Best Practices for Remote Identity Proofing in Healthcare

As healthcare providers increasingly embrace telemedicine, patient portals, and digital health solutions, remote identity proofing has become an essential component of securing patient data. Ensuring that the right individuals have access to sensitive health information is not only a regulatory requirement but also critical for safeguarding patient trust. 

Identity proofing is the process of verifying the identity of an individual, ensuring that they are who they claim to be. It involves validating personal information and documentation, and sometimes even leveraging biometric data or multi-factor authentication, to confirm the legitimacy of an identity. 

Identity proofing can be performed during initial interactions with users (during the registration process) or it can be performed in later interactions (ie. authentication) when the information being accessed is sensitive or the risk is considered to be too high.  In general, identity proofing is essential in protecting sensitive information and preventing unauthorized access to sensitive data.

The following are some best practices for healthcare companies to consider when implementing remote identity proofing within their organizations.

1. Adhere to Regulatory Standards (HIPAA, NIST, etc.)

Compliance is the foundation of any identity proofing strategy in healthcare. The Health Insurance Portability and Accountability Act (HIPAA) mandates that healthcare organizations protect patient information. In addition, the National Institute of Standards and Technology (NIST) offers guidelines, specifically the NIST 800-63-3 Digital Identity Guidelines, which outline identity proofing practices that can be implemented based on the risk level.

Best Practice:
Evaluate the specific regulatory frameworks your organization must comply with and align your identity proofing solutions to meet those standards. Following the NIST guidelines ensures that you are operating at a recognized standard of security, especially for high-risk transactions such as telemedicine consultations or access to electronic health records (EHR).

2. Implement Multi-Factor Authentication (MFA)

Relying solely on passwords is no longer sufficient for securing sensitive healthcare data. Multi-Factor Authentication (MFA) adds layers of security by requiring patients to verify their identity using two or more methods, such as:

• Something they know (password or PIN)
• Something they have (smartphone or email)
• Something they are (biometrics such as a fingerprint or facial recognition)

Best Practice:
For healthcare applications, leverage MFA to reduce the likelihood of unauthorized access. For example, after entering a password, patients can be prompted to confirm their identity via a code sent to their mobile device or a biometric scan. This ensures that only authorized users gain access to healthcare data, without overly complicating the user experience.

3. Use Knowledge-Based Verification (KBA) Caution

Knowledge-Based Authentication (KBA) asks users to answer personal questions, such as a previous address or the make of their first car. While this method is still widely used, it is increasingly vulnerable due to the availability of personal information on social media and data breaches.

Best Practice:
If your system employs KBA, use it in conjunction with more robust methods like MFA or biometrics. Consider dynamic KBA, where questions are based on real-time, user-specific data that is harder for fraudsters to predict or access. As an alternative, focus on methods that are less reliant on publicly available information.

4. Leverage Biometric Authentication

Biometrics, such as facial recognition, fingerprint scanning, or voice recognition, offer a high level of security for remote identity proofing. These methods are not only more secure than passwords but also convenient for users, reducing friction in the patient experience.

Best Practice:
Integrate biometric solutions where feasible, especially for patients who frequently access sensitive health information remotely. For example, use facial recognition to verify identity during telemedicine appointments, providing a seamless and secure process. Ensure that your biometric systems are compliant with regulations like the Biometric Information Privacy Act (BIPA) to avoid potential legal challenges.

5. Incorporate Document Verification with AI 

Advanced identity proofing technologies now enable real-time document verification. Patients can upload government-issued IDs (driver’s license, passport) during the onboarding process, and AI-driven systems can cross-check the validity of these documents against official databases. AI algorithms also ensure that the individual submitting the document matches the information on the ID.

Best Practice:
Implement document verification as part of the remote onboarding process for new patients. Use AI-driven solutions that can verify the authenticity of the document while also detecting fraud or tampering. Combine this with a selfie match, where the patient takes a live selfie that is compared to the photo on the ID for added security.

6. Focus on User Experience (UX)

While security is paramount, healthcare companies must also focus on delivering a smooth and intuitive user experience. A cumbersome identity proofing process may discourage patients from engaging with telehealth services or using patient portals, which can negatively impact care outcomes.

Best Practice:
Design identity proofing workflows that are secure but user-friendly. Avoid long or confusing steps, and provide clear instructions throughout the process. Allow patients to choose from multiple identity verification options (MFA, biometrics, document upload) so they can pick the method that works best for them.

7. Monitor and Adjust for Fraud Patterns 

Remote identity proofing systems must be dynamic, evolving as fraud tactics change. Continuous monitoring and auditing of authentication attempts can help identify suspicious behavior and emerging fraud techniques, such as synthetic identities.

Best Practice:
Implement real-time monitoring systems that flag unusual activity, such as multiple failed authentication attempts or access requests from suspicious locations. Use machine learning algorithms to identify patterns of fraud and adjust your identity proofing protocols accordingly. Regularly review and update your authentication methods to stay ahead of evolving threats.

8. Educate Patients on Best Practices

Identity proofing is only as secure as its users. Patients need to understand their role in maintaining the integrity of their healthcare information. This includes educating them on how to create strong passwords, avoid phishing attacks, and recognize legitimate identity verification steps.

Best Practice:
Develop a patient education program that informs users about the importance of secure identity verification. Provide resources on how to recognize potential scams, and encourage them to report suspicious activity immediately. Use in-app notifications, emails, and help center articles to offer guidance on best practices for staying secure.

Conclusion

Remote identity proofing in healthcare is not just about meeting regulatory requirements—it's about building trust with patients by ensuring their data is secure. By adhering to these best practices, healthcare organizations can create a secure and user-friendly identity proofing process that supports both regulatory compliance and patient satisfaction. Implementing a combination of technologies, such as MFA, biometrics, and document verification, will help healthcare providers mitigate the risk of identity fraud while improving the overall patient experience.