Secure Print and User Authentication for PHI Protection

Secure Print and User Authentication – Stopping PHI at the Tray

Every time PHI sits on a printer tray, your risk goes up. Secure print and strong user authentication keep documents in the system until the right person is physically at the device.

The real problem is the paper, not the printer

Most breaches around printing don’t start with hackers—they start with everyday human behavior:

• A nurse prints lab results, gets pulled into another task, and never returns.

• A front desk staff member prints a referral, and someone else picks it up.

• A doctor prints a list of patients, which gets mixed with general office print jobs.

If the wrong person sees that paper, or if it gets tossed into regular trash, your organization may face a HIPAA violation.

How secure print works

Secure print changes the process so nothing comes out of the device until the user is physically present. The workflow typically looks like this:

1. The user prints from a workstation or mobile device.

2. The job is held in a secure print queue.

3. The user walks to a compatible device, authenticates, and releases the job.

If the user never shows up, the job eventually expires instead of sitting on the tray.

Authentication options at the device

Common ways to authenticate users at the copier or printer include:

• Badge or card – tap a proximity card tied to the user account

• PIN code – enter a unique personal code at the device

• User credentials – sign in with username and password

In healthcare settings, badge- or card-based authentication is typically the least disruptive for users and easiest to standardize.

Benefits for PHI protection and HIPAA compliance

Secure print and user authentication help your organization:

• Prevent “stray pages” with PHI from sitting on printer trays

• Reduce the risk of PHI being picked up by visitors, patients, or contractors

• Track who printed what and from which workstation

• Demonstrate reasonable measures to control access to PHI during printing

When asked, “Who printed this patient list and left it here?” you’ll be able to answer with confidence.

How Novatech supports secure print

Novatech can design and manage a secure print solution tailored to your environment:

• Evaluate your current fleet and identify compatible devices

• Integrate secure print with existing identity systems

• Configure badge, PIN, or credential-based authentication

• Standardize settings so the experience is consistent across locations

• Provide reporting that helps IT and compliance teams monitor usage

With experience managing thousands of devices, we simplify implementation so your organization doesn’t have to figure it out alone.

What your organization still needs to do

Technology alone won’t solve every issue. Your team should:

• Decide where secure print is required and for which types of jobs

• Train staff on how secure print works and why it matters

• Set expectations around leaving PHI on trays, even with secure print in place

• Incorporate these controls into HIPAA policies and sanctions

Novatech provides the tools and configuration—you own how people use them and how you respond if they don’t.

Important note

This article is for general information and does not replace legal advice. Always involve your legal and compliance teams when changing how PHI is handled.