Stronger, Smarter, Safer AP for Healthcare: Introducing PHI Redaction At Scale
by Jono Bowles
Healthcare organizations face some of the most complex financial workflows of any industry. From hospitals and clinics to dental practice networks and assisted living facilities, accounts payable (AP) teams are tasked with managing thousands of invoices every month – while meeting some of the toughest compliance and security standards anywhere.
At Ottimate, we believe these teams shouldn’t have to sacrifice speed for security. That’s why we’re doubling down on our commitment to healthcare AP teams with two major announcements: first, introducing the industry’s first PHI redaction feature that automatically protects sensitive patient information; and second, achieving full HIPAA compliance.
In this post, we’ll explore how Ottimate’s PHI redaction works, what HIPAA compliance means for AP, and what these updates mean for the healthcare organizations we serve.
Going beyond compliance with PHI Redaction
HIPAA compliance is essential. But Ottimate wanted to take our commitment to addressing the unique AP needs of healthcare teams to the next level.
That’s why we built Protected Health Information (PHI) Redaction — the industry’s first AP feature that automatically detects and removes sensitive data from invoices before it poses a risk. As invoices move through Ottimate, the system scans for PHI like patient names or birthdates. It applies a permanent redaction, ensuring the information can never be recovered or exposed in a breach.
How does PHI Redaction work?
Let’s go back to the example of a dental office sending lab work to a third-party provider. When the lab sends back an invoice, it might include the patient’s name or other details. That constitutes PHI, and if it’s left on the invoice, it could expose the practice to compliance and reputational risk. With Ottimate, that information is automatically detected and removed.
Automating PHI detection and redaction saves staff from the time-consuming task of manually reviewing each invoice. That time can go back to higher-value work – improving productivity without chasing compliance. It also reduces the chance of errors slipping through and helps organizations avoid the penalties and reputational damage that can come from even a single breach.
Benefits for healthcare organizations
All AP teams are focused on improving productivity. But healthcare AP teams must do so in a way that protects patient data and minimizes risk. By combining HIPAA compliance with PHI Redaction, Ottimate gives healthcare finance teams the ability to scale with less friction, protect patient trust, and eliminate compliance headaches — all while keeping vendors paid on time.
Why HIPAA compliance matters in AP workflows
Of course, removing PHI from invoices is only one part of the equation. Protecting sensitive data in healthcare finance requires a broader foundation—one that ensures every system, process, and partner meets the highest standards of security. That’s where HIPAA compliance comes in.
Healthcare AP teams deal with thousands of invoices every month. If even a small percentage of those invoices contain PHI, it’s enough to create risk. Manually spotting and scrubbing those details across thousands of invoices simply isn’t realistic. But at the same time, overlooking them can cause up to $2M in fines, compliance headaches, and reputation damage.
That’s why ensuring HIPAA compliance within AP workflows is critical. It protects healthcare organizations at scale – without slowing down day-to-day financial operations.
Building trust through verified HIPAA compliance
It’s no secret that healthcare entities such as physician practice networks, dental service organizations, and hospitals are required to meet strict standards for PHI. Businesses that support these organizations – including AP automation providers – must also hold themselves to high standards.
Recently, Ottimate underwent a comprehensive HIPAA compliance audit in partnership with an independent auditing firm. This audit examined every aspect of our operations, including how we manage data, secure employee workstations, enforce access controls, and monitor our systems end-to-end.
A safer future for healthcare finance is here
Healthcare AP teams face challenges that no other industry does. Ottimate is committed to helping them solve those challenges head-on.
By achieving HIPAA compliance and launching PHI redaction, we’re making AP automation faster, smarter, and safer for all types of healthcare organizations.
Healthcare organizations interested in early access to PHI Redaction can join the beta program today and be among the first to experience automated, built-in patient data protection.
We’re also hosting a webinar on September 17 at 1 PM ET to explore how AI-powered PHI Redaction safeguards sensitive information, reduces compliance risks, and helps healthcare finance teams avoid costly HIPAA violations, all while streamlining AP workflows.