When it comes to patient file management, privacy and security are two of the most important subjects. And these days, they have become great concerns for every organization. Haven’t we all been puzzled by how to protect our personal and business information?
Rightly so! As threats can occur from outside and within organizations, we must take into account both the external and internal threats.
Keep your server computer out of harm’s way
- The server computer should be stored in a safe place and no one should physically work on it. Using the internet on this computer can potentially increase putting your data at risk by accidentally downloading a virus, malware, or ransomware.
- Allow only authorized users to have access to the server. Find an IT specialist you can rely on with the privacy of your information.
- Keep Windows OS up to date. If you are looking to upgrade your OS, we have posted some useful tips in our Upgrading to Windows 10: Get It Right The First Time blog.
Keep your backup in a safe place
- Back up your Universal Office database and other important document folders regularly. You can find steps for a manual backup and scheduling automatic daily backup here.
- Be proactive by saving your backup on a Network Attached Storage (NAS), an external hard drive or a reliable cloud service. To learn more, check out our blog post Keep Business Data Safe – For Less Than $100 a Year!. (Remember, we do not host, store or back up your data.)
Personalize user access
- Keep the “admin” user for management. This user has full-access privileges. So, if every staff member already knows credentials for admin, you will want to change that password to regain control over what features of the system your employees can access.
- Create a username and password for each staff member, as it is described in the Create and Manage User Accounts article.
- Do not overpower users, but instead assign just enough privileges to get the work done. In Universal Office, you can create different roles with a particular set of privileges – making it faster and easier to assign privileges to user accounts.
- When parting business relationships with employees and contractors, be sure to remove their remote (VPN, RDP or LogMeIn Hamachi) access to the system, as well as deactivate the user in Administration Setup (see Deactivate and Reactivate a User Account in the Create and Manage User Accounts article).
- Don’t settle for any Wi-Fi algorithm other than WPA2 with AES encryption. Sounds confusing, doesn’t it? The Wi-Fi Security: Should You Use WPA2-AES, WPA2-TKIP, or Both? post on howtogeet.com can clarify it for you by describing and comparing the available Wi-Fi security algorithms.
- Configure the firewall on your network and ensure that it resists intrusions with alerts for intrusion attempts and spikes in network activity. It’s a desired practice to set up both a hardware firewall on your router and software firewall on each computer for additional protection – especially when you go offsite and connect to a public network.
- Install and properly configure antivirus and antispyware, which can scan all incoming information and block detected threats in real time.
- Manage your browser security settings. It is not a secret that browsers can track your movements, but that’s not the worst of it. An insecure browser can also lead to spyware and many other threats being installed.
- Create secure passwords. We are all overwhelmed with password overload these days, but did you know that in some cases it only takes a fraction of a second to crack a password? It’s better to be safe than sorry!
- Don’t let strangers remote access your computers. You don’t want to allow impersonators to gain access to your information. We talk about this in more detail in Remote Support Security Measures Effective Immediately.
Security is a team effort and we take our part very seriously. In addition to encrypting your password and giving you direct access to the database, we make sure that if a Universal Office backup wound up in the wrong hands, restoring a backup is impossible without a super-user password.
Plan your digital security so that your practice management data remains safe. Whether you decide to hire an IT specialist or do it on your own, be sure you don’t leave it to chance.