Protecting Electronic Health Records

Electronic Health Records (EHRs) have enhanced data accessibility, improved care coordination, and increased efficiency across the healthcare industry. However, these sensitive records are also a prime target for cyberattacks. Protecting Electronic Health Records is important not just for regulatory reasons like HIPAA compliance, but it’s essential for maintaining patient trust and ensuring continuity of care.

Protecting Electronic Health Records requires a layered and proactive approach. Below are key strategies healthcare organizations can adopt to safeguard EHR systems and reduce the risk of data breaches.

Limit User Access to EHRs

Healthcare organizations should follow the “principle of least privilege,” granting each employee access only to the data they need to perform their job duties. Role-based access controls help enforce this by assigning permissions based on position or responsibility. Additionally, promptly terminating user access when an employee changes roles or leaves the organization is critical to prevent unauthorized access.

Strong Passwords and Multi-Factor Authentication

Weak passwords remain one of the most common entry points for attackers. Organizations should require complex passwords that include a mix of upper and lowercase letters, numbers, and special characters, and disallow reusing passwords. Multi-factor authentication (MFA) adds another layer of protection that can stop unauthorized login attempts, even if passwords are compromised.

Encrypt Data

Encryption protects EHR data from being intercepted or accessed by unauthorized parties. Data should be encrypted both in transit and at rest. Encryption ensures that even if data is stolen, it cannot be read without the proper decryption key. Implementing industry-standard encryption protocols, such as Transport Layer Security (TLS) for network communication and AES for storage, is vital.

Penetration Testing

Penetration testing simulates real-world cyberattacks to discover vulnerabilities in EHR systems, networks, and applications that malicious actors could exploit. Conducting regular penetration tests (at least annually or after major system updates) can identify misconfigurations, outdated software, or weak access controls. Findings from these tests should prompt remediation efforts to strengthen an organization’s security posture.

Establish Data Backup and Recovery Plans to Ensure Data Availability

Organizations should establish backup and recovery plans to prevent data loss caused by cyberattacks, hardware failures, or natural disasters. Additionally, organizations should maintain regular automated backups of EHR data and store them in secure off-site locations or encrypted cloud environments. Recovery procedures should be tested regularly to ensure backups can be restored quickly and completely in the event of data corruption or ransomware.

Comprehensive Security Training

Human error remains a leading cause of data breaches. Continuous staff training helps reduce the risk of accidental exposure or phishing-related incidents. Training should cover best practices for passwords, recognizing phishing emails, handling sensitive data, and following all organizational policies. Regular refresher courses and simulated phishing tests can help reinforce awareness and encourage a strong security culture.

Implement Real-Time Monitoring Systems to Detect and Alert of Suspicious Activity

Implementing security information and event management (SIEM) or other real-time monitoring systems allows organizations to detect suspicious activity early. These systems analyze logs from EHR applications, servers, and network devices to identify unusual patterns, unauthorized access attempts, or data exfiltration. Automated alerts and rapid response protocols enable security teams to contain potential breaches before they escalate.

Conduct an Annual Risk Assessment

Annual risk assessments are a cornerstone of EHR security. They help identify evolving threats, assess the effectiveness of existing controls, and ensure compliance with HIPAA and other regulatory requirements. Annual assessments should review technical, physical, and administrative safeguards, as well as evaluate vendor security practices. Findings should guide updates to security policies and technology investments.

CompliancePoint has a long history of helping healthcare organizations meet their cybersecurity, data privacy, and HIPAA compliance goals. Reach out to us at connect@compliance.com to learn more about our healthcare services.