How many times have you heard ” what you don’t know will hurt you”. Same goes for business, and your medical practice. Just for started, I wanted to list 10 hidden risks that threaten your practice.
You may not be in the intelligence technology business, but it’s probably impossible to imagine your practice without IT. Today, computing technology plays a vital role in the way you serve, work with, and communicate to your patients and clients. Thanks to advances that have made technology more powerful yet less expensive, even the smallest operation can enjoy capabilities – in everything from marketing and sales to delivery and fulfillment – that were once the sole domain of large enterprises.
But today’s big IT advantages come with major risks. Your networks and systems serve as your silent partner in operations. Should they fail – and when they do, it’s usually without warning – you’re exposed not just to an IT problem, but to a potentially large business problem.
This article exposes 10 silent threats that might be quietly undermining your operations now – and proposes one quick, easy and FREE way to bring these threats under control, fast.
Risk #10: Wrong keys in wrong hands
It’s just common sense: you restrict crucial information, such as bank accounts and inventory access, to carefully designated employees. Yet many companies have lost control of their network’s user level access privileges, exposing vital company data to people without authorization. Patient data is precious: under the audit provisions of the 2009 Health Information Technology for Economic and Clinical Health Act (HITECH), the maximum penalty for breach of HIPAA compliance is up to $1.5 million. One of the first steps toward security is to be sure the right people have the right level of access to appropriate applications and data.
Risk #9: Bring your own headache
On the one hand, new devices such as smart phones and tablets can increase employee productivity – and when employees use their own devices, save the practice money. But this new “bring your own device” (BYOD) environment brings new headaches, too. These devices are easily lost and stolen. When they are,
any information available to the device – including confidential business and patient data – may be vulnerable to illicit access. Yet fewer than 50% of businesses report the ability to use data encryption and/or remote data wiping to protect their assets. Take stock of your data inventory: you need to share permissions reports that reveal which devices and users have access to which files and applications.
Risk #8: Who’s knocking at your backdoor?
Your practice isn’t limited to your own systems. Thanks to access to outside servers and systems, you can leverage potent tools like Gmail and Dropbox to manage customer communications, share files and more. While these cloud services increase your capabilities without busting your IT budget, it’s important to remember that every connection that reaches out from your network may open an opportunity for someone else to reach in. Protect your portals: run an external vulnerability scan that reveals every “backdoor” through which an intruder might break into your network.
Risk #7: “Wet paper bag” passwords
Your password protections are only as strong as the passwords themselves. Having no passwords – or using obvious passwords such as “12345” – undermines the very protection you seek. Yet employees often fail to establish passwords or, when they do, frequently use ineffective ones. Review your passwords’ strength to identify weak spots any unauthorized user could punch through.
Risk #6: Whoa, back up
If you lost a significant chunk of your data right now, how much business would you lose as well? Too many businesses run without sufficient policies, plans and procedures for backing up critical data essential to their ability to operate. If your practice depends on manual procedures that are executed inconsistently, you’re exposed to unnecessary losses; it’s time to look for automated backup solutions that are always at work – even when employees might be forgetful.
Risk #5: Show me the compliance
Patient data demands special attention. In fact, when you’re in the healthcare industry, the law obliges you to preserve client confidentiality – and demonstrate that you have processes in place to ensure compliance with numerous regulatory standards, including HIPAA, HITECH, Federal Information Security Management Act (FISMA), Sarbanes-Oxley (SOX), and Federal Rules of Civil Procedure (FRCP). The best way to prepare for a regulatory audit is to run regular compliance audits of your own that allow you to take corrective actions before your operation is called into account.
Risk #4: Printing (lost) money
Despite high hopes for the “paperless” office, the reality is that businesses spend lots of money printing, faxing, copying and scanning paper documents. Consider the math: paper plus
toner plus maintenance plus employee time, etc. It’s possible
to bring these printing costs under control, but the first step is
to discover who prints what, how often, and why. By monitoring your multi-function printers, you can limit access to authorized users, discourage unnecessary or wasteful usage, and encourage less-expensive options – such as scan to email or scan to file directories – that save time and money.
Risk #3: “Ghosts” in the machines
There may be “ghosts” haunting your networks – inactive users or inactive computers that remain part of your system, even if they are no longer contributing to your productivity. While the threat may not be immediately obvious, defunct computers represent an expense you don’t need to carry. Worse, inactive users may reflect open accounts (perhaps of people who are no longer employed by your practice) that could present security holes for unauthorized access. Run audits that show you what’s active or not, then clean house – and close security loopholes – by burying the “dead” devices and accounts.
Risk #2: When IT can’t keep up, your practice goes down
Smart businesses and wise managers protect their critical networks with redundancy: backup servers and routers that are designed to kick in should the main system go down. But the contingency plan is only as good as the processes and practices behind them; should these be inoperative, your practice will not maintain continuity in an emergency. To safeguard your operations, analyze your network before disaster strikes to be sure that your contingency technologies – such as your backup designated router or alternate domain control – are online and ready for action.
Risk #1: Hiding in the dark
You want to run your practice, not an IT department. While IT may not be top of mind, it should never be out of sight. Lack of vision into the true status of your technology, and the quality of your defenses against attack or failure, may leave your practice vulnerable to disruption, legal consequences and loss of revenue. By implementing regular monitoring and review procedures, however, you can anticipate challenges before they become problems, and take adequate measures to