Protecting Patients Data 101
Protecting data in the healthcare industry is an enormous challenge. Healthcare providers and their business associates must strike a delicate balance between maintaining patient privacy, delivering quality care, and adhering to stringent regulatory frameworks like HIPAA and the Health Information Technology for Economic and Clinical Health (HITECH) Act. Given the sensitivity and value of Protected Health Information (PHI) to both individuals and criminals, healthcare organizations are bound by rigorous data protection rules, with severe penalties for non-compliance.
Unlike other industries, healthcare data protection regulations such as HIPAA do not prescribe specific technologies. Instead, they require that healthcare organizations and covered entities ensure that patient information is secure, accessible only to authorized personnel, and used strictly for authorized purposes. It’s up to each organization to decide which security measures best suit their needs to meet these objectives.
In today’s threat landscape, the healthcare industry faces heightened risks. Organizations that proactively adopt best practices for healthcare data protection are better positioned to maintain compliance and reduce their exposure to costly breaches. Below are 10 key strategies healthcare organizations should implement to protect sensitive health data and comply with applicable regulations.
1. Educate Healthcare Staff
Human error remains one of the most significant threats to healthcare data security. Simple mistakes or carelessness can have devastating consequences. Regular security awareness training equips healthcare staff with the knowledge needed to make informed decisions, reducing the risk of accidental data breaches.
Training should cover common risks like phishing, secure use of systems, and appropriate handling of sensitive information. Informed employees are more likely to recognize suspicious activity and adhere to the organization’s security protocols, helping to create a strong first line of defense.
2. Restrict Access to Data and Applications
Restricting access to data is crucial for safeguarding sensitive health information. By implementing strong access controls, healthcare providers can ensure that only authorized personnel have access to patient data, limiting exposure to unauthorized individuals.
Multi-factor authentication (MFA) adds an extra layer of security, requiring users to verify their identity using two or more validation methods. These can include something the user knows (like a password), something the user possesses (such as a smart card), or a biometric factor (such as a fingerprint). MFA helps ensure that only legitimate users can access sensitive healthcare applications and data.
3. Implement Data Usage Controls
While access controls limit who can view the data, usage controls take it a step further by monitoring how that data is used. Data usage controls help identify risky behaviors or malicious activity in real-time and can automatically block or flag certain actions, such as sending unauthorized emails, uploading sensitive data to the web, or copying data to external devices.
Data discovery and classification tools play a critical role in this process by identifying and tagging sensitive data, ensuring that it receives the appropriate level of protection.
4. Log and Monitor Use
Comprehensive logging and monitoring of data access and usage provide a clear picture of who is accessing patient information, when and from where. This allows organizations to track user behavior and detect any abnormal activity, which could signal a security breach.
Logging can also be valuable for auditing purposes, helping to ensure compliance with HIPAA and other regulations. If a breach occurs, logs can help identify the root cause, enabling organizations to quickly respond and mitigate damage.
5. Encrypt Data at Rest and in Transit
Encryption is one of the most effective ways to protect sensitive healthcare data. By encrypting data at rest and in transit, organizations make it much harder for attackers to gain access to readable information, even if they intercept or breach systems.
HIPAA recommends—but does not mandate—encryption, leaving healthcare providers to decide what’s appropriate for their environment. Encryption ensures that only authorized individuals can decrypt and access data, keeping patient information confidential and secure.
6. Secure Mobile Devices
Mobile devices such as smartphones and tablets are increasingly used in healthcare, making them a target for cyberattacks. To mitigate the risk, healthcare organizations must implement robust mobile device security measures. This includes enforcing strong password policies, encrypting sensitive data stored on devices, and enabling the ability to remotely wipe or lock lost or stolen devices.
Additionally, healthcare organizations should monitor mobile devices for suspicious activity and ensure that staff are trained on mobile security best practices.
7. Mitigate Connected Device Risks
The rise of the Internet of Things (IoT) means more devices in healthcare are connected to networks, from blood pressure monitors to surveillance cameras. These connected devices are vulnerable to cyberattacks, so it’s essential to secure them properly.
IoT devices should be placed on separate networks, regularly monitored, and kept up to date with the latest security patches. Organizations should also disable non-essential services on devices and use strong authentication methods to prevent unauthorized access.
8. Conduct Regular Risk Assessments
Conducting regular risk assessments is critical for identifying potential vulnerabilities and weaknesses in a healthcare organization’s security posture. Risk assessments should evaluate not only the internal processes and systems but also the security practices of vendors and business associates that handle PHI.
By proactively identifying risks, healthcare organizations can address potential issues before they lead to a breach, ensuring that they are continuously improving their security defenses.
9. Back up Data to a Secure, Offsite Location
Cyberattacks like ransomware can not only expose sensitive data but also disrupt operations and compromise the availability of critical patient information. Offsite data backups provide a safeguard in the event of a disaster, ensuring that healthcare organizations can recover data and continue operations.
Data backups should be encrypted and stored in secure locations, and organizations should establish clear policies for backup frequency and disaster recovery procedures.
10. Evaluate Business Associates’ Compliance
Healthcare organizations are increasingly reliant on third-party vendors to process and store sensitive information, making it essential to carefully evaluate the security practices of all business associates. HIPAA requires healthcare providers to obtain “satisfactory assurances” from their partners and subcontractors that PHI will be adequately protected.
Under the HIPAA Omnibus Rule, organizations are responsible for the security practices of their business associates. As such, organizations must ensure that vendors comply with HIPAA and other relevant regulations and implement stringent security measures.
How Protected Harbor Secures Health Data
At Protected Harbor, we understand the unique challenges faced by healthcare organizations in safeguarding patient data. Our approach to healthcare, IT is designed to offer robust security, ensuring that health information is protected at every stage—from transmission to storage. We implement the latest encryption techniques, secure mobile device management, and continuous monitoring to detect and address threats in real-time.
We also conduct regular risk assessments and ensure that all our services comply with HIPAA, GDPR and HITECH requirements, helping healthcare organizations avoid costly penalties and maintain compliance. In addition to providing secure cloud solutions, we partner with organizations to back up their data to secure locations, safeguarding against ransomware and other data loss scenarios.
To learn more about how Protected Harbor can help secure your healthcare data Download our Whitepaper Today.
Ready to enhance your healthcare data protection strategy? Contact Protected Harbor to see how our tailored IT solutions can protect your organization’s sensitive information and ensure compliance.
