There are many data points and pieces of information in the healthcare industry that must be secured in order to protect patients, doctors, and staff alike. Patient records are clearly a priority, as is patient data, contact info, staff info, financial information, and much, much more. Today, this data is primarily stored in digital form and protected with passwords. However, with the wide array of healthcare software, applications, and workstations healthcare workers must use on a daily basis, remembering the various passwords necessary to access each system can become a burden.
Without an approved solution, employees may feel compelled to write passwords down to keep track of them or use the same password across password-protected systems. Unfortunately, both are incredibly risky ways to address the situation. A password manager can help employees access systems without the need to remember a dozen unique and challenging passwords – and keep passwords confidential so you can be sure your healthcare business’ sensitive information is safe.
Read on for a guide to password management in healthcare.
What Is the Importance of a Password Management System?
Because of the name, you may believe that you know all you need to know about what a password management system does. While their primary use – helping staff compile all the passwords used for the various programs they need to operate your healthcare business – is an important aspect of a password manager, it also has other useful functions.
- Password Storage – Of course, a password manager will save passwords and auto-fill them each time an employee attempts to access the system. Employees will no longer have to remember a list of passwords and also will not need to rely on the browser to remember them.
- Password Strength Analysis – If a password is too weak, password management systems will indicate the issue and then suggest a significantly stronger password. The best news is that employees won’t have to remember this new password, no matter how complicated it becomes.
- Improved Record Safety – With password management, the various types of information in your system will be much safer. The secure protection provided by a password management system is far superior to written password records, too-similar passwords used across systems, or even browser-based password management systems.
- Continuous Safety Updates – The dark web can be a dangerous place for many reasons, but patient record information is an especially hot commodity on the dark web. A password manager will check the dark web for any passwords that are compromised, alerting you to any troubles that arise and making suggestions so that you can secure the information
- Access Control – Additionally, password management software will show you who has access to the information that’s being protected, who can access the password information, and who can make adjustments to the password management software.
- Simple, Secure Payments – Payment information can also be protected with many password management programs. They can lock down payment information so that not everyone can see it, but quick access can be allowed to those with the proper credentials.
Does HIPAA Require a Password Manager?
One of the primary reasons why healthcare workers should be using a password manager is to ensure patient privacy. However, understanding how HIPAA and password management work in conjunction can be tricky. One of the reasons is that HIPAA regulations remain relatively vague when it comes to technology. So, while information must be protected, there are no rules regarding what the procedures should be or exactly how they are to be implemented.
Still, identity verification is an important part of the information protection process.
There are three specific ways that are suggested for healthcare workers to verify their identity for these programs:
- A piece of data that is unique to each user, which can be a fingerprint or a biometric scan of the user’s face.
- A piece of data that is only known by each user, which is typically something like a password or a PIN.
- A physical item that only the user has access to, often a key or a smart card.
So, Should You Have a HIPAA-Compliant Password Manager?
The simple answer to this is yes. HIPAA compliance is a crucial part of the healthcare industry, and any system that manages sensitive information should be secure and compliant. The primary issue is determining exactly what HIPAA compliance looks like in regard to password management.
Currently, there is a great deal of disagreement regarding the types of passwords that are the safest as well as how frequently passwords should be changed in order to protect sensitive information. A password management system can help you reach HIPAA compliance by suggesting passwords that are very long and complicated, with numbers, letters, and characters in a complex combination. These are much more difficult for live and computer-generated hackers to crack because they are not predictable like user-generated passwords.
Why Is Two-Factor Authentication Important?
Two-factor authentication is a type of online security that requires at least two different forms of evidence – known as factors – to an authentication program that will verify the user’s identity. This means that in addition to a username and password, the user must provide additional data that only they can access. Two-factor authentication can be extremely effective because even if a username and password are compromised, there is still another authentication step required for a person to log in that must be provided by the person in question. Often, the second factor involves a message sent to the user’s phone or email account, or even a biometric like a fingerprint, retina scan, or face scan.
Two-factor or multifactor authentication is one of the most effective tools to prevent information attacks. In many cases, two-factor authentication has already been implemented by the healthcare business to process credit card payments.
While two-factor authentication can certainly take a bit longer than simply entering a password, slowing workflows and holding up patient progress, a password management system can help.. Integrated programs can be established that require only one two-factor or multifactor login across various programs. This helps to speed up the workflow or, at the very least, keep it steady.
Any changes that are made regarding HIPAA password compliance should be documented, as well as the reasons that these changes are being implemented. This protects each person from any HIPAA audits that might be performed. It shows the methods of protecting information, proving that there are protocols in place for security.
Why Are Passwords Important in Healthcare?
Before the digital age, even the most secure information was recorded on paper and secured in file cabinets or file rooms. Even if the additional step of lock-protected file cabinets or file rooms was utilized, it was still common for information to be misused or stolen. While digital information can be kept secure much more easily than paper files, there are still numerous ways those with ill intentions can access critical information.
Passwords are now the first step in prevention. However, while initially, a password alone was enough to secure most information, once hackers adapted to the security protocols of the time, more advanced techniques were needed to stem the tide of information leaks, data hijacking, and other security breaches. Password managers are a useful tool to help ensure passwords are difficult to hack and constantly adapting to security protocols, but also quickly accessible for authorized users.
Why Do Businesses Need a Password Manager?
Many different kinds of healthcare businesses store sensitive information. Often, this information is stored across different platforms, and it can be difficult to secure all of this information without employing someone full-time to manage it. A password manager can eliminate this need, as it can handle various aspects of information security while also streamlining access for those who are authorized to view it.
Password managers protect information and also allow you to make necessary changes to password requirements and other access concerns in a much more efficient manner. With just a few clicks, you can change a password, grant or deny access to various users, and ensure that your business’ information is secured across the internet.
The Top Reasons You Need a Password Manager
In summary, there are four primary reasons a password manager is a good choice for your healthcare business:
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- Cut Back on Sharing Passwords – Sharing passwords presents a unique challenge in regard to security, as you are never certain which user is accessing the information at any given time. Each member of your team should be able to use their own password in an efficient manner, which can help you determine which users are using each program or application at a given time, allow or deny access to different sets of data, and ensure security on an individual basis.
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- Use Complex Passwords With Ease – A password manager creates and manages complex passwords. Any combination of letters, numbers, or characters is possible, providing additional layers of security at extreme lengths. A password manager prevents the need to memorize these complex passwords while retaining their secure nature.
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- Keep Unique Passwords Across Different Platforms – Gone are the days when employees were required to remember multiple passwords for a variety of healthcare Access to each platform with simple two-factor authentication in a password manager can limit duplicate passwords and increase security.
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- Fewer Unnecessary Password Resets – Numerous password resets are a frequent issue faced by healthcare businesses and their IT departments With a password manager, employees will only need to change passwords to stay in line with any HIPAA protocols.
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- Improved Employee and Patient Satisfaction – Protecting your sensitive information from being sold or traded on the black market is essential to keeping your healthcare business safe for your patients and staff alike. Further, a password manager can streamline the information access process and ensure the shorter wait times and secure information that keep people happy.
Professional IT Services for Your Sensitive Information
As you can see, protecting your most sensitive information is crucial in the healthcare industry. HIPAA laws dictate that information must be protected, and safeguarding all data and information your healthcare business possesses will help you remain in compliance.
Healthcare ITSM understands how important it is that healthcare businesses are able to implement secure solutions that improve workflows across the organization. That’s why our ITSM services prioritize security protocols like password management systems. We work with your organization to assess your needs and implement systems that keep you in compliance. Our holistic approach to IT services recognizes that all areas of the organization must work in harmony in order to address the specific needs of the company, and that the strategy at the core of organization-wide password management systems.
We can also assist with training, automation, and customizable service management to ensure your information technology services strike the right balance between security, usability, and profitability.
If you’re ready to address the specific IT service management needs of your business with a focus on patient, employee, and organizational security, consider the services of Healthcare ITSM. Our unique solutions can help your healthcare business meet its operational goals and prevent the data breaches currently plaguing the healthcare industry. Reach out to the team at Healthcare ITSM today and take advantage of your free consultation.
Resources :
- Compliancy Group. (2022). HIPAA Compliant Password Manager. Retrieved from https://compliancy-group.com/hipaa-compliant-password-manager/
- Dashlane. (2020, January 24). How to Manage Passwords in Healthcare. Retrieved from https://www.dashlane.com/blog/how-to-manage-passwords-in-healthcare
- HIPAA Journal. (n.d.). HIPAA Password Requirements. Retrieved from https://www.hipaajournal.com/hipaa-password-requirements/
- Thriveon. (2021, February 22). Password Managers: 4 Reasons You Should Use One for Your Medical Practice. Retrieved from https://thrivenextgen.com/password-managers-4-reasons-you-should-use-one-for-your-medical-practice/
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