Six Steps to Protect Your Health Care Data
Files have an interesting journey. Many files are copied, faxed, and scanned. Others are typed into queries on database screens and stored in the confines of black boxes with blinking lights called servers or way up in the cloud. Files can also be hacked, stolen, destroyed, or leaked to people who are not the rightful owner of those documents or the information on them.
Protecting patient data is not just good to do, it is required by law. Protecting that data can be a daunting task, given that the patient data, clinical or non clinical, needs to be protected in order for you to comply with these specific laws. Though, how and where you protect this healthcare data can make the data more or less secure.
Patients depend on healthcare teams and services to keep their data safe. In 2014, Community Health Systems learned that mismanaged healthcare data can lead to catastrophic results, that is, the 4.5 million people potentially affected by stolen information from their databases. Protecting information is not just about good passwords. With all these potential data breaches, and the backlash that can come from it, it is no wonder why HIPPA violations now reach penalties at sky-high numbers — up to $1.5 million to be exact.
Below we have compiled six ways to keep the data you collect safer and help aid you on your quest in being further within compliance of the law.
1: Bulk Up Authentication — Strengthening password security is a great place to start when trying to create better user authentication. One step further is using a safeguard that can lock your printers and devices and limit the users and user abilities on the devices. Storage of uploaded images and documents from these devices can be done simultaneously to create an iron fortress around your devices.
2: Data Encryption — Encryption is a way to make sure only the intended people see a document by making documents unreadable to anyone who does not have access. Data encryption can be used for not only documents, but emails, messages, images, and sensitive healthcare information. It is certainly good practice to go to such lengths to protect data. Though, it is also required in healthcare practice through the HIPPA Security Rule, which mandates that patient health information needs to be protected in various ways, encryption/decryption services being one of those mandates.
3: When thinking confidential, think overwrite — Overwriting is a security measure you can use to protect your digital images. Similar to encryption, overwriting makes reconstruction of any files almost impossible and restricts access to those files, even from the device that they originally came from.
4: Track your data — Using audit technology in order to track all your documents as well as oversee whoever uses them helps you in the long run. Additionally, HIPPA Final Omnibus Rule requires a data audit trail, so doing this helps you stay within regulations within the healthcare industry.
5: Out with the old — Not only is it important to identify and get rid of old technology that does not have the capabilities to keep your information safe, but it is equally as important to dispose of that outdated technology properly. Knowing what your equipment is capable of is a great start if you have not begun this task already. Then, when replacing old equipment, make sure to contact an IT specialist to make sure any data that was on that device cannot be accessed in the future after it’s disposal.
6: Physical safeguards — Just as your computers have software that need to be kept safe, the hardware needs to be kept safe too. By assessing the needs of your employees to have access to certain machines that are strategically placed throughout the workplace can cut back on the threat of your information ending up in the wrong hands. Utilize access security and the device controls on various office machinery to accomplish this goal.
Protection is Key
Protecting your patients, your employees, your practice, and the bottom line goes without saying. How you accomplish this is the ultimate question. Using these steps to prepare your company will set you on the right track to safety and security when working with digital information. If you are looking for more tips or have other questions on how to best protect your patients, employees and company, Stratix Systems has a team of skilled professionals to help you get your data safe.
The bottom line: If growing your business, while maintaining compliance and controlling costs, is on your mind, it’s time to talk with Stratix Systems.
About Stratix Systems
With offices in Reading, Lehigh Valley, Philadelphia and Central and Northern New Jersey, Stratix Systems is one of the region’s leading technology solutions partners —with the people, resources and experience to deliver the IT, content/document management and imaging support you need: where, when and how you need it. In fact, very few providers in the region can match the vast array of total business solutions and responsive service available from Stratix Systems. It’s no wonder why we are the partner-of-choice for over 4,500 organizations throughout Eastern Pennsylvania and New Jersey.
Have a question? Get an answer. Our experienced systems experts would be happy to answer your questions, help you explore your options and develop a customized plan for you. Learn more at www.stratixsystems.com or call us toll-free 1-800-444-2943.