Did you know that data breaches in the medical sector are by far the most expensive of any industry, and have been for the last 15 consecutive years?
Right now, the cost of the average data breach in the medical sector is about $9.772 million.
EHR security is the set of administrative, physical, and technical measures that protect electronic health records from unauthorized access, breaches, and data loss. And it’s never been more important than it is today.
With so much at stake, we want you to understand the importance of having deliberate electronic health record security measures in place.
This article will explore proven EHR security measures, what HIPAA actually requires, and how to keep your small practice HIPAA compliant without a dedicated IT team.
What is EHR Security?
What is EHR data security, at its very core? It’s taking the necessary steps to protect your patients’ sensitive information and showing them that you deserve their trust.
It’s important to understand the crucial distinction between EHR privacy and security. EHR security is about protecting data, while privacy is about controlling who can see it. Of course, there’s overlap, and they’re related, but not the same.
Hackers frequently target EHR systems because they contain identity, insurance, and clinical information in one place. That’s why medical practices are such popular targets and why data breaches are so expensive.
Why EHR Security Matters
There’s no data specifically for EHR security risks, but consider that about 60% of small businesses never recover after being hacked and close their doors forever within six months of the event.
Now, heighten the stakes, make the potential reputational damage catastrophic, and add HIPAA penalties, and you can imagine what the number could be for EHR security issues.
Mistakes become public in this sector, and you don’t get to suffer in private. The last thing you want is suffering the indignity of appearing in the HHS Wall of Shame (HIPAA Breach Portal), a public registry that lists unauthorized disclosures of Protected Health Information (PHI) affecting 500 or more individuals.
That’s what’s at stake when it comes to EHR security concerns. And rest assured that Cerbo EHR was built with security in mind.
Common EHR Security Threats
Today’s EHR systems face various security threats, including:
- Hacking: Cybercriminals often target EHR systems to gain unauthorized access to sensitive information. This can result in data breaches and exposure of personal information.
- Phishing: Attackers use deceptive emails or messages to trick users into revealing their login credentials. This can lead to unauthorized access and compromise the security of EHR data.
- Malware: Malicious software can infect healthcare IT systems, leading to data breaches and service disruptions.
- Ransomware: As the name implies, your sensitive records are seized and held for ransom.
- Insider misuse: The intentional or negligent abuse of legitimate, authorized access that causes an EHR security breach.
- Lost/stolen devices: Human beings remain the greatest threat to EHR cybersecurity when we leave our phones behind or use public Wi-Fi.
- Third-party/vendor breaches: EHR security breaches are not the only thing that can put your patients’ info at risk. If one of your vendors is attacked, you’ve been attacked.
For example, in recent years, nearly 100 healthcare organizations have admitted to paying the ransom. The median payment they disclosed was USD 1.5 million, while the average payment was USD 4.4 million.
Essential EHR Security Measures (the HIPAA safeguard framework)
Protecting Electronic Health Records requires more than basic cybersecurity tools. HIPAA organizes EHR protection into three safeguard categories:
- Technical
- Administrative
- Physical safeguards
This is the foundation of modern EHR security standards and healthcare cybersecurity compliance.
1. Technical Safeguards
Technical safeguards protect EHR systems from unauthorized access and cyberattacks.
Key measures include:
- Encryption: AES-256 encryption secures data at rest, while TLS 1.2+ protects data in transit. Encryption converts readable patient data into unreadable code to prevent unauthorized access.
- Access controls: Role-Based Access Control (RBAC), unique user IDs, automatic logoff, and the principle of least privilege ensure that staff access only the PHI necessary for their role.
- Multi-factor authentication (MFA) and SSO: Prevent attackers from accessing EHRs with stolen passwords alone, while Single Sign-On (SSO) centralizes identity management.
- Audit logging and monitoring: Track who accesses patient records, when they access them, and what actions they perform. SIEM platforms can detect anomalies like unusual login locations or mass record exports.
These layered controls are critical EHR data security solutions against ransomware and insider threats.
2. Administrative Safeguards
HIPAA also requires organizational controls to maintain EHR security compliance.
Healthcare providers should:
- Conduct regular EHR security risk assessments
- Maintain written security policies
- Appoint a designated Security Officer
- Provide recurring workforce cybersecurity training
You also need to sign Business Associate Agreements (BAAs) with any vendor that stores or processes PHI, including cloud EHR providers and billing platforms.
3. Physical Safeguards
Physical safeguards protect facilities and devices that contain PHI.
Examples include badge-controlled server rooms, workstation privacy protections, encrypted laptops, Mobile Device Management (MDM), and secure media disposal procedures.
Cloud EHR providers often handle much of the physical infrastructure security through certified data centers with biometric access controls, redundancy, and 24/7 monitoring.
Conducting an EHR Security Risk Assessment
Can you conduct your own EHR security risk assessment? Absolutely. In fact, you should do this at least annually, as HIPAA requires periodic assessments.
Use these steps to create a framework for an EHR security risk analysis:
- Make an inventory of your Protected Health Information (PHI): List all your digital and physical systems and every place where you store sensitive PHI. This could literally include information on whiteboards.
- Identify threats/vulnerabilities: This requires an active, ongoing approach that includes automated scanning, threat intelligence, and human risk assessment.
- Rate likelihood & impact: Usually rated from low to high based on your potential attackers’ threat capabilities and motivation, your own vulnerability and exposure, and your existing security controls.
- Document and remediate vulnerabilities: These documents turn threats into documented resolutions.
Be sure to take advantage of the free HHS/ONC Security Risk Assessment (SRA) Tool for small practices.
HIPAA & EHR Security Compliance
Adhering to EHR security regulations is essential for healthcare providers. Key regulations include:
- HIPAA Security Rule: This HIPAA EHR security rule mandates administrative, physical, and technical safeguards to ensure the confidentiality, integrity, and security of electronic protected health information (ePHI).
- HIPAA Privacy Rule: This rule protects the privacy of individuals’ health information and sets standards for the use and disclosure of PHI.
- ONC Certification: The Office of the National Coordinator for Health Information Technology (ONC) certification ensures that systems meet specific electronic health record security and functionality standards.
At the same time, your state or province may have its own EHR security compliance guidelines to follow, while General Data Protection Regulation (GDPR) Compliance may be required for practices with EU patients.
Click here to read more about Cerbo’s EHR security features and what they can do for you.
Staff Training & Creating a Culture of Security
Staff training is a vital aspect of EHR security. Effective training programs ensure that all healthcare professionals are aware of security best practices and understand their role in protecting EHR data. Training should cover topics such as recognizing phishing attempts, secure password practices, and the importance of reporting suspicious activities.
Awareness campaigns can help foster a culture of security within healthcare organizations. Regularly updating staff on the latest security threats and providing reminders about security protocols can reinforce good habits and reduce the risk of human error.
Best practices for fostering a culture of security include:
- Regular Training Sessions: Conducting ongoing training sessions to keep staff informed about new threats and security updates.
- Interactive Training Methods: Using simulations and interactive modules to make training more engaging and effective.
- Leadership Involvement: Having leadership actively participate in and support training programs to emphasize their importance.
You will want to focus on phishing awareness training, particularly for new hires. New employees (in any sector) are often targeted in their first week. They may get a seemingly innocent-looking email from a higher-up that states something like, “Can you help me with something real quick?” In reality, this is a phishing attempt to get the new hire to accidentally give up sensitive information.
Remember, humans are the most vulnerable part of your EHR security. According to UpGuard, a staggering 95% of cybersecurity incidents are primarily due to human error.
Cloud-Based vs On-Premise EHR Security
Do you want cloud-based or on-premise storage?
As you can see by this table, while your instinct may tell you that on-site gives you more control, cloud-based EHR security gives you more of everything.
All of this under SOC 2/HITRUST.
EHR Security Measures Checklist
Here are crucial items you can’t forget:
- Encryption at rest/in transit
- MFA on every account
- RBAC + least privilege
- Automatic logoff
- Audit logging
- Annual risk assessment
- Signed BAAs
- Documented incident response plan
- Ongoing staff training
- Encrypted backups
Feel free to add your own, and you can click here to read more about Cerbo security practices.
Incident Response: When Something Goes Wrong
Having a well-defined incident response plan is crucial to EHR security. Key elements of an incident response plan include:
- Detection and Reporting: Implementing systems to detect security breaches and ensuring that staff know how to report incidents promptly.
- Investigation and Containment: Investigating the cause of the breach and containing its impact.
- Recovery and Remediation: Restoring affected systems and data, and addressing vulnerabilities to prevent future incidents.
Regularly testing and updating the incident response plan ensures its effectiveness. Additionally, conducting post-incident reviews can provide valuable insights into how to improve EHR security measures.
Click here to read about other possible EHR implementation challenges you may face.
How Cerbo Approaches EHR Security
Cerbo was designed with security and HIPAA compliance in mind.
Our EHR is purpose-built for independent practices, with state-of-the-art:
- Encryption
- Role-based access
- Audit trails
- A secure patient portal
- Business Associate Agreement (BAA) availability
If you want to see more, we invite you to explore a demo today.
Closing Thoughts
We hope you’ve found this article helpful and given you a firmer handle on the need to take an active role in protecting your practice’s most sensitive assets. Remember, EHR security is a journey, not a destination. It’s not something you achieve once– it’s something you achieve and then maintain 12 months of the year.
If you would like to learn more, we encourage you to reach out to our team today!
FAQ
What is EHR security?
EHR security is the act of protecting your sensitive patient data, whereas privacy is about controlling who can see it.
What are the essential EHR security measures?
Essential EHR security measures include things like:
- Strong password policies
- Multi-factor authentication
- Data encryption
- Regular software updates
- Compliance with healthcare regulations like HIPAA
- Continuous monitoring and incident response plans
Feel free to refer to our checklist above.
What does HIPAA require for EHR security?
HIPAA organizes EHR protection into three safeguard categories:
- Technical
- Administrative
- Physical safeguards
For a deeper dive, feel free to read this.
Is cloud or on-premise safer for patient data?
Cloud-based is generally considered far more secure for private practices that don’t want to hire a full-time IT professional.
Your vendor has state-of-the-art technology and leading security professionals safeguarding your data. It’s not just outsourcing the protection, it’s outsourcing the worry.
What are the most common EHR security risks?
The most common risks you will face include:
- Hacking
- Insider misuse
- Lost/stolen devices
- Malware
- Phishing
- Ransomware
- Third-party/vendor breaches
And new threats are introduced every year.
How often should we run an EHR security risk assessment?
You should run an EHR security risk assessment (SRA) at least once a year, or when you upgrade/change systems, integrate a new vendor, or change offices.
