5 IT Security Tips for Doctors’ Offices

Everyone can agree that IT security is essential for doctors’ offices in order to keep private information secure. Unfortunately, not everyone acts on this shared belief. IT security for doctors is like flossing. Everyone agrees you should do it, but it is a hassle – so nobody does. A data breach, however, is far more expensive than a cavity.

With HIPAA cracking down, IT security for doctors’ offices is becoming more and more essential. The loopholes in HIPAA regulations are closing, and by not having a plan for your compliance you are risking fines up to $50,000.

That being said, it can be overwhelming to become HIPAA compliant. How do you know you are compliant? If you get audited, can you be confident you will pass? These are questions you should discuss with your Managed IT Services company to ensure they are taking the correct precautions.

Click here to learn the “10 HIPAA Questions to Ask Your IT Provider”

If you don’t have a managed IT provider, on the other hand, there are a few steps you need to take towards compliance.

Here is where you can start…

TIP 1: Password Strength

We have seen far too many doctors’ offices with dismal password practices. Do you use the same password for multiple systems? Maybe a password for the receptionist’s computer that hasn’t changed since three receptionists ago?

This is a huge security vulnerability. Some experts say you should change your password every 60-90 days, but it is a good idea to do so every 30 days. Set up a monthly reminder, and make a habit of it. It only takes a minute to do, and it goes a long way towards keeping your data secure.

Additionally, be sure to have a password that is secure. There are many secure password creation techniques you can use, but whatever your method, make sure to use one that you will remember.

P.S. DO NOT WRITE DOWN THE PASSWORD ON THE COMPUTER

Tip 2: Physical Security

When thinking of IT security for doctors, one of the most overlooked aspects is actually physical security. Walking into the average doctor’s office, you can probably access at least a computer or two with no problem. No barriers, no computer privacy screens, and the computers are often left unlocked. It is too easy for someone to slip in a thumb drive – or even simply walk off with a computer.

Take a walk through your own office and see how many computers you could access. Then, take steps to minimize the vulnerability.

Physical security is the first line of defense for your office.

Tip 3: File Encryption

Encrypting your data is a great way to add an additional layer of security to sensitive patient information. It is a significant piece to IT security for doctors’ offices. Encryption is the conversion of data into another form called ciphertext which, without a key, cannot be accessed. In other words, it makes your data impossible to read by anyone but yourself.

encrypted data

Doctor IT Tip 4: Redundancy

Another big issue with many offices is that there is a single point of failure. What this means is that your entire office is relying on one system or software. If this fails, then you are no longer able to service your business.

A common example of this is a doctors’ office relying on one server or one internet provider. If that server crashes or issues arise with the internet provider, then you are down. Not only is redundancy a good idea as you don’t want to lose money, but HIPAA requires you to have multiple means of staying up.

Doctor IT Tip 5: Continuing Education

Many people don’t see education as a security measure, but it is, and it’s a very significant one. Not only should the doctor be trained in best practices, common threats, and HIPAA regulations, but their staff should be as well. Unfortunately, too few doctors’ offices train their employees, because everyone gets busy and training falls through the cracks. While this is understandable, it enables hackers to take advantage of the computer’s user.

Phishing is one of these vulnerabilities. Phishing is a hacking method in which the hacker poses as a legitimate company and attempts to defraud the account holder of sensitive information. They pretend to be an insurance company or some similar vendor. An untrained employee can fall for these tactics, but if they know what to look for, then your office will be safer.

While these tactics do not by any means cover every IT security tactic your office needs to take, they are great first steps. Make sure to research HIPAA laws and know what vulnerabilities your office needs to attend to.

If you want more information about how to put together an IT policy for your office, or you want to discuss HIPAA implementation in more detail, get in touch with a managed IT company familiar with HIPAA guidelines.