HIPAA guidelines for nursing students require protecting protected health information in any format, using or disclosing protected health information only for authorized education and patient care purposes, applying the HIPAA Minimum Necessary Rule when the student role does not require full access, and following the facility’s policies under the HIPAA Privacy Rule, HIPAA Security Rule, and HIPAA Breach Notification Rule.
Nursing students generally access protected health information under a healthcare facility’s supervision and within the scope of training, clinical rotations, and assigned duties, which limits permissible uses and disclosures. Protected health information includes identifiers linked to an individual’s past, present, or future physical or mental health, healthcare, or payment for care. Nursing students must avoid accessing records out of curiosity, using another person’s login, or viewing information about family members, friends, coworkers, or public figures without a legitimate assignment. Discussions about patients should occur only in permitted settings with authorized participants and should exclude identifying details when used for education, handoffs, or case-based learning outside direct care settings.
The HIPAA Security Rule requirements apply when students use electronic systems that create, maintain, or transmit electronic protected health information. Students should use assigned credentials, protect passwords, use approved devices and networks, and follow restrictions on texting, email, photography, and cloud storage. Workstations and mobile devices should be secured against shoulder surfing, unattended access, and loss or theft, including locking screens and safeguarding badges and tokens. Clinical documentation and learning artifacts should be stored only in approved systems, and downloading or copying electronic protected health information for personal study materials is not permitted unless the facility has a defined, approved process.
The HIPAA Breach Notification Rule is triggered when unsecured protected health information is accessed, used, or disclosed in a manner not permitted by the HIPAA Privacy Rule, unless a documented exception applies. Nursing students must report suspected privacy or security incidents immediately through the facility’s incident reporting process, including misdirected messages, lost devices, improper access, overheard disclosures, or patient information visible in public areas. Faculty supervision does not replace the student’s obligation to follow policies, complete required training, and comply with sanctions for violations under the facility’s workforce and student affiliation arrangements.