Four Ways to Secure Your Practice Data

Over the last few years, we’re sure you heard that breaches and ransomware attacks are steadily on the rise. Cybercriminals plaguing large businesses and individuals have become all too engrained in today’s society. If that sounds scary…it’s because it is. But there are plenty of safe-measures in place you can implement in your routine to help prevent your practice and yourself from falling victim to one, if not all, of these attacks.  

When it comes to malware creeping onto software or a cybercriminal itching to get a hold of personal data, most of us don’t think twice about who or what might be lurking around the corner. As technology becomes more sophisticated, so do those eager to take advantage of its loopholes. So, what exactly can you do?  

Here are a few ways you can take matters into your own hands to safeguard your practice, develop a keen eye for phishing emails, and ensure sensitive practice data is never compromised. 

Out with the Old, in with the New-ish 

Keeping devices up to date is just as important as updating the software that runs on them.  

Having the latest and greatest cybersecurity system means little to nothing if you can’t support it with a device built to manage its advanced features. That's like trying to run Windows 12 on a desktop from 2001 – we hate to break it to you, but it’s just not happening.  Many operating systems become obsolete after a few years, so it’s worth checking your devices and their system requirements to ensure they can support a modern software.    

While regular updates and bug removal can keep your software glitch-free and speed up the occasional operating delays, without the proper defenses it doesn’t reliably stop cybercriminals from obtaining pertinent information that they can use or potentially sell. But don’t worry, we’re not saying you need to go out and grab all new tech today. Chances are that your existing devices can utilize effective security software if you keep them clear of viruses and running on a supported operating system.  

There comes a point, however, when a laptop, desktop, or tablet becomes too old to support the latest advancements in security software. When the buggy-ness starts to make a frequent appearance, you know it's time to get a new device that can adequately protect your business and run your cloud-based software. 

Effective HIPAA Compliance

While technology evolves, there’s one thing that remains the same – the value of privacy.  

With constantly changing rules and regulations revolving around HIPAA compliance, the safety and security of patient data is imperative in eye care. Patients will always look to you, the provider, to keep their information safe.  

Without a cloud-based solution that automatically stays up to date on regulatory requirements, you and your staff are left to walk the very thin line between HIPAA compliance and violation on your own. Fortunately, Eyefinity makes it easy for you to stay in line with the ever-changing guidelines no matter the situation.  

Keep it Secret, Keep it Safe  

The days of writing down all your passwords in a notebook are over…we hope!   

A strong password can be the first line of defense against an attack, but we understand that keeping track of them is likely the last thing you want to think about.  A lot of us forget it only takes one password in the wrong hands for personal data to get misused. Because of this, the most common advice you’ll hear is to update your password regularly. Many businesses have adopted the policy of requiring automatic password resets on company devices every 90 days (about 3 months). Whether or not you have this policy in place, creating a unique password is always a consistent way to elevate your practice security.   

In the Digital Identity Guidelines, IT experts expressed the value of longer passwords with diverse characters to avoid any opportunity for a leak. This time, it’s about quantity AND quality when it comes to passwords. Having an eight-digit password doesn’t mean much if it’s as simple as counting to eight. Including a combination of upper and lowercase letters, numbers, and unique symbols at length not only ensures your password becomes nearly impossible to guess, but it always keeps you in control of your of what comes next.  

Friends Don’t Phish You 

When’s the last time a friend asked you to confirm your banking details for a free giveaway?   

We receive so many emails and text messages every day that most of us wouldn’t think twice about questioning whether a particular message could open the door to collecting our data. Scammers use tactics like phishing to pose as reputable and familiar companies or individuals from those companies to spread viruses, corrupt our software, or leave us vulnerable to identity theft or fraud.   

One way to be on guard is when scrolling though messages is so check for proper spelling and that the emails are coming from known senders, like direct staff members or clients. As hard as they may try to appear convincing, scammers often miss those critical details, giving themselves away. Checking those small errors can make all the difference in your security. 

Another part to look out for are suspicious links that ask for any type of personal information outside of your professional platform. In the event that an email comes through, or you’ve received phishing material in the past, don’t panic. Block the sender immediately and report the source to your supervisor or the authorities. Doing so will help you stay alert for similar messaging and encourage others to do the same so that you and your staff members can keep your practice and personal data in the right hands at all times.  

Going One Step Further 

Being mindful of who’s in and out of your network secures not only the safety of your practice, but it also nurtures the trust and protection of your patients. We understand that the world of cybersecurity often feels like a battleground designed for IT experts. With these tips we hope you can add an extra layer of protection to safeguard your practice and gear up for any cyberbattle that may come your way. 

Learn more about how Eyefinity’s cloud-based software takes the safety of your practice one step further so you can always have controlled access to your data when you need it.