Cyberattacks can target healthcare practices of any size, and protecting your patients' data should be a top priority. While it can seem daunting to start implementing security precautions, protecting your data happens one small and manageable step at a time.
For instance, password-sharing happens at most clinics -- if one account is compromised, your other accounts are at risk too -- and it's easy to address!
To get started, tackle the basics today:
1. First, Keep Computers and Applications Locked and Password-Protected
One of the easiest and most effective ways to protect your patient data is by ensuring that all computers and applications are properly secured! Many breaches are attributable either to i) unauthorized device access in the office, or ii) compromised passwords. Here are a few key steps to enact across your key systems - like your email, EMR, CRM, and any other office systems
Enforce strong passwords: Implement a robust password policy for all staff accessing your systems. Passwords should include a combination of uppercase and lowercase letters, numbers, and special characters.
Change your password regularly: Regularly remind your team to update their passwords - ideally every couple of months.
Avoid password sharing: Each staff member should have their own unique login credentials. Do not share passwords or leave them written near computers. Unique log-ins also ensure that you can monitor unauthorized access (more on that below).
Lock computers when unattended: Computers, particularly those in high-traffic areas like the front desk, should not be left unlocked or unattended - even if it’s just to check into the backroom. Make sure all your devices also have automatic time-outs, just in case you forget to close out before getting up.
3. Enable Two-Factor Authentication (2FA)
Better monitoring of devices and strong passwords is a critical first step, but bad actors can use brute force to try to guess your password or, if they’ve secured access to your device, they may be able to log into your systems remotely. Two-factor authentication (2FA, also multi-factor authentication) is an effective way to further secure your access to your systems. By requiring not only a password but also a second form of identification (such as a text message code), you greatly reduce the risk of a security breach—if #1 was ineffective and your login credentials are compromised.
Set up 2FA for all users and all healthcare systems - Most systems have 2FA options. Set 2FA as a practice-level requirement where possible vs. waiting for your team to enable it themselves. This additional security layer is a must in today’s cyber threat environment.
In OptiMantra, you can easily add 2FA for all your providers and staff directly from Settings to ensure compliance. To reduce the log-in burden, you can also whitelabel/save secure IP addresses (like your office location) to avoid authenticating every time when you’re in a secure location.
2. Monitor and Install Regular Software Updates and Patches
Outdated software is one of the most common entry points for cyberattacks. Keep your systems up to date with the latest security patches to minimize your vulnerability. This doesn’t need to take long!
Regular updates: Ensure that all operating systems, browsers, and applications are updated frequently. For example, if you're using Chrome, you’ll often see reminders for updates in the top right corner of the browser. Don’t ignore these notifications!
Automate patches where possible: Set your systems to automatically download and install security updates, so you don’t miss critical fixes.
4. Talk to Your Team About Cybersecurity Awareness
Regularly educate staff on best practices to avoid falling victim to phishing attacks, social engineering, and other common online scams.
Stay vigilant against phishing: Most practices get tons of patient and vendor emails. Encourage patients to use HIPAA-compliant methods of communication (outside email) to connect with you to avoid getting emailed attachments. Remind your team to never open unexpected emails or attachments from unknown senders. If anything seems suspicious, encourage your team to double-check before clicking on links or downloading files.Bad actors can change the To address to look like it’s coming from a valid source, so that’s a good place to check first.
Run simulated phishing exercises: Consider testing your team’s response to phishing attempts by running mock phishing campaigns. The basics of this are easy - ask someone you know to send a sketchy email, and see how many folks in the office flag it! There are also online platform you can use to run a professional phishing exercise.
6. Use HIPAA-Compliant Communication Tools with Data Encryption
We touched on this in #5, but it bears repeating! To safeguard sensitive patient data, use communication channels that comply with HIPAA regulations and provide encryption for both data in transit and at rest.
HIPAA-compliant email and text: Use an email provider that offers encryption and HIPAA compliance when communicating with patients and other healthcare providers. This ensures patient information is protected from unauthorized access.
Remember that while your email may be HIPAA-compliant, your patients’ probably aren’t using HIPAA-compliant email! Make sure your consent forms include a consent for email and text reminders and communications.
Patient portal: Consider using a patient portal to centralize patient communications and avoid sharing sensitive medical information via email.
5. Strengthen Network Security
Your network infrastructure should be designed with security in mind, especially when handling sensitive patient data.
Use a firewall: A robust firewall can help prevent unauthorized access to your practice’s network. Make sure your firewall is properly configured and updated regularly.
Update antivirus and anti-malware software: Keep your antivirus and anti-malware programs up to date to ensure your systems are protected from the latest threats.
Restrict access: Limit access to your systems to authorized personnel only. If your practice allows remote access, consider using a virtual private network (VPN) for secure communication.
8. Get Cybersecurity Insurance
Consider purchasing your cybersecurity insurance to further protect your practice.
Tackling even just one item on this list today will help you enhance the security of your practice data! Staying proactive with regular updates, educating your team, and utilizing security measures like 2FA and encrypted communication will help you stay ahead of potential threats. Cybersecurity is an ongoing process — what you do today helps protect your practice for the future.
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