9 Data Security Mistakes Health Practices Make and How to Avoid Them with Power Diary

As healthcare technology continues to advance, the security of patient data is more critical than ever. With electronic records and other digital information used daily, healthcare practices must take steps to protect sensitive patient information from cyber threats.

In February 2023, Banner Health, a non-profit health system headquartered in Phoenix, Arizona, paid a settlement of $1,250,000 to the U.S. Department of Health and Human Services Office for Civil Rights to resolve a data breach that disclosed the information of nearly 3 million consumers. This is only one of many examples reflecting the cost implications that data breaches can have in the health sector.

Do you have measures like practice policies in place to manage data security risks and help ensure patient data is protected? By prioritising data security, your healthcare practice can provide patients with peace of mind that your practice is serious about keeping their personal information safe and secure.

1.        Using weak passwords: Healthcare practitioners often choose easily guessable passwords, making patient information vulnerable. To combat this, try incorporating strong password policies into practice policies, including using passwords that are at least 8 to 12 characters long and contain a combination of uppercase and lowercase letters, numbers, and special characters.
2.        Using screensavers without password protection: Leaving computers unattended with screensavers that don't require a password increases the risk of unauthorized access. Password-protecting screensavers and using two-factor authentication (2FA) are recommended for added security.
3.        Failure to adequately train employees: Insufficient training on data security policies and procedures can lead to accidental data disclosures, downloading malware, falling victim to phishing attacks, and non-compliance with regulations. Regular training sessions, mock phishing tests, and creating a culture of security are suggested to mitigate risks.
4.        Sharing practice management software accounts: Sharing accounts increases the risk of unauthorized access. Each team member should have unique login credentials and strict user permissions. Monitoring user activity can help ensure accountability.
5.        Failing to regularly update software: Outdated software is vulnerable to cyberattacks and may not comply with regulations. Enabling automatic updates, regularly checking for updates, using antivirus software, and monitoring end-of-life software are recommended.
6.        Failing to secure networks: Unsecured networks can lead to unauthorized access, malware infections, and non-compliance with regulations. Data encryption is a key method of keeping these networks secure as well as using firewalls and VPNs, monitoring network activity, and developing network security policies.
7.        Disposing of data and hardware incorrectly: Improper disposal of hardware and hard copies of patient information can lead to unauthorized access. Securely erasing data and shredding hard copies are important. The recommended approach is to create a comprehensive data disposal plan and training team members on it.
8.        Keeping paper records: Paper records increase the risk of theft and loss. Using cloud-based practice management software is an easy way to digitise patient records.
9.        Not using secure, ISO 27001 certified practice management software: Choosing software that meets strict information security requirements, such as ISO 27001 certification, ensures adherence to best practices. Power Diary is an ISO 27001 certified practice management software.

Securing practice data is crucial for maintaining business continuity and upholding the reputation of healthcare practices. Implementing staff training and data security policies and using secure software are essential steps in protecting sensitive patient information.

Implementing staff training and data security policies and procedures takes time and effort. But, it’s a non-negotiable requirement for maintaining business continuity and upholding the reputation of your healthcare practice in today’s world.

With its ISO 27001 certification, Power Diary proves it’s among the most secure practice management software options available. They offer a free trial to give you the chance to see just how effective it is, not only for data protection but also for the growth of your practice. Try it out to see what peace of mind can look like today!

This article has been paid for by Power Diary.