Physicians Practice - Tech Guide 2008 - (Page 16)

SECURITY If both the laptop and card are stolen, an IT administrator can remotely revoke authentication privileges, rendering the laptop useless to the unauthorized user. SECURING DATA IN TRANSIT TOP TEN TIPS FOR SECURING LAPTOPS 1. USE CABLE LOCKS AS VISUAL DETERRENTS. Truth be told, most cable locks can be ripped off the plastic exterior of a laptop with a strong tug. Cable locks are therefore akin to ink-ﬁlled garment security tags in clothing stores: they leave a mark when removed by force, but they are ineffective at preventing all thefts. 2. AVOID LEAVING UNSECURED LAPTOPS UNATTENDED. Lock them in cupboards, laptop carts, or other secure facilities when not in use. If they must be left in a vehicle, they should be covered up or locked in the trunk. 3. KEEP LAPTOPS INCONSPICUOUS. Laptops should always be carried in inconspicuous carrying cases, such as a backpacks or tote bags, instead of tell-tale laptop bags. 4. CHANGE PASSWORDS REGULARLY. Never leave your password in obvious places, such as a sticky note under your keyboard or on your desk. 5. KEEP ANTI-VIRUS SOFTWARE AND FIREWALLS INSTALLED AND UP-TO-DATE. Prevent unauthorized access and protect valuable information with data encryption software. 6. BACKUP VALUABLE DATA ON A SCHEDULED BASIS. Data backup needs to happen as frequently as required to minimize the risk to the organization in the event of loss. 7. UNDERSTAND THE DANGERS OF PIRATED SOFTWARE AND FILE SHARING. Both piracy and over-deployment of purchased licenses can lead to signiﬁcant lawsuits or other ﬁnancial penalties. And not only is it illegal, but pirated software can also increase a computer’s susceptibility to viruses, Trojans, and other attacks. 8. STAY INFORMED. Continue to educate yourself about the tools and techniques used today by cyber criminals as well as other security risks to company data. 9. USE ASSET TRACKING AND RECOVERY SOFTWARE. Laptop recovery tools are highly effective because thieves know that hardware is more valuable if they can prove it works. To do so, they inevitably turn the hardware on and connect to the Internet, at which point the software agent — unbeknownst to the thief — reports its location information, helping police recover the device. 10. INVEST IN ADVANCED DATA PROTECTION. Leverage advanced data protection technology to remotely wipe sensitive information in the event that your computer is lost, stolen or nearing the end of its life cycle. Reprinted with permission from Absolute Software. Besides theft, Livingston says the other prime vulnerability especially speciﬁc to small- and medium-sized practices is the transmission of patient data to third parties. In August 2006, a computer was discovered missing from Unisys, a subcontractor that provides billing and claims support to the VA Medical Centers in Pittsburgh and Philadelphia. Information contained on this computer included the names, dates of birth, addresses, Social Security numbers, and claims information on approximately 16,000 patients. Does your practice outsource its billing like the VA? If so, can you ensure that your patients’ information is secure? Even if your laptop is never stolen, data in transit can be intercepted. That’s why Livingston says secure ﬁrewall and encryption systems are crucial. “You need that especially if practices are digital, and they’re uploading patient or ﬁnancial information … to a central site somewhere for billing purposes,” says Livingston. “The doctors have the onus on them to … secure that transaction on both ends to ensure … no third party can gain access to the information as it transmits back and forth.” But once you’ve transmitted patient data to a third party, how can you be sure the vendor’s own safety practices are adequate? Tell them to prove it, says Sprague, “When your vendor says, ‘We’ve got it all covered; it’s safe,’” Sprague advises asking it to explain and demonstrate to you exactly how it encrypts your patient data to protect it from prying eyes. Don’t let up until you’re convinced. If you sufﬁciently address the physical storage of your hardware and secure your data transmission beyond your practice, Livingston says “you’re pretty well covered.” 16 | PHYSICIANS PRACTICE | TECHNOLOGY GUIDE But take note that when Livingston refers to “physical storage,” he’s not talking about simply placing your portable devices in ﬁle drawers. He recommends physically locking down all hardware — your laptops as well as your desktops — “so you can’t remove them without some type of physical force.” Such locking devices are easily available and affordable. And don’t forget your server — you’ll want to bolt that down too. Sound a bit paranoid? Given the frequency with which patient data is compromised, these preventive steps can go a long way toward not only avoiding that embarrassing press conference, but also toward possibly saving your entire practice. Don’t take refuge in the thought that your portable devices require user IDs and are password-protected. While these safeguards shouldn’t be neglected, they’ve also proven to be surmountable barriers in the hands of knowledgeable techies. Your best defense is to keep them from falling into the wrong hands in the ﬁrst place. But a determined thief can defeat even your most zealous efforts to protect your property. If a laptop or other portable device does go missing, how can you prevent the thief from accessing the precious data it contains? WWW.PHYSICIANSPRACTICE.COM http://WWW.PHYSICIANSPRACTICE.COM

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Physicians Practice - Tech Guide 2008 TG Cover Story: Protect Your Practice and Sleep Better Operations: Paperless? Not Quite The Internet: You've Got Mail...Or Do You? Patient Relations: Attention Grabbers The Tech Doctor: All About Blogs Lessons Learned: 'My EMR Nightmare...And Why I'd Do It Again' Scheduling: No More No-Shows The Marketplace: Who's Got Your Back IT Enhancement: Time, at Last, for an Upgrade? Online: 'Yup, I'm a Junkie. And Proud of It.' In the Office: New Technologies in the Workplace: Blessing or Curse? Web Surfing: If You Build It...

Physicians Practice - Tech Guide 2008

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