 E5 under an active HIPAA Business Associate Agreement with Microsoft. The E5 security suite provides our identity, endpoint, email, collaboration, and data-protection stack.
| Component | What It Covers |
|---|---|
| Microsoft 365 HIPAA BAA | Active Business Associate Agreement with Microsoft covering Microsoft 365 / Azure services used by Staffingly. |
| Entra ID (Azure AD) | Identity, conditional access, device compliance, MFA enforcement on 100% of users. |
| Defender for Endpoint | EDR/XDR on all Staffingly-managed workstations and servers. |
| Defender for Office 365 | Advanced phishing, malware, and business email compromise protection on email and Teams. |
| Microsoft Purview | Data Loss Prevention, sensitivity labels, audit logging, eDiscovery. |
| Microsoft Intune | Mobile device management and compliance policies on all endpoints (encryption, auto-lock, patching, USB lockdown). |
| Exchange Online / OneDrive / SharePoint | Encrypted mail and storage under the Microsoft BAA. Retention and legal hold configured. |
| Teams | Encrypted collaboration. External sharing controlled by policy. Meeting recordings governed. |
What Physical Safeguards Protect Staffingly Facilities?
- Staffingly’s Piscataway, NJ corporate office has been formally inspected by the NJ Division of Consumer Affairs as part of state licensure (License No. CT006693).
- Overseas delivery operations run from controlled-access facilities with visitor logging, badge access, biometric access, and surveillance.
- Workstations are locked when unattended and auto-lock at 5 minutes of inactivity.
- Screens are positioned away from public view. PHI is only handled in private, secure workspaces.
- PHI may not be printed, photographed, screenshotted, or stored on personal devices or personal storage. These prohibitions are enforced technically (endpoint controls) and contractually (employment agreements).
- Visitor access to secure areas is restricted, badge-controlled, and logged.
What Happens If There’s a Security Incident Involving Our PHI?
Staffingly maintains a documented Incident Response Plan covering detection, containment, eradication, recovery, and post-incident review. Clients are notified within HIPAA-mandated timeframes.
- Documented IR plan covering detection, containment, eradication, recovery, and post-incident review.
- 24×7 alerting from Microsoft Defender and Venn admin telemetry into the Staffingly IT and Compliance function.
- Suspected security events are investigated on a same-day basis. Confirmed incidents are classified and documented.
- Clients are notified of any confirmed or suspected breach involving their PHI within the timeframes required by HIPAA and by the Business Associate Agreement, including the updated 2026 breach-notification expectations where applicable.
- Root-cause analysis and corrective actions are shared with affected clients.
- Incident records are retained for audit, regulatory, and insurance purposes.
Report a suspected incident immediately: For 24-hour escalation and breach notification, use the secure channels below.
What Insurance Coverage Does Staffingly Carry?
Staffingly maintains active commercial insurance covering the engagement risks typical to a healthcare business associate. Policy numbers, carrier details, and a full Certificate of Insurance (COI) are available on request. We can name clients as additional insured where the engagement contract requires it.
| Coverage | Per Occurrence | Aggregate |
|---|---|---|
| Cyber Liability | $5,000,000 | $5,000,000 |
| Errors & Omissions (Professional Liability) | $5,000,000 | $5,000,000 |
| Crime / Employee Dishonesty | $3,000,000 | $3,000,000 |
| Commercial General Liability | $1,000,000 | $2,000,000 |
Client Confidentiality Pledge
Staffingly maintains a strict confidentiality policy. Client data is protected through rigorous internal processes, employee training, and regular audits. Our pledge to every client is simple and non-negotiable:
- We will sign a Business Associate Agreement before we see your patient data.
- We will apply the minimum-necessary access principle to every engagement. If a worker does not need access to complete a task, they do not get it.
- We will never sell, share, or resell client data. PHI is not used for marketing, analytics, or any purpose outside the explicit engagement scope.
- We will notify you immediately of any suspected or confirmed breach involving your PHI, within HIPAA-mandated timeframes, and provide root-cause analysis and corrective actions.
- We will return or securely destroy PHI at engagement end, per the terms of the BAA.
- We will name you as additional insured on our policies where the engagement contract requires it.
- We will make our controls available for audit on reasonable notice. If you send a CISO, we will answer their questions with receipts, not marketing.
This pledge is why Staffingly is chosen as a HIPAA compliant healthcare BPO and HIPAA compliant virtual medical assistants partner by 800+ U.S. providers. It is backed by SOC 2 Type II attestation, HITRUST CSF, ISO/IEC 27001:2022, HIPAA, and GDPR certifications, and by $5M in cyber liability coverage. If we fall short on any of it, we own it and we fix it.
Provider FAQ: Common Security Questions About Healthcare Outsourcing
Questions pulled from real procurement reviews, CISO vetting calls, and public industry guidance. Short, honest answers with no sales filler.
Compliance & Security Contact
Questions, BAA requests, security reviews, and incident notifications all go to the CEO directly.
Dan Nandan
15 Corporate Pl S, Suite 145, Piscataway, NJ 08854
Download the Full Staffingly HIPAA & Security Whitepaper
Complete overview of our HIPAA program, SOC 2 Type II controls, HITRUST CSF scope, ISO/IEC 27001:2022 coverage, GDPR program, workforce safeguards, endpoint and device controls, access model, incident response plan, physical safeguards, and insurance coverage. Share with your CISO, legal, procurement, or compliance team.
Ready to Run a Security Review? Let’s Talk.
Looking for the best HIPAA compliant healthcare outsourcing company for your practice or enterprise health system? Book a 2-Week Risk-Free Pilot or schedule a procurement security review. We will share certificate PDFs, insurance COIs, and BAA templates as part of the onboarding workflow.
SOC 2 Type II · HIPAA · HITRUST · ISO/IEC 27001:2022 · GDPR · MGMA Corporate Member
