TL;DR
Your medical data is at risk! This guide helps you quickly improve security for your practice or personal records, covering passwords, software updates, backups, and phishing awareness.
Improving Medical Data Security: A Step-by-Step Guide
- Strong Passwords – The First Line of Defence
- Use strong, unique passwords for every account.
- A password manager (like Bitwarden or LastPass) is highly recommended to generate and store them securely.
- Avoid using personal information like birthdays or pet names.
- Enable two-factor authentication (2FA) wherever possible – this adds an extra layer of security.
- Keep Software Updated
- Outdated software is a major vulnerability. Regularly update your operating system, electronic health records (EHR) systems, and all other applications.
- Enable automatic updates where available.
- For critical systems like EHRs, check the vendor’s website for security patches and apply them promptly.
- Regular Data Backups – Plan for the Worst
- Back up your data frequently (daily is ideal).
- Store backups in multiple locations, including offsite or in a secure cloud service. Do not store backups on the same network as your primary data.
- Test your backups regularly to ensure they can be restored successfully.
- Phishing Awareness – Spotting and Avoiding Scams
- Be suspicious of unsolicited emails, especially those asking for personal information or containing attachments/links.
- Verify the sender’s email address carefully. Look for subtle misspellings or unusual domains.
- Never click on links or download attachments from unknown sources.
- If in doubt, contact the sender directly through a known phone number or website to confirm the legitimacy of the request.
- Network Security – Protect Your Connection
- Use a firewall to protect your network from unauthorized access. Most routers have built-in firewalls; ensure it’s enabled.
- Secure your Wi-Fi network with a strong password and encryption (WPA3 is recommended).
- Consider using a Virtual Private Network (VPN) when connecting to public Wi-Fi networks.
- Access Control – Limit Who Sees What
- Implement role-based access control, granting users only the permissions they need to perform their jobs.
- Regularly review user accounts and disable those that are no longer needed.
- Monitor user activity for suspicious behaviour.
- Encryption – Protect Data at Rest and in Transit
- Ensure sensitive data is encrypted both when stored (at rest) and when transmitted over networks (in transit).
- Use HTTPS for all website connections.
- Consider encrypting email communications containing patient information.
- Cyber security Training – Educate Your Staff
- Provide regular cyber security training to your staff on topics such as password security, phishing awareness, and data privacy regulations (like GDPR or HIPAA).
- Conduct simulated phishing exercises to test their ability to identify scams.
Example Command for Checking Software Updates (Linux):
sudo apt update && sudo apt upgrade