Securing Electronic Health Records: Best Practices for Small Businesses in CT

It shouldn’t come as a surprise that the healthcare industry is a major target for cybercriminals, given the wealth of sensitive patient information it holds. But what remains shocking is that in 2023, 133 million health records were exposed to an unprecedented amount of data breaches, where hackers not only infiltrated health providers, vendors, and computer systems but also demanded ransom payments.

Despite the risks, electronic health records (EHR) are important because they streamline patient information management, improve accessibility, and enhance overall care. Small and Medium-sized Businesses (SMBs) in healthcare do face unique challenges in securing these critical records though, due to limited resources and increasing cyber threats. That’s why securing EHR is not just a regulatory necessity but a vital component in protecting patient privacy and maintaining trust.

This blog will dive into the importance of EHR in healthcare, the specific hurdles SMBs encounter, and the role of a managed service provider (MSP) in safeguarding these valuable digital assets.

Importance of Securing Electronic Health Records

Protecting patient privacy is critical due to the highly sensitive nature of health information. Electronic health records (EHR) contain detailed personal data, including medical histories, diagnoses, treatment plans, and other confidential details. If compromised, that could lead to serious harm, including identity theft and financial fraud. This information's sensitivity makes having security measures necessary to ensure that only authorized personnel have access to it.

The healthcare industry also must adhere to different legal and regulatory compliances including:

• HIPAA: The Health Insurance Portability and Accountability Act (HIPAA) mandates strict standards for the security and confidentiality of patient data.
• GDPR: The General Data Protection Regulation (GDPR) involves healthcare organizations that deal with European patients in that it protects their information and requires informed consent for data processing.
• HITECH Act: The HITECH Act complements HIPAA in that it enhances the penalties for data breaches and promotes the utilization of EHRs.
• HITRUST CSF: The Health Information Trust Alliance Common Security Framework is not a regulation but a framework that provides healthcare organizations with guidance on security and privacy standards.
• Interoperability and Patient Access Final Rule: This requires healthcare providers to share electronic patient data if the patient requests to do so.

Overall, it’s essential for any successful healthcare practice to maintain patient trust, and data security plays a crucial role in this dynamic. Patients entrust healthcare providers with their most sensitive information, expecting that it will be handled with care and protected against breaches. Effective data security measures not only safeguard patient privacy but also strengthen the reputation of healthcare businesses. When patients are confident that their data is secure, they are more likely to engage openly with their healthcare providers, leading to better outcomes.

Conversely, data breaches can severely damage a practice's reputation, destroy patient trust, and result in significant financial and legal repercussions. Therefore, prioritizing data security is essential for a good patient-provider relationship and the overall credibility of the healthcare business.

Common Threats to EHR Security

With how valuable patient data is to hackers, threats to the security of electronic health records (EHR) are almost inevitable. The most obvious threat is probably cyberattacking, which can take various forms including:

• Ransomware: This involves hackers encrypting patient data and demanding a ransom for its release.
• Phishing: This is when hackers gain access to confidential information through schemes such as sending emails with malicious links and tricking users into revealing their credentials.
• Malware: This is malicious software or code that harms a computer by taking control of specific processes, potentially compromising sensitive data.

Another significant but often overlooked threat is insider threats. These occur when employees mishandle data, either accidentally or deliberately.

Lastly, physical threats also pose risks, such as the theft or loss of devices containing EHR data, which can lead to unauthorized access and potential data breaches.

Understanding and mitigating these varied threats are essential steps in ensuring the security of EHR systems.

Best Practices for Securing EHR for SMBs

Small to Medium-sized businesses (SMBs) can protect and secure their electronic health records (EHRs) by adhering to the following best practices:

Strong Access Controls

• Role-Based Access: Limiting access to data based on job responsibilities.
• Multi-Factor Authentication (MFA): Adding layers of security for accessing EHR systems.

Data Encryption

• In-Transit Encryption: Securing data while it is being transmitted.
• At-Rest Encryption: Protecting stored data from unauthorized access.

Regular Security Training

• Employee Education: Training staff on recognizing and preventing cyber threats.
• Continuous Updates: Keeping employees informed about the latest security protocols.

Regular Security Audits and Assessments

• Vulnerability Scans: Identifying potential security weaknesses.
• Penetration Testing: Testing the effectiveness of existing security measures.

Use of Advanced Security Tools

• Firewalls and Anti-Malware: Preventing unauthorized access and malicious software.
• Intrusion Detection Systems (IDS): Monitoring for suspicious activities.

Backup and Recovery Plans

• Regular Backups: Ensuring data is backed up frequently and securely.
• Disaster Recovery Plans: Preparing for quick recovery in case of data loss or breach.

Secure Communication Channels

• Encrypted Messaging: Using secure communication tools for sharing patient information.
• VPNs: Ensuring safe remote access to EHR systems.

Role of Managed IT Services in EHR Security in Connecticut

Managed IT services play an important role in securing electronic health records (EHR) by providing security solutions. These services cover all aspects of EHR security, from robust firewalls and encryption methods to advanced threat detection systems. Managed IT providers implement multi-layered security measures that protect against a wide range of threats, ensuring that patient data remains confidential and secure.

Another significant benefit of managed IT services is continuous monitoring. With 24/7 surveillance, managed IT providers can quickly detect and respond to potential threats before they escalate into major security breaches. This constant vigilance ensures that any unusual activity is quickly identified and mitigated, which minimizes the risk of data loss or theft. The ability to provide real-time monitoring and quick response times is essential for protecting sensitive patient information from cyberattacks.

Managed IT services also offer small to medium-sized businesses (SMBs) access to specialized knowledge and resources that might otherwise be unavailable. These providers have teams of experts who are knowledgeable in the latest security technologies and best practices. They can provide ongoing support and guidance, helping SMBs navigate EHR security. This expertise ensures that healthcare providers can implement the most effective security measures and stay up to date with evolving threats and regulatory requirements.

For SMBs, partnering with a managed IT service provider can be a game-changer, offering peace of mind and allowing them to focus on delivering patient care.

Conclusion

Securing Electronic Health Records (EHR) is essential for protecting patient privacy, maintaining trust, and ensuring compliance with regulatory standards. The best practices for achieving this include implementing strong access controls, using data encryption to safeguard information, conducting regular security training for staff, and performing frequent security audits and assessments. Additionally, utilizing advanced security tools, establishing robust backup and recovery plans, and ensuring secure communication channels further enhance security and protect sensitive information.

Small to medium-sized businesses (SMBs) in the healthcare sector must adopt these best practices to protect their EHR systems from cyber threats. Charles IT is dedicated to helping healthcare providers secure their EHR systems. Our team of experts offers a full range of services, including security audits, continuous monitoring, and tailored security solutions.

Contact us today to learn how we can assist with your EHR security needs.