Keeping Your Dental Office Safe Online
In the Digital Age, it is more important than ever for your dental office to have an online presence for customers to find and connect with your practice, but the internet and cloud technology can also offer you many benefits in security, storage and collaboration with related professionals. The convenience of online offices can often come with the drawback of security and data breaches, however, so it is important to understand both the dangers and what you can do to keep your office and your clients safe.
Security Segmentation
In general terms, network segmentation is a series of firewalls on the network designed to limit unauthorized access to devices on that network. Newer cybersecurity techniques take that idea and apply it to individual workload levels, this practice is called micro segmentation and can be used on cloud-based platforms as well as on your office computers and other devices by leveraging the workload firewall of the host. Dividing your data and software access in this way makes it harder for both accidental access and malicious actors. Your IT department can set segmentation up for your office to increase the security of remote access work, team collaboration and much more.
HIPAA Security Risk Assessment Tools
The Health Insurance Portability and Accountability Act as well as other government health-related programs and even private health insurance agencies require providers to perform regular assessments of their security systems and the risks they face. Luckily, HIPAA and the Centers for Medicare and Medicaid Services Electronic Health Record Incentive Program have a Security Risk Assessment Tool which you can download to make this easier. Tools like this one can show you where potential vulnerabilities lie and help your IT department, whether on-site or outsourced, keep on top of the risks you face.
Employee Training
Training your employees in cybersecurity best practices, and keeping your training updated as well, can help minimize security risks. These practices include knowing how to check the ID and securely process payments as well as how to keep passwords safe and when to secure devices. It is also important to have policies for the use of personal devices on office networks and how to securely use office devices from home or on the road. When you write up policies and procedures for cybersecurity, it is important to have staff members sign a statement that they have been trained on this information and understand what they are required to do as well as what the repercussions are for non-compliance. This can limit your liability if a staff member is the source of a breach as well as incentivize employees to take greater care with passwords, securing workstations and having personal devices at work.
Password Management
Password management tools are handy for both business and personal security. These browser add-ons suggest and store complicated passwords and log-in information for the websites you use so you are less at risk of being hacked while not having to memorize or write down secure passwords. For login information that would not be on the password manager, you can usually enable two-factor authentication or even set up systems for your office computers that use an RFID chip card as well as a secure password or biometric identification.
Data Breach Insurance
Your business owner’s insurance company should offer data breach insurance designed for medical and dental offices. These policy riders protect you from liability for damages if your data and that of your patients is compromised in a breach as well as helps provide the professional response services required by HIPAA to manage the incident. You may be able to get the expense of this insurance policy reduced through enacting security protocols, tech and training recommended by the provider to minimize your risk.
Keeping your dental office safe while online is about keeping your information and that of your patients secure. This includes data such as client credit and debit card numbers, personal health records and even your accounting processes. You can increase your security through investing in the right tools and training for your staff and comply with government programs or patient insurance companies with sound policies, procedures and insurance coverage.
