Consider a busy hospital. Medical staff rush around, attending to patients and exchanging information to provide the best care possible. Suddenly, a loud alarm goes off, and the staff learns they are under cyberattack. Hackers infiltrated the hospital’s network and are holding its data hostage, demanding a ransom to return access. While this scenario is entirely fictional, it could happen to any healthcare organization today, and the ramifications could be devastating. 

Securing patient data is a fundamental aspect of healthcare data management. When organizations fail to do so, they put themselves at risk for cyberattacks and data breaches that can jeopardize their operations, financial stability, and reputation. This guide will offer valuable insights into securing patient data to help healthcare organizations avoid such scenarios and allow them to use effective data management solutions.

One tool that can help organizations achieve these goals is Azulity’s healthcare master data management services. This solution allows readers to secure patient data by establishing precise access controls and creating a centralized repository for patient information, reducing the risk of a damaging data breach. 

Importance of Securing Patient Data

doctor with a patient - How To Secure Patient Data

When safeguarding health data, an ounce of prevention is worth a pound of cure. Cybercriminals target protected health information due to its high value on the dark web. A single medical record contains sensitive data, including financial details, personal information, Social Security numbers, and more. When stolen data is sold on the dark web, healthcare records sell for an average of $250, compared to approximately $5 for payment card details.

Compliance Is Key in Healthcare Data Security

The healthcare industry is subject to several federal, state, and industry-specific data protection laws. The Healthcare Insurance Portability and Accountability Act (HIPAA) is the most well-known example. HIPAA rules apply to covered entities (e.g., healthcare providers, health plans, clearinghouses) and business associates. While HIPAA’s data privacy and security standards are often more stringent than other industries, it’s still crucial for healthcare organizations to closely follow other data privacy laws. For example, 13 states have stricter regulations than HIPAA regarding medical record access. Failure to comply with these regulations can result in monetary penalties exceeding hundreds of thousands of dollars (based on factors such as the severity of the breach, mitigation efforts, and the number of individuals affected).

Real-Life Security Breach Incidents In Healthcare

1. Anthem Inc. Data Breach (2015)

2. Premera Blue Cross Breach (2014)

3. Florida Orthopedic Institute (2020) 

4. University of California, San Francisco (UCSF) Ransomware Attack (2020)

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How To Secure Patient Data In 14 Simple Steps

employees on their laptop - How To Secure Patient Data

1. Use Azulity: A Smart Start to Secure Patient Data

Azulity is one of the best tools for securing patient data in healthcare. Specifically, Azulity specializes in healthcare master data management, bringing proven expertise in implementing healthcare data solutions and credentialing across the US. Their comprehensive platform ensures consistent patient, provider, location, and claims data synchronization across all systems and departments. Key features include healthcare MDM, provider MDM, reference data management, credentialing, and provider enrollment. They serve healthcare technology leaders – from CIOs and CDOs to VPs of data platforms and credentialing – helping them eliminate the costly problems of fragmented data systems. 

2. Educate Healthcare Staff

The human element remains one of the biggest threats to security across all industries, particularly in the healthcare field. Simple human error or negligence can result in disastrous and expensive consequences for healthcare organizations. Security awareness training equips healthcare employees with the knowledge necessary for making intelligent decisions and using appropriate caution when handling patient data. 

Example

Mayo Clinic developed a comprehensive cybersecurity training program for its staff, emphasizing the importance of identifying phishing attempts and securing patient data. This program includes regular simulations and assessments, which have helped reduce the risk of employee error leading to breaches. The hospital even rewards employees with strong awareness during drills, reinforcing proactive security behaviors. 

3. Protect the Network

Securing a healthcare organization’s network involves more than just deploying firewalls and antivirus software. While these are essential, they are just the first line of defense. 

Adequate network security measures should include Intrusion Detection Systems (IDS). These systems monitor network traffic for suspicious activity and provide alerts when potential breaches are detected. 

Intrusion Prevention Systems (IPS)

Unlike IDS, IPS can actively block or prevent intrusions that are deemed harmful. 

Network Segmentation

By dividing the network into segments, organizations can limit the access an attacker gains if they infiltrate one part. For example, separating patient data systems from administrative networks can prevent an attacker from accessing all data.

Advanced Threat Protection In addition to traditional measures, consider deploying advanced threat protection technologies such as: 

Behavioral Analytics

These tools analyze network behavior to identify unusual patterns that may indicate a breach. 

Endpoint Detection and Response (EDR)

EDR solutions monitor and respond to threats on endpoints like computers and mobile devices, enhancing overall network security. 

Example

Cleveland Clinic implemented advanced network segmentation to separate patient data systems from administrative networks. They also use intrusion detection and prevention systems to monitor traffic and block suspicious activity. These measures effectively stopped an attempted breach in 2019, where attackers were limited to a non-critical network segment, protecting patient data. 

4. Restrict Access to Data and Applications

Implementing access controls bolsters healthcare data protection by restricting access to patient information and specific applications to only those users who require access to perform their jobs. Access restrictions require user authentication, ensuring only authorized users can access protected data. Multi-factor authentication is a recommended approach, requiring users to validate that they are the person authorized to access specific data and applications using two or more validation methods, including Information known only to the user, such as a password or PIN, Something that only the authorized user would possess, such as a card or critical Something unique to the authorized user, such as biometrics (facial recognition, fingerprints, eye scanning) 

Example

Kaiser Permanente adopted a multi-factor authentication (MFA) policy across its systems to ensure that only authorized personnel could access patient data. Requiring a password and a unique code sent to an authenticated device minimizes unauthorized access, even if passwords are compromised. This added layer has been crucial in safeguarding patient data across their extensive network. 

5. Encrypt Portable Devices

Encrypting portable devices is crucial to protect data in case of loss or theft. Encryption converts data into a format that can only be read or decrypted with a specific key, ensuring that unauthorized individuals cannot access sensitive information. 

Implementation Strategies Full Disk Encryption

Encrypt all the hard drives on laptops and desktops. This ensures that all sensitive data on the device is protected. 

Encrypted USB Drives

Use USB drives with built-in encryption features for any data transfer or storage. 

Mobile Device Management (MDM)

Implement MDM solutions that enforce encryption policies on smartphones and tablets used by employees. 

Example

Following a 2020 ransomware attack, the University of California, San Francisco (UCSF) enforced full-disk encryption for all laptops, USB drives, and mobile devices. Their mobile device management (MDM) solution ensures that all portable devices comply with encryption policies and can be remotely wiped to prevent data exposure if lost. 

6. Implement Data Usage Controls

Protective data controls go beyond the benefits of access controls and monitoring to ensure that risky or malicious data activity can be flagged and/or blocked in real-time. Healthcare organizations can use data controls to block specific actions involving sensitive data, such as web uploads, unauthorized email sends, copying to external drives, or printing. Data discovery and classification play a crucial role in this process by ensuring that sensitive data can be identified and tagged to receive the proper level of protection. 

Example

Massachusetts General Hospital implemented a data classification and control system that tags sensitive data and restricts specific actions, such as copying to external drives or unauthorized emailing. This system actively blocks risky actions and alerts administrators, adding a preventive measure against data leaks. 

7. Log and Monitor Use

Logging all access and usage data is also crucial. This enables providers and business associates to monitor which users access information, applications, and other resources, when, and from what devices and locations. These logs prove valuable for auditing purposes, helping organizations identify areas of concern and strengthen protective measures when necessary. When an incident occurs, an audit trail may enable organizations to pinpoint precise entry points, determine the cause, and evaluate damages. 

Example

Johns Hopkins Hospital’s logging and auditing system tracks all access to sensitive information, including timestamps, user ID, and device. This logging enables quick identification and containment of any suspicious activities and proved helpful in identifying compromised accounts during a security review in 2018. 

8. Secure Wireless Networks

Wireless networks can only be protected if adequately secured. Best practices include 

Update Firmware Regularly

Ensure routers and other networking equipment have the latest firmware updates to protect against known vulnerabilities. 

Strong Passwords and Encryption

Use strong passwords for wireless networks and enable WPA3 encryption, which is more secure than its predecessors. 

Network Monitoring

Continuously monitor wireless networks for unauthorized devices and suspicious activity. 

Additional Measures Virtual Private Networks (VPNs)

Use VPNs to create a secure, encrypted connection between remote users and the organization’s network for remote access. 

Guest Networks

Create separate networks for guests or non-essential devices to limit potential security risks. 

Example

Mount Sinai Health System updated its Wi-Fi encryption to WPA3, enhancing security for all wireless connections. VPNs must establish encrypted connections for staff and physicians accessing networks remotely, adding further protection to protect PHI. 

9. Conduct Regular Risk Assessments

While having an audit trail helps to identify the cause and other valuable details of an incident after it occurs, proactive prevention is equally important. Regular risk assessments can identify vulnerabilities or weak points in a healthcare organization’s security, shortcomings in employee education, inadequacies in the security posture of vendors and business associates, and other areas of concern. By evaluating risk across a healthcare organization periodically to proactively identify and mitigate potential risks, healthcare providers and their business associates can better avoid costly data breaches and the many other detrimental impacts of a data breach, from reputation damage to penalties from regulatory agencies. 

Example

Banner Health conducts comprehensive risk assessments to identify vulnerabilities and potential threats. After a 2016 data breach affected 3.7 million patients, they implemented ongoing risk assessments to detect security gaps and adjust policies as threats evolve proactively. 

10. Implement Physical Security Controls

Even as healthcare providers digitize records, physical security remains critical. Implement the following controls: 

Access Control Systems

Use card readers, biometric scanners, or other systems to restrict access to sensitive areas. 

Surveillance Cameras

Install cameras in critical locations to monitor and record activities. 

Secure Storage

Store paper records in locked cabinets or rooms with restricted access. Shred documents that are no longer needed. 

Visitor Management Check-In Procedures

Require visitors to sign in and be escorted by staff in sensitive areas. 

Identification Badges

Issue identification badges to staff and visitors to quickly identify authorized personnel. 

Example

Northwell Health restricts access to secure areas like data centers using biometric scanners and card readers. It also conducts extensive surveillance in sensitive areas and has developed a check-in system for visitors, ensuring that no unauthorized individuals can access restricted spaces. 

11. Write a Mobile Device Policy

A comprehensive mobile device policy ensures that personal and organizational devices are used securely. Key elements include

Data Storage Guidelines

Specify what data can be stored on mobile devices and ensure that sensitive information is encrypted. 

Application Restrictions

Define which applications can be installed on devices, particularly those that handle patient data. 

Reporting Lost Devices

Establish procedures for reporting lost or stolen devices immediately to initiate a response and mitigate potential risks. 

Policy Enforcement Regular Audits

Conduct periodic audits to ensure compliance with the mobile device policy. 

Employee Acknowledgment

Require employees to sign an acknowledgment form indicating they understand and agree to adhere to the policy. 

Example

Boston Children’s Hospital created a strict mobile device policy, requiring encryption on all devices storing patient information. They also enforce restrictions on downloading unapproved applications and have an incident response plan for reporting lost or stolen devices. 

12. Back up Data to a Secure, Offsite Location

Cyberattacks can expose sensitive patient information but compromise data integrity or availability – look no further than ransomware for an example of these incidents’ impact. Even a natural disaster impacting a healthcare organization’s data center can have disastrous consequences if data isn’t properly backed up. That’s why frequent offsite data backups are recommended, with strict controls for data encryption, access, and other best practices to ensure that data backups are secured. Offsite data backups are an essential component of disaster recovery, too. 

Example

Texas Health Resources established regular, encrypted backups of patient data to an offsite, secure data center. This backup system was critical during a cyberattack in 2018, enabling the hospital to restore patient records quickly and securely without data loss. 

13. Carefully Evaluate the Security and Compliance Posture of Business Associates

Because healthcare information is increasingly transmitted between providers and among covered entities to facilitate payments and deliver care, carefully evaluating all potential business associates is one of the most crucial security measures healthcare organizations can take. The HIPAA Omnibus Rule strengthened the previous guidelines and clarified definitions of business associates, providing better guidance on the relationships in which contracts are required. 

The HIPAA Survival Guide summarizes these clarifications and changes.

The conduit exception applies to organizations that transmit PHI but do not maintain and store it. Organizations that merely transmit data are not considered business associates, while those that maintain and store PHI are considered business associates. Third-party applications and services such as Google Apps are considered business associates when those services or apps are used to hold PHI. 

In such cases, the third-party service would be viewed as a business associate; therefore, a contract would be required. The HIPAA Survival Guide aptly points out that as more organizations use the cloud, they should be mindful of all instances that would make a vendor a business associate and the likelihood of those vendors entering into the required contract. 

Any subcontractors who create or maintain PHI are subject to compliance regulations. This change alone has a substantial trickle-down effect and is a serious consideration for all healthcare organizations. All covered entities must obtain “satisfactory assurances” from all vendors, partners, subcontractors, and the like that PHI will be adequately protected. Liability follows PHI wherever it travels. There are some exceptions. 

As the HIPAA Survival Guide explains, “in general, a person or entity is a Business Associate only in cases where the person or entity is conducting a function or activity regulated by the HIPAA Rules on behalf of a Covered Entity, such as payment or healthcare operations; therefore a researcher is NOT automatically a Business Associate of a Covered Entity despite the fact that it may be using the Covered Entity’s Protected Health Information.” 

Example

HCA Healthcare implemented a vendor compliance program in which all business associates undergo strict vetting. They evaluate each vendor’s compliance with HIPAA and other regulations and regularly audit to ensure ongoing security, which has mitigated risks associated with third-party vendors handling PHI. 

14. Have a Data Breach Response Plan

A well-defined data breach response plan is crucial for minimizing damage and recovering from incidents. Key components include

Incident Identification and Reporting

Establish procedures for identifying and reporting data breaches promptly. 

Response Team

Designate a response team with clear roles and responsibilities for managing breaches. 

Communication Plan

Develop a communication plan to let affected individuals, regulatory bodies, and other stakeholders know what is required. 

Post-Breach Analysis Root Cause Analysis

Conduct a thorough analysis to understand the cause of the breach and prevent future incidents. 

Policy Updates

Review security policies and procedures based on lessons learned from the breach. 

Example

After a 2021 ransomware attack, Scripps Health activated its data breach response plan, which included isolating affected systems, notifying patients and regulatory bodies, and investigating the breach’s origin. Their root cause analysis led to improved cybersecurity measures and policies based on lessons learned from the attack.

Benefits of Securing Patient Data Efficiently

padlock on a laptop - How To Secure Patient Data

Advancing digital technologies means that today, patient records are held on servers, computers, and storage devices rather than stored on paper in file cabinets. All this information is accessed, updated, recorded, and shared between multiple facilities and healthcare providers. A robust data security strategy does more than secure healthcare data against cyber threats. It also plays a critical role in controlling malicious and negligent insider threats, a top cause of data loss. 

According to the Ponemon Institute’s 2022 Insider Threats Report, 56% of data breaches involving an insider result from careless behavior. For example, 63% of employees worldwide use personal file-sharing systems for work-related data. While unintentional, this creates an immense opportunity for information loss and compromise because consumer-grade solutions do not offer sufficient data security controls. When it comes to protecting healthcare information, data security provides the following benefits:

1. Data Security Provides a Safe Harbor for HIPAA Compliance

The Health Insurance Portability and Accountability Act (HIPAA) includes a Breach Notification Rule requiring covered entities to notify affected individuals when their protected health information (PHI) is exposed or compromised in a data breach. However, there is a safe harbor for this requirement: If the breached data is encrypted, the covered entity does not have to notify anyone, as the affected individuals cannot access the information. Data encryption is an effective security measure for protecting PHI. Healthcare organizations do not have to notify affected individuals if the information is correctly encrypted following a breach. This is because unauthorized individuals cannot use encrypted data, creating a safe harbor for breach notification requirements.

2. Better Patient Care Outcomes

A 2022 report published by the Cybersecurity and Infrastructure Security Agency (CISA) notes that cyberattacks directly impact patient mortality. An attack on a healthcare organization’s network can render patient records inaccessible, disrupt communications, and delay treatment and testing. Prioritizing data security is an effective way of ensuring the continued delivery of quality care.

3. Increased Cybersecurity Awareness

Data security policies ensure that all staff are educated on the value and importance of securing healthcare data to detect and respond to fraudulent behavior. This is especially important for smaller health systems and specialty clinics that often need more security, staff, and budget for robust cybersecurity defenses. 

Azulity: Your Experts in Healthcare Master Data Management

Azulity specializes in healthcare master data management, bringing proven expertise in implementing healthcare data solutions and credentialing across the US. Our comprehensive platform ensures consistent patient, provider, location, and claims data synchronization across all systems and departments. Key features include healthcare MDM, provider MDM, reference data management, credentialing, and provider enrollment. We serve healthcare technology leaders – from CIOs and CDOs to VPs of data platforms and credentialing – helping them eliminate the costly problems of fragmented data systems. Book a call to learn more about our healthcare master data management services today!

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Key Risk Factors Associated With Patient Data In Healthcare

woman on a laptop - How To Secure Patient Data

1. The Danger of Relying on Old Systems for Healthcare Data Management

Healthcare organizations often rely on outdated data management systems manufacturers no longer support. These legacy systems can’t be patched for vulnerabilities, leaving healthcare organizations at risk of cyberattacks and breaches.

2. How Phishing Scams Compromise Patient Data

Phishing scams pose a severe threat to patient data. Attackers send emails that appear to come from trusted sources to trick healthcare employees into downloading malicious malware. Once installed on a device, this malware can spread to the entire network and expose sensitive patient data.

3. The Risks of Insider Threats to Healthcare Data Security

Healthcare organizations have diverse workforces that include employees, vendors, and contractors, all of whom may have access to patient data. If a hacker infects one of their devices with malware, it can compromise the entire network and expose sensitive information.

4. Why Unsecured Wireless Networks Are Vulnerable to Attack

Hospitals and other healthcare facilities often provide wireless networks for patients and visitors. These networks, mainly if they are guest or public access networks, may not be secure, making them attractive targets for hackers looking to steal data.

5. The Importance of Strong Passwords in Healthcare Data Security

Weak or default passwords are an open invitation to cybercriminals. They can quickly gain access to healthcare networks by guessing or cracking the credentials of employees who use inadequate passwords to access sensitive data.

6. Why Employee Training Is Essential for Data Security

Healthcare organizations can have hundreds or thousands of employees. Ensuring all these people understand the best practices for securing sensitive data can be challenging. Compounding this problem is that many healthcare facilities experience high employee turnover, making it hard to maintain a culture of data security.

7. The Risks of Transmitting Data Without Proper Security Measures

Healthcare organizations frequently transfer data between locations to various doctors and outside parties like insurance companies. During these transmissions, they must use secure methods to protect the information from falling into the wrong hands.

Book a Call to Learn More About Our Healthcare Master Data Management Services

Azulity provides solutions to a critical problem in healthcare: fragmented data systems. Different departments and systems collect, store, and access data in healthcare. Each area may have its distinct way of organizing and tracking data. When a patient changes location or transfers from one department to another, there’s a strong possibility that their records will be fragmented and inconsistent between these different areas. 

This can lead to significant care delays and put patients at risk. Azulity’s healthcare master data management (MDM) solution helps organizations create a single, reliable data source for all patient, provider, location, and claims information. This helps improve operational efficiency, reduce costs, and enhance the quality of care and patient safety.

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