hipaa-phi-inventory

HIPAA PHI Inventory — ePHI Asset Identification and Data Flow Mapping

Overview

The HIPAA Security Rule at 45 CFR §164.308(a)(1)(ii)(A) requires covered entities and business associates to conduct an accurate and thorough assessment of potential risks and vulnerabilities to the confidentiality, integrity, and availability of ePHI held by the entity. This risk analysis is impossible without first knowing where ePHI resides, how it flows, and who has access. The PHI inventory is the foundational step of HIPAA compliance, supporting risk analysis (§164.308(a)(1)), access management (§164.312(a)), device and media controls (§164.310(d)), and business associate management (§164.502(e)).

Regulatory Framework

Security Rule — Risk Analysis Foundation

• §164.308(a)(1)(ii)(A): Conduct an accurate and thorough assessment of the potential risks and vulnerabilities to the confidentiality, integrity, and availability of ePHI held by the covered entity or business associate
• §164.310(d)(1): Implement policies and procedures that govern the receipt and removal of hardware and electronic media that contain ePHI into and out of a facility, and the movement of these items within the facility
• §164.312(a)(1): Implement technical policies and procedures for electronic information systems that maintain ePHI to allow access only to persons or software programs that have been granted access rights

OCR Risk Analysis Guidance

OCR guidance identifies the first step of risk analysis as: "Identify where ePHI is created, received, maintained, or transmitted." This requires a comprehensive inventory covering:

1. All electronic media and systems that create, receive, maintain, or transmit ePHI
2. All locations where ePHI is stored (on-premises, cloud, mobile, removable media)
3. All network paths over which ePHI is transmitted
4. All workforce members and roles with access to ePHI
5. All business associates that create, receive, maintain, or transmit ePHI

PHI Identifiers — 45 CFR §160.103

PHI includes individually identifiable health information transmitted or maintained in any form that relates to past, present, or future physical or mental health condition, provision of healthcare, or payment for healthcare. The 18 HIPAA identifiers are:

#	Identifier	Examples
1	Names	Full name, maiden name
2	Geographic data smaller than state	Street address, city, ZIP code
3	Dates related to individual	Birth date, admission date, discharge date, date of death
4	Phone numbers	Home, mobile, work
5	Fax numbers	All fax numbers
6	Email addresses	Personal and work email
7	Social Security numbers	SSN
8	Medical record numbers	MRN, chart number
9	Health plan beneficiary numbers	Insurance ID, member ID
10	Account numbers	Patient account, billing account
11	Certificate/license numbers	Professional license, birth certificate
12	Vehicle identifiers and serial numbers	VIN, license plate
13	Device identifiers and serial numbers	Implant serial, medical device ID
14	Web URLs	Patient portal URLs, personal websites
15	IP addresses	Device IP addresses
16	Biometric identifiers	Fingerprints, retinal scans, voiceprints
17	Full-face photographs	Photos, images
18	Any other unique identifying number	Any code or characteristic that could identify an individual

PHI Inventory Categories

System Inventory

System Category	Examples	Typical PHI Content
Electronic Health Record (EHR)	Epic, Cerner, MEDITECH	Complete clinical records, demographics, diagnoses, medications, lab results
Practice Management System	Athenahealth, eClinicalWorks	Scheduling, demographics, insurance, billing
Laboratory Information System (LIS)	Sunquest, Orchard	Lab orders, results, specimen data
Radiology (PACS/RIS)	Change Healthcare, Sectra	Imaging studies, radiology reports, patient demographics
Pharmacy System	Pyxis, Omnicell	Medication orders, dispensing records, patient allergies
Billing/Revenue Cycle	Waystar, R1 RCM	Claims, EOBs, patient financial data, demographics
Patient Portal	MyChart, Cerner Health	Patient-accessible clinical data, messages, appointments
Telehealth Platform	Zoom for Healthcare, Amwell	Session recordings, clinical notes, patient identity
Email System	Microsoft 365, Google Workspace	ePHI in attachments and message body
File Shares	Network drives, SharePoint	Unstructured clinical documents, reports
Mobile Devices	Smartphones, tablets	EHR access, clinical photos, messaging
Medical Devices	Infusion pumps, monitors	Patient vitals, device-patient association
Backup Systems	Commvault, Veeam	Complete copies of all source system ePHI

Data Flow Categories

Flow Type	Source	Destination	Method	Encryption
Clinical documentation	Provider workstation	EHR database	HTTPS	TLS 1.2+
Lab orders/results	EHR	LIS	HL7v2 / FHIR	TLS 1.2+
Claims submission	Billing system	Clearinghouse/payer	EDI 837	TLS 1.2+
Patient portal access	Patient device	Portal server	HTTPS	TLS 1.2+
HIE exchange	EHR	HIE/HIN	FHIR / Direct	TLS 1.2+
BA data sharing	CE system	BA system	SFTP/API	TLS 1.2+
Backup	Production systems	Backup storage	Backup agent	AES-256
Mobile access	Mobile device	EHR (Citrix/VPN)	VPN + HTTPS	TLS 1.2+

Integration Points

• hipaa-risk-analysis: PHI inventory is the required first step of risk analysis per §164.308(a)(1)
• hipaa-security-rule: Inventory supports access control, audit, and device/media controls
• hipaa-minimum-necessary: Inventory informs role-based access to specific PHI categories
• hipaa-baa-management: Inventory identifies all BAs that create, receive, maintain, or transmit PHI
• hipaa-breach-notification: Inventory determines scope of breach impact assessment