{"id":7611,"date":"2014-11-19T14:46:05","date_gmt":"2014-11-19T19:46:05","guid":{"rendered":"https:\/\/www.specialtyansweringservice.net\/?p=7611"},"modified":"2025-08-21T14:16:33","modified_gmt":"2025-08-21T18:16:33","slug":"lesson-hipaa-compliance-answering-services-bob","status":"publish","type":"post","link":"https:\/\/www.specialtyansweringservice.net\/lesson-hipaa-compliance-answering-services-bob\/","title":{"rendered":"A lesson in HIPAA compliance in answering services from What About Bob."},"content":{"rendered":"<p>What about Bob? is a hilarious movie that showcases the antics of a cunning, obsessive-compulsive narcissist who can&#8217;t manage even one day without his psychotherapist. Bob Wiley uses his guile to pull the wool over the eyes of three call center representatives and steal away with information that should have remained private. In the days of HIPAA compliance, this is a big no-no! To ensure that your <a title=\"Medical\" href=\"https:\/\/www.specialtyansweringservice.net\/industries\/healthcare\/medical-answering-service\/\">medical office answering service<\/a> is meeting <a href=\"https:\/\/www.hhs.gov\/ocr\/privacy\/\" target=\"_blank\" rel=\"noopener\">the guidelines<\/a> set forth by the U.S. Department of Health &amp; Human Services, best practices and confidentiality in healthcare are essential to every secure transaction. Check out these two examples that highlight what to do and what not to do when it comes to HIPAA compliance.<\/p>\n<h3>Example A: Go ahead, Bob.<\/h3>\n<table style=\"padding: 15px; margin-bottom: 40px; border: 1px solid #d1d1d1;\" border=\"0\" width=\"100%\" cellspacing=\"0\" cellpadding=\"0\">\n<tbody>\n<tr>\n<td width=\"30%\"><strong style=\"color: #1155cc;\">Betty:<\/strong><\/td>\n<td width=\"70%\">Mid-Manhattan Exchange<\/td>\n<\/tr>\n<tr>\n<td width=\"30%\"><strong style=\"color: #1155cc;\">Bob:<\/strong><\/td>\n<td width=\"70%\">Yes, this is Bob Wiley, I\u2019m a patient of Dr. Marvin\u2019s. I have to speak with him right away. It\u2019s urgent.<\/td>\n<\/tr>\n<tr>\n<td width=\"30%\"><strong style=\"color: #1155cc;\">Betty:<\/strong><\/td>\n<td width=\"70%\">I\u2019m sorry, Mr. Wiley, but Dr. Marvin is out of&#8230;<\/td>\n<\/tr>\n<tr>\n<td width=\"30%\"><strong style=\"color: #1155cc;\">Bob:<\/strong><\/td>\n<td width=\"70%\">Uh, it\u2019s Bob. And you are?<\/td>\n<\/tr>\n<tr>\n<td width=\"30%\"><strong style=\"color: #1155cc;\">Betty:<\/strong><\/td>\n<td width=\"70%\">Betty.<\/td>\n<\/tr>\n<tr>\n<td width=\"30%\"><strong style=\"color: #1155cc;\">Bob:<\/strong><\/td>\n<td width=\"70%\">Betty, hi.<\/td>\n<\/tr>\n<tr>\n<td width=\"30%\"><strong style=\"color: #1155cc;\">Betty:<\/strong><\/td>\n<td width=\"70%\">Bob, Dr. Marvin\u2019s out of town, and Dr. Harmon\u2019s taking his calls.<\/td>\n<\/tr>\n<tr>\n<td width=\"30%\"><strong style=\"color: #1155cc;\">Bob:<\/strong><\/td>\n<td width=\"70%\">I know that, Betty. It\u2019s just that there\u2019s been some confusion. I was supposed to call Dr. Marvin but I\u2019ve lost his phone number.<\/td>\n<\/tr>\n<tr>\n<td width=\"30%\"><strong style=\"color: #1155cc;\">Betty:<\/strong><\/td>\n<td width=\"70%\">Bob, I can\u2019t give out that number.<\/td>\n<\/tr>\n<tr>\n<td width=\"30%\"><strong style=\"color: #1155cc;\">Bob:<\/strong><\/td>\n<td width=\"70%\">I know that, Betty, but you could call him on the other line and tell him that I\u2019m on hold on the other line. Couldn\u2019t you please? Thanks, Betty. Please?<\/td>\n<\/tr>\n<tr>\n<td width=\"30%\">&#8212;&#8212;&#8212;&#8212;<\/td>\n<td width=\"70%\"><\/td>\n<\/tr>\n<tr>\n<td width=\"30%\"><strong style=\"color: #1155cc;\">Anna:<\/strong><\/td>\n<td width=\"70%\">Phone, Daddy.<\/td>\n<\/tr>\n<tr>\n<td width=\"30%\"><strong style=\"color: #1155cc;\">Dr. Marvin:<\/strong><\/td>\n<td width=\"70%\">Thank you, Anna. Thank you, sweetheart.<\/td>\n<\/tr>\n<tr>\n<td width=\"30%\"><strong style=\"color: #1155cc;\">Dr. Marvin:<\/strong><\/td>\n<td width=\"70%\">Yes?<\/td>\n<\/tr>\n<tr>\n<td width=\"30%\"><strong style=\"color: #1155cc;\">Betty:<\/strong><\/td>\n<td width=\"70%\">Dr. Marvin? This is Betty at your exchange. I\u2019m sorry to disturb you, but I have a Bob Wiley on the line who says you\u2019ll wanna talk to him.<\/td>\n<\/tr>\n<tr>\n<td width=\"30%\"><strong style=\"color: #1155cc;\">Dr. Marvin:<\/strong><\/td>\n<td width=\"70%\">Betty, you know better than that. Dr. Harmon is covering for me.<\/td>\n<\/tr>\n<tr>\n<td width=\"30%\"><strong style=\"color: #1155cc;\">Betty:<\/strong><\/td>\n<td width=\"70%\">I told him that, Dr., but he said he lost your number and that it was urgent.<\/td>\n<\/tr>\n<tr>\n<td width=\"30%\"><strong style=\"color: #1155cc;\">Dr. Marvin:<\/strong><\/td>\n<td width=\"70%\">Alright, put him through.<\/td>\n<\/tr>\n<tr>\n<td width=\"30%\"><strong style=\"color: #1155cc;\">Betty:<\/strong><\/td>\n<td width=\"70%\">Go ahead, Bob.<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n<p>In this scene, Betty was a superstar. She did everything right during the live call. Despite Bob&#8217;s attempt to weasel Dr. Marvin&#8217;s number out of her, she politely told him that she could not give out that number. Instead, she attempted to reach the doctor on the other line, letting him know who was calling and giving him the opportunity to either take the call or have Betty take a message. No personal information was exchanged and the call was handled promptly and professionally.<\/p>\n<p>But let&#8217;s take a look at what happens when Bob shows up at the call center&#8217;s door asking for his physicians information. The Mid-Manhattan Exchange is responsible for a slew of HIPAA answering service violations, leaving the call center vulnerable to a serious security breach.<\/p>\n<h3>Example B: Lake Winnipesaukee<\/h3>\n<table style=\"padding: 15px; margin-bottom: 40px; border: 1px solid #d1d1d1;\" border=\"0\" width=\"100%\" cellspacing=\"0\" cellpadding=\"0\">\n<tbody>\n<tr>\n<td width=\"30%\"><strong style=\"color: #1155cc;\">Betty:<\/strong><\/td>\n<td width=\"70%\">Who is it?<\/td>\n<\/tr>\n<tr>\n<td width=\"30%\"><strong style=\"color: #1155cc;\">Bob:<\/strong><\/td>\n<td width=\"70%\">Detective Roberts from Homicide. I have some questions about a Bob Wiley<\/td>\n<\/tr>\n<tr>\n<td width=\"30%\"><strong style=\"color: #1155cc;\">Betty:<\/strong><\/td>\n<td width=\"70%\">What? (to coworker) That was the Bob who kept calling Dr. Marvin.<\/td>\n<\/tr>\n<tr>\n<td width=\"30%\"><strong style=\"color: #1155cc;\">Bob:<\/strong><\/td>\n<td width=\"70%\">(flashes Blue Shield badge) That was that Bob who kept calling. Unfortunately, Bob committed suicide about 15 minutes ago.<\/td>\n<\/tr>\n<tr>\n<td width=\"30%\"><strong style=\"color: #1155cc;\">Betty:<\/strong><\/td>\n<td width=\"70%\">Oh my God.<\/td>\n<\/tr>\n<tr>\n<td width=\"30%\"><strong style=\"color: #1155cc;\">Coworker:<\/strong><\/td>\n<td width=\"70%\">That\u2019s terrible.<\/td>\n<\/tr>\n<tr>\n<td width=\"30%\"><strong style=\"color: #1155cc;\">Bob:<\/strong><\/td>\n<td width=\"70%\">Very sad. Should, should never have happened. He was a very sweet guy. Uh, but he did leave a note, however. He mentioned the name Betty.<\/td>\n<\/tr>\n<tr>\n<td width=\"30%\"><strong style=\"color: #1155cc;\">Coworker:<\/strong><\/td>\n<td width=\"70%\">She\u2019s Betty.<\/td>\n<\/tr>\n<tr>\n<td width=\"30%\"><strong style=\"color: #1155cc;\">Betty:<\/strong><\/td>\n<td width=\"70%\">I\u2019m Betty.<\/td>\n<\/tr>\n<tr>\n<td width=\"30%\"><strong style=\"color: #1155cc;\">Bob:<\/strong><\/td>\n<td width=\"70%\">Oh. So you\u2019re Betty.<\/td>\n<\/tr>\n<tr>\n<td width=\"30%\"><strong style=\"color: #1155cc;\">Betty:<\/strong><\/td>\n<td width=\"70%\">Uh, Bob called here trying to reach his psychiatrist.<\/td>\n<\/tr>\n<tr>\n<td width=\"30%\"><strong style=\"color: #1155cc;\">Bob:<\/strong><\/td>\n<td width=\"70%\">Oh. Well, where is he? I\u2019ll have to ask him some questions, too.<\/td>\n<\/tr>\n<tr>\n<td width=\"30%\"><strong style=\"color: #1155cc;\">Betty:<\/strong><\/td>\n<td width=\"70%\">Uh, uh, Dr. Marvin\u2019s on vacation in New Hampshire.<\/td>\n<\/tr>\n<tr>\n<td width=\"30%\"><strong style=\"color: #1155cc;\">Bob:<\/strong><\/td>\n<td width=\"70%\">New Hampshire?<\/td>\n<\/tr>\n<tr>\n<td width=\"30%\"><strong style=\"color: #1155cc;\">Betty:<\/strong><\/td>\n<td width=\"70%\">I can get him on the phone for you.<\/td>\n<\/tr>\n<tr>\n<td width=\"30%\"><strong style=\"color: #1155cc;\">Bob:<\/strong><\/td>\n<td width=\"70%\">Good. No, don\u2019t. If I really need to, I can have someone from NHPD drop by on him. Uh, but, what if I wanted to write him a letter? Would you have a mailing address of some kind up there?<\/td>\n<\/tr>\n<tr>\n<td width=\"30%\"><strong style=\"color: #1155cc;\">Betty:<\/strong><\/td>\n<td width=\"70%\">Oh, sure. That\u2019s, um, P.O. Box 14<\/td>\n<\/tr>\n<tr>\n<td width=\"30%\"><strong style=\"color: #1155cc;\">Bob:<\/strong><\/td>\n<td width=\"70%\">Yes<\/td>\n<\/tr>\n<tr>\n<td width=\"30%\"><strong style=\"color: #1155cc;\">Betty:<\/strong><\/td>\n<td width=\"70%\">Lake Winnipesaukee<\/td>\n<\/tr>\n<tr>\n<td width=\"30%\"><strong style=\"color: #1155cc;\">Bob:<\/strong><\/td>\n<td width=\"70%\">Which is spelled<\/td>\n<\/tr>\n<tr>\n<td width=\"30%\"><strong style=\"color: #1155cc;\">Betty:<\/strong><\/td>\n<td width=\"70%\">(with coworker) W-I-N-N-I-P-E-S-A-U-K-E-E<\/td>\n<\/tr>\n<tr>\n<td width=\"30%\"><strong style=\"color: #1155cc;\">Betty:<\/strong><\/td>\n<td width=\"70%\">That\u2019s two N\u2019s<\/td>\n<\/tr>\n<tr>\n<td width=\"30%\"><strong style=\"color: #1155cc;\">Coworker:<\/strong><\/td>\n<td width=\"70%\">Two E\u2019s<\/td>\n<\/tr>\n<tr>\n<td width=\"30%\"><strong style=\"color: #1155cc;\">Bob:<\/strong><\/td>\n<td width=\"70%\">E E \u2013 two N\u2019s, two E\u2019s. Thank you very much, ladies! I\u2019m crazy about you. Especially you, Betty.<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter size-full wp-image-7619\" src=\"https:\/\/www.specialtyansweringservice.net\/wp-content\/uploads\/lesson-hipaa-compliance-answering-services-bob\/whataboutbob-1.gif\" alt=\"What About Bob Call Center Scene\" width=\"240\" height=\"180\" \/><\/p>\n<h3>Violation #1 \u2013 Who&#8217;s allowed into your call center?<\/h3>\n<p>Bob, masquerading as Detective Roberts from Homicide, knocks on the door and is permitted to waltz onto the call center floor with ease. The door isn&#8217;t being monitored by anyone other than Betty and her colleagues. And you can pretty much bet there are no security cameras.<\/p>\n<h3>Violation #2 \u2013 What about signing in?<\/h3>\n<p>Betty doesn&#8217;t bother to check or verify &#8220;Detective Roberts'&#8221; identification even though he is flashing a very obvious Blue Shield badge. He hasn&#8217;t been asked to sign in. And he hasn&#8217;t been given clearance to access the facility by call center security. He just asks for information and receives it. No questions asked \u2013 except by Bob!<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter size-full wp-image-7620\" src=\"https:\/\/www.specialtyansweringservice.net\/wp-content\/uploads\/lesson-hipaa-compliance-answering-services-bob\/whataboutbob-2.gif\" alt=\"What About Bob Protected Information\" width=\"240\" height=\"180\" \/><\/p>\n<h3>Violation #3 \u2013 Protected information is in plain sight.<\/h3>\n<p>Way back when, we used to write down messages on those little pink notepads, just like Betty and her colleagues. Those days are gone, and for good reason. All of that paper leaves a visible trail of protected information that could quickly fall into the wrong hands.<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter size-full wp-image-7618\" src=\"https:\/\/www.specialtyansweringservice.net\/wp-content\/uploads\/lesson-hipaa-compliance-answering-services-bob\/whataboutbob-4.gif\" alt=\"What About Bob Writing in Call Center\" width=\"240\" height=\"180\" \/><\/p>\n<h3>Violation #4 \u2013 Stop writing. Start typing.<\/h3>\n<p>Betty and her colleagues are using paper and pens to write everything down. This opens the door for fraud or misconduct in the workplace that could result in a data breach. When call center representatives document calls, the records should be solely electronic and they should become inaccessible to representatives as soon as they are entered. Otherwise, your call center can pretty much forget about HIPAA compliance.<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter size-full wp-image-7621\" src=\"https:\/\/www.specialtyansweringservice.net\/wp-content\/uploads\/lesson-hipaa-compliance-answering-services-bob\/whataboutbob-3.gif\" alt=\"What About Bob PHI\" width=\"240\" height=\"180\" \/><\/p>\n<h3>Violation #5 \u2013 PHI is called Protected Health Information for a reason!<\/h3>\n<p>Now, granted, Betty gave out Dr. Marvin&#8217;s address and not a patient&#8217;s personal records. But the principle is the same. When it comes to call center transactions, protected health information can&#8217;t be shared with just anyone \u2013 not even if they are pretty convincing as a detective in a trench coat. It can&#8217;t be discussed aloud in public places where other people may be able to overhear. It can&#8217;t be transmitted via email unless encrypted, and it can&#8217;t be sent via text message. Messages documented by your call center can only be communicated by fax.<\/p>\n<p>So, what has Bob taught us? Well, first off, never trust a guy in a trench coat. Unless he&#8217;s Clark Kent or something. And second, if you are a call center employee, verify verify verify. Don&#8217;t just let anyone onto the floor. Don&#8217;t just give anyone information, whether on the phone or in person. Don&#8217;t discuss PHI in public, don&#8217;t have sensitive paperwork or messages hanging around, and avoid using pen and paper as much as possible. Learn the proper security protocols set forth by your employer, and follow them to the letter. It not only protects those whose lines you are answering, but it protects you and your medical answering service from shady characters like Bob Wiley. Enough said.<\/p>\n","protected":false},"excerpt":{"rendered":"<p>What about Bob? is a hilarious movie that showcases the antics of a cunning, obsessive-compulsive narcissist who can&#8217;t manage even one day without his psychotherapist. Bob Wiley uses his guile to pull<\/p>\n","protected":false},"author":1,"featured_media":7623,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"footnotes":""},"categories":[111,247],"tags":[103,104],"class_list":["post-7611","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-funny","category-medical","tag-hipaa","tag-medical"],"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v19.7.1 - https:\/\/yoast.com\/wordpress\/plugins\/seo\/ -->\n<title>HIPAA Answering Services &amp; What About Bob | SAS<\/title>\n<meta name=\"description\" content=\"The 1991 comedy What about Bob? teaches us the importance of HIPAA compliance in telephone answering services.\" \/>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/www.specialtyansweringservice.net\/lesson-hipaa-compliance-answering-services-bob\/\" \/>\n<meta name=\"twitter:label1\" content=\"Written by\" \/>\n\t<meta name=\"twitter:data1\" content=\"Nick D.\" \/>\n\t<meta name=\"twitter:label2\" content=\"Est. reading time\" \/>\n\t<meta name=\"twitter:data2\" content=\"6 minutes\" \/>\n<script type=\"application\/ld+json\" class=\"yoast-schema-graph\">{\"@context\":\"https:\/\/schema.org\",\"@graph\":[{\"@type\":\"Article\",\"@id\":\"https:\/\/www.specialtyansweringservice.net\/lesson-hipaa-compliance-answering-services-bob\/#article\",\"isPartOf\":{\"@id\":\"https:\/\/www.specialtyansweringservice.net\/lesson-hipaa-compliance-answering-services-bob\/\"},\"author\":{\"name\":\"Nick D.\",\"@id\":\"https:\/\/www.specialtyansweringservice.net\/#\/schema\/person\/908a84be955e530a264eedcaf964f739\"},\"headline\":\"A lesson in HIPAA compliance in answering services from What About Bob.\",\"datePublished\":\"2014-11-19T19:46:05+00:00\",\"dateModified\":\"2025-08-21T18:16:33+00:00\",\"mainEntityOfPage\":{\"@id\":\"https:\/\/www.specialtyansweringservice.net\/lesson-hipaa-compliance-answering-services-bob\/\"},\"wordCount\":1205,\"publisher\":{\"@id\":\"https:\/\/www.specialtyansweringservice.net\/#organization\"},\"keywords\":[\"HIPAA\",\"Medical\"],\"articleSection\":[\"Funny\",\"Medical\"],\"inLanguage\":\"en-US\"},{\"@type\":\"WebPage\",\"@id\":\"https:\/\/www.specialtyansweringservice.net\/lesson-hipaa-compliance-answering-services-bob\/\",\"url\":\"https:\/\/www.specialtyansweringservice.net\/lesson-hipaa-compliance-answering-services-bob\/\",\"name\":\"HIPAA Answering Services & What About Bob | SAS\",\"isPartOf\":{\"@id\":\"https:\/\/www.specialtyansweringservice.net\/#website\"},\"datePublished\":\"2014-11-19T19:46:05+00:00\",\"dateModified\":\"2025-08-21T18:16:33+00:00\",\"description\":\"The 1991 comedy What about Bob? 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