Protecting your patients’ data is not only required by HIPAA, but it’s also the right thing to do for both your patients and your bottom line. Data breaches that expose protected health information (PHI) both incur HIPAA penalties and cause your patients to lose trust in you, which may lead them to switch to a different provider. Securing patient data from all possible threats is a big endeavor that requires significant IT knowledge. Fortunately, there are a variety of cybersecurity measures you can implement to mitigate risk to your data.
Control both digital and physical access to data
Safeguarding sensitive patient data requires a comprehensive approach that addresses who can access what sensitive data and when, whether through digital or physical access control tools.
Digital access control tools
Digital access control tools restrict who can access information that is stored electronically.
- Multifactor authentication requires additional credentials to access data beyond a simple password, such as a code from an authenticator or a RF key fob.
- Role-based access control limits which employees and roles can access patient data to reduce the number of potential vulnerabilities.
- Password manager software creates and remembers strong passwords automatically for your employees.
Physical access control tools
Physical access control tools focus on either creating physical barriers to electronically stored data or managing the physical components of data storage, such as paper or devices.
- Biometric access controls keep your servers and storage devices (such as filing cabinets) under lock and key, requiring face scans or fingerprints to eliminate the risks of lost or forged keys.
- Proper data disposal such as shredding paper records is a good start, but specialized data destruction services are required for electronic storage devices (such as remote device wiping).
Encrypt data at all stages
Utilize automated encryption software so that only authorized users can access or read sensitive data, whether it’s in transit (when it is sent out) or at rest. This ensures that when data is being transferred, internally or externally, it’s protected from interception. Likewise, data stored on your servers, in the cloud, or on employee devices should be encrypted to prevent unauthorized access if those devices are lost or stolen.
Regularly update and patch systems
Cybercriminals commonly target outdated software, exploiting known vulnerabilities to access sensitive data. To prevent this, establish a regular schedule for updating and patching all software used in your practice.
Also, don’t forget to keep the firmware updated on all the internet-enabled devices your practice operates, sometimes referred to as Internet of Things (IOT) devices. Cybercriminals can still access these devices, as they lack the security features of workstations and servers. Therefore, make sure to update them regularly.
Conduct regular security training for staff
Human error is (still) one of the most common causes of data breaches, so keeping your staff educated on cybersecurity matters is one of the best ways to ensure patient data security in the long run. Provide training on topics such as recognizing phishing attempts, securely handling patient information, and following best practices for reporting suspicious activity.
Encourage a culture of security awareness where employees feel responsible for protecting patient data and acknowledge those who do their part to keep PHI safe.
Implement secure backup solutions
Data loss can be just as bad as a data breach, often with similar operational, financial, and legal impacts. As such, implementing a secure data backup solution is crucial to preventing any loss of patient data because of a disaster. Backups should be automated and frequent, and they should be stored in a secure, encrypted format, preferably in multiple locations, including off site or in the cloud.
This way, even if your servers are wiped or your data is locked down by ransomware, you have an up-to-date backup that will enable you to continue providing care.
Engage with a trusted IT partner for enterprise-grade cybersecurity
Finally, consider partnering with a managed IT services provider who understands the unique challenges of healthcare data security. A trusted IT partner like Dabbs Computer Consultants can help you implement the latest security technologies, monitor your systems for potential threats, and provide expert guidance on maintaining compliance with regulations such as HIPAA.
Our experienced team provides full network security services for healthcare practices of all kinds. They will help you create a comprehensive, customized data security plan that protects your patients and your practice from all manner of threats. Contact us today.