HIPAA IT Security for Small Medical Practices: New Rules

Summary: With healthcare cybercrime at an all-time high, small medical practices are under continuous pressure to step up their compliance with the increasingly strict HIPPA IT security requirements. Learn key aspects of HIPAA IT security and practical insights for small practices to enhance cyber security and prepare for anticipated regulatory changes.

HIPAA IT Security for Small Medical Practices: Ready for the New Rules?

The integration of technology into healthcare has transformed the way medical practices operate. However, new, connected medical technology presents more vulnerabilities, exposing providers and patients to cybercrime. HIPAA (Health Insurance Portability and Accountability Act) sets the standard for protecting sensitive patient information. Its Security Rule specifically addresses the technical and administrative safeguards required to ensure the confidentiality, integrity, and availability of electronic protected health information or ePHI.

An enormous number of small practices will require professional IT and cybersecurity services to comply with the new rules. Practices must begin the IT compliance process long before the rules go into effect and document compliance efforts. Even without regulatory mandates, updating network IT security reduces risk, protects practice profits and safeguards the staff’s private employment and medical information held in the network. Compliance with HIPAA IT security rules involves these basic requirements and more:

• Risk Assessments – Conduct regular IT assessments to identify potential vulnerabilities and risks to ePHI.
• Security Measures – Implement appropriate IT policies and procedures to protect electronic health information.
• Network Cyber Security – Strong network cyber security is more important than ever because medical technology now connects many different devices, allowing clinicians, patients, office staff, insurers and other providers to communicate virtually. Each connected device expands the network surface area and represents a vulnerable new endpoint for cyberattacks. Robust network security dramatically reduces the risk of attack and helps ensure that data recovery and resumed productivity are possible.
• Staff Security Awareness Training – Educating staff members about the importance of data security and their role in safeguarding patient information with ongoing training keeps everyone up-to-date and synchronized. Staff is armed with security best practices and awareness of current attack methods in use by cybercriminals.
• Incident Response Planning – Cyberattacks are chaotic events. Developing and implementing written policies for reporting, responding to and mitigating breaches of ePHI in advance of an attack or data breach is essential to reducing attack scope, addressing necessary actions and recovering quickly.
• Business Associate Third-Party Agreements – Ensure third-party vendors or service providers handling ePHI adhere to HIPAA standards. Your practice is liable for its actions regarding protected patient information collected and stored on the practice’s network.

Challenges Faced by Small Medical Practices for HIPAA IT Security Compliance

Small medical practices often have limited resources and expertise dedicated to IT security. This can pose significant challenges when trying to comply with HIPAA regulations (current and proposed). Common issues include:

• Budgetary Constraints – Allocating funds for robust healthcare IT security measures can be difficult for small practices with tight budgets. Managed outsourced services are generally more affordable than in-house employees.
• Lack of IT Staff – Many small practices do not have dedicated IT staff or cybersecurity experts to manage and monitor their systems. Most office staff do not have the time or expertise to fill that role. Expert assistance ensures improved compliance.
• Complexity of Compliance – Understanding and implementing the technical IT security requirements can be daunting without specialized network knowledge. As new rules are rolled out, robust healthcare IT security positions your practice for compliance with regulators, cyber insurers, and third-party associates.

The Importance of Managed Security Service Providers in Healthcare

To overcome the above challenges, small medical practices can benefit from partnering with healthcare managed security service providers (MSSPs, also referred to as outsourced IT providers) specializing in IT and network security for HIPAA-regulated businesses. MSSPs offer customized solutions that address the unique needs of medical practices, including:

• 24/7/365 Monitoring – Continuous monitoring of networks and systems to promptly detect and respond to cyber incidents. Live security operations center (SOC) monitoring and real-time evaluations of suspicious network activity are essential to halt cyberattacks in the earliest stage.
• Risk Management – Conducting regular risk assessments and implementing customized security measures help mitigate vulnerabilities. Vigilance, staff training to reduce human error and consistency are vital to cyber security.
• Compliance Expertise – Ensures the practice adheres to HIPAA IT requirements and is prepared for audits and other IT security compliance documentation requests.
• Training and Security Awareness – Providing ongoing education and training for staff on cybersecurity best practices reduces the largest risk. Human error (caused by staff, associates and clinicians) represents the largest entry point of phishing and ransomware attacks that lead to costly and time-consuming data breaches. MSSPs can present regular updated training highlighting new cyber threats and user protocols.

Implementing Effective HIPAA IT Security Measures

Managed security service providers in healthcare can immediately impact your level of medical cyber security. For small medical practices looking to enhance their compliance and protect business assets, here are the essential steps that healthcare cyber security experts can address:

• Data Backup, Recovery and Protection – Maintaining scheduled secure data backups, configuring cutting-edge technical protection and developing a comprehensive disaster recovery plan helps ensure business continuity.
• Data Encryption – Encrypting ePHI in transit, in use and in storage helps prevent unauthorized access and reduces data breach liability. Practices risk fines and consumer lawsuits for every record affected.
• Access Control – Implementing strict network access controls helps ensure that only authorized personnel who need to use the information to complete their work can access patient information. Controls must be in place to shut down access quickly when an employee or business associate is offboarded. Limiting access helps keep private medical and financial data out of the wrong hands.
• Regular Software Updates and Patch Management – Keeping software and operating systems up to date addresses known vulnerabilities that attract cybercriminals. (Hackers move on to an easier target when faced with too many obstacles.) Updates often provide new features and frequently contain security fixes crucial to protecting the network.
• Security Awareness Training – We have underscored the importance of regular training. Medical IT experts can educate staff about phishing scams, malware prevention, and the importance of strong password management. These sessions are most effective when held virtually with a live trainer so that information can be customized for daily practice activities and specific industry risks. Packaged security training software is usually dated and far less effective.

Prioritizing IT security is not just a HIPAA regulatory requirement but an expectation of quality healthcare. Consider your personal data privacy needs while protecting patients' private medical data. Small medical practices face unique challenges in achieving compliance and safeguarding ePHI, but with proactive expert security strategies and support, they can minimize data exposure risks and reduce liability.

Managing healthcare cyber threats in medical practices is a complex and onerous task. Hackers cannot wait to breach your network and steal your valuable data, resell it multiple times on the dark web or threaten patients directly with the release of their medical data in targeted ransomware attacks. By partnering with a trusted MSSP, practices can significantly enhance their cybersecurity posture, allowing them to focus on delivering exceptional and efficient patient care without compromising data security. Start preparations for the new HIPAA IT security requirements and benefit from improved network security and reduced network risk.

What Should Small Medical Practices Do to Prepare for HIPAA IT Security?

By investing now in proactive measures such as regular risk assessments, staff training, and robust IT infrastructure, small practices can successfully navigate the complexities of HIPAA IT security with the cost-effective help of a professional MSSP. Ultimately, a well-implemented cyber security strategy protects patient information and builds trust and confidence among patients and other stakeholders and partners in the healthcare community. Part of patients feeling safe with a practice includes having the utmost confidence in their privacy.

There will always be hackers in the world, working day and night to devise new cyberattack methods. Also, medical practices will always store a motherload of private patient data that bad actors will attempt to steal. In the evolving landscape of healthcare IT security, staying informed about regulatory changes and emerging threats is crucial. By embracing a culture of security and leveraging specialized healthcare IT expertise, small medical practices can thrive in an evolving digital world while safeguarding what matters most – the health and privacy of their patients.