Protecting your healthcare practice from a cyberattack is a difficult task to manage. The sheer amount of patient data to safeguard makes the job daunting and necessary, especially in a world where cybersecurity is a top concern. Yet, even with this in mind, healthcare professionals don’t always follow best practices when safeguarding electronic patient data. This inaction doesn’t reflect a lack of effort or concern; rather, it’s tied to uncertainty about where to start.
While the importance of cybersecurity might be placed on larger healthcare facilities, smaller and medium-sized practices should also consider this protection. Hackers are prone to targeting smaller businesses, as they think they’ll run into fewer security issues.
One of the easiest places to start upping your cybersecurity game is by conducting security risk assessments with your team, a requirement under the Health Insurance Portability and Accountability Act (HIPAA).
If you’re hoping a trophy company can come to deliver a medal for best cybersecurity with your practice’s name on it, look at these six steps.
Encrypt Data
Also, under the HIPAA security rule, patient data should be encrypted whenever possible. So long as you’re using a current and certified electronic health record system, encryption is available. However, healthcare professionals should not rely on these encryption systems. Other security breaches are still possible, especially regarding viruses or password retrieval.
Unfortunately, it is a possibility that an unemployed might unwittingly allow malware onto the practice’s systems by way of phishing emails or unsafe downloads. There is recognized HIPAA-certified security training beneficial to hospitals, healthcare facilities, and doctor’s offices.
Do a Security Risk Assessment
There are a few different requirements to consider when safeguarding your medical data. First is the HIPAA security rule mentioned earlier, but you’ll also want to provide cybersecurity to meet the criteria of the “Meaningful Use” electronic health record system and Medicare’s new Merit-based Incentive Payment System.
While hiring a consultant is always an option—and might be the best place to start initially—relying on one for your biannual or yearly cybersecurity risk assessments can become costly. Instead, try using online guides that are HIPAA-certified. You can usually find these from the Office of the National Coordination for Health IT. Knowing the way around your systems can be one of the best ways to safeguard medical and patient data.
Authenticate Users
Most electronic health record systems require each user's login name and password. Reminding employees to frequently change passwords and make them complex is crucial, hindering a hacker’s ability to breach the system. An IT best practice is changing passwords every 60 to 90 days. Some systems might even allow for a prompt or reminder to do so. However, changing passwords isn’t enough. Hackers are incredibly savvy, and having multiple safeguards against their tactics is best. In addition to password changing, try a two-factor authentication. This kind of security might include face recognition, a thumbprint, a security question, or another factor that each individual and the authorized user can provide.
Provide Remote Access Securely
Since the pandemic, more and more people have been working remotely, so it’s not unusual for a provider to need remote access. If a practice relies on a cloud-based electronic health record system, authorized users can access the necessary data through their web browser.
Other practices might rely on a client-server network, requiring a provider to access the healthcare network from home. A security breach is possible if their home computer is infected with malware, even with the necessary antivirus and detection software. To combat this, many practices rely on a virtual private network (VPN), which encrypts data while in transit and ensures that it disappears once a session ends.
Adopt Role-Based Access
Not everyone working in a healthcare practice needs access to the same data. Because of these disparities, a great way to ensure cybersecurity is to allow practices to alter their software to limit data access by different tiers or levels. Doing so will ensure that only certain users can access particular data.
For example, in an integrated electronic health record system, an in-take nurse might only need access to vitals, family history, allergies, etc. A role-based access system would not allow this person to access financial data.
Another example might be the receptionist. For instance, this employee needs access to the scheduling application or contact information. They would be prevented from accessing clinical data in this process.
Don’t Store Data on User Devices
It’s common that practices and smaller providers are less concerned with confidentiality and more about protection. Most providers might seek advice about medical circumstances, in which case sharing data might be useful, but they are concerned with said data ending up in the wrong hands. To prevent this, it’s crucial to ensure that data is not saved or shared on personal devices. It’s difficult, if not impossible, to ensure the cybersecurity of all in-practice systems and at-home devices. Ensure that your employees know the safety risks associated with sharing such data.
In today's cyber-threat landscape, healthcare practices must prioritize data security to protect sensitive patient information. Implementing effective strategies is crucial, regardless of the practice's size. Initiating security risk assessments, encrypting data, and emphasizing user authentication are fundamental steps to safeguarding against breaches. Furthermore, providing secure remote access and adopting role-based access control add additional layers of protection. Finally, educating employees about the risks of storing data on personal devices strengthens overall cybersecurity efforts. By proactively implementing these strategies, healthcare practices can fortify their defenses and ensure the confidentiality and integrity of patient data.