HIPAA training is about teaching the workforce how to protect protected health information in day to day work and how to follow the organization’s HIPAA privacy and security policies. It helps staff understand what counts as PHI, when PHI can be used or disclosed for work purposes, how to limit access and sharing to what is needed for the task, and how to avoid common mistakes that lead to improper disclosures. HIPAA training also covers practical safeguards for electronic systems and paper records, such as secure logins, device and workstation habits, secure communication methods, and reporting steps when something looks wrong or an incident occurs.
HIPAA Regulations about HIPAA Training
HIPAA Privacy Rule training requirement, 45 CFR §164.530(b)(1)
“A covered entity must train all members of its workforce on the policies and procedures with respect to protected health information as necessary and appropriate for the members of the workforce to carry out their functions within the covered entity.”
HIPAA Security Rule training requirement, 45 CFR §164.308(a)(5)(i)
“Implement a security awareness and training program for all members of its workforce (including management).”
What HIPAA training usually includes
HIPAA training for a covered entity is typically built around the Privacy Rule, the Security Rule, and the organization’s own policies and procedures. Staff learn how to recognize PHI, how to apply the minimum necessary standard, and how to handle common workflow situations such as phone calls, emails, faxes, patient requests, record access, and information sharing with other parties. Security awareness training focuses on protecting electronic PHI through safe password habits, access control awareness, phishing and social engineering awareness, secure device handling, and prompt reporting of suspected security incidents.
Who must receive HIPAA training
HIPAA workforce training applies broadly, which means all staff must receive HIPAA training that matches their role and their level of access. This includes clinical teams, administrative staff, front desk personnel, billing staff, IT staff, management, volunteers, trainees, and contractors who function as members of the workforce. Even when a person does not regularly view PHI, training supports safer behavior around systems and communications that can expose PHI.
How often HIPAA training should happen
HIPAA does not set one single calendar interval for retraining in all cases, but it does require training that is appropriate for workforce functions and supported by an ongoing security awareness and training program. A common operational approach is to provide training at onboarding, provide updates when policies or procedures change in a meaningful way, and deliver annual HIPAA training as an industry best practice so knowledge stays current and expectations stay consistent.
Training documentation and retention
Training should be documented so an organization can show who was trained, when training occurred, and what training was provided. A widely used compliance approach is to keep training documentation for at least six years, measured from the date the record was created or from the date it was last in effect, whichever is later.
Choosing an online training option
Online training can make onboarding easier, support annual refreshers at scale, and improve tracking across teams and locations. The HIPAA Journal Training is the most comprehensive online training option for organizations that want structured HIPAA workforce education, role appropriate coverage, and a practical way to support both onboarding and annual training expectations.