The healthcare industry is abundant in protected health information (PHI)–from medical records to billing information–all of which is valuable to cybercriminals. This makes the healthcare industry a primary cybersecurity target, so much so that according to a report from Sophos, as many as 67% of healthcare organizations faced a ransomware attack. 

Cybersecurity threats are a serious and growing problem, affecting both patients and healthcare providers. Chicago and Chicagoland-area medical practices are not immune to these threats. Could your medical practice be a potential cybersecurity target?

In this article we’ll discuss the 4 warning signs that your medical practice may be vulnerable and then we’ll discuss the best strategies to mitigate cybersecurity risks to your medical practice.

Identifying the 4 Warning Signs That Your Medical Practice Could be a Cybersecurity Target

Warning Sign #1: Unusual Network Activity

Unusual network activity refers to any network behavior that deviates from the norm for your medical practice and its operations. Unusual network activity can manifest in different ways, but here are common ways:

• Unexpected Data Transfers: If your practice doesn’t send or receive large volumes of data regularly, this could be a sign of possible cybersecurity threat. If your practice’s network is sending and receiving large volumes of data without a clear purpose, that can be a red flag and should be taken seriously.
• Unrecognized Devices: If you notice new devices on your medical practice’s network that no one on your team has authorized, it could indicate an intruder.
• Strange Login Attempts: If your practice’s network has had multiple failed login attempts, especially from unfamiliar IP addresses, it should raise immediate red flags.
• Increased Latency or Slowdowns: While every network has moments of latency and slowdowns, if your team notices a sudden drop in network’s performance, that could be a sign of pending ransomware attack or other malicious interference.

If you notice any of these unusual network activities at your medical practice, do not wait and contact Fifth Nine–the source for reliable IT solutions for Chicago businesses. Ignoring these issues could lead to significant security breaches, loss of patient data, and potential HIPAA violations.

Warning Sign #2: Inadequate Access Management Controls

Access management is determining which employees have access to what software, services, and information on your network. For example, at your practice you only want doctors and nurses to have access to detailed patient information, while all employees will need access to your appointment scheduling platform.

Without strong access management for your team, you may inadvertently expose sensitive patient data to cyber threats.

The three most common indications that your medical practice has weak access management are:

• Excessive User Privileges: If members have more access than necessary for their roles, this increases the risk of data exposure. For instance, if front desk workers have access to all sensitive patient information or medical interns have access to your patients’ payment information.
• Lack of User Activity Monitoring: If your medical practice doesn’t have monitoring tools to track the actions your staff takes on your network, it can mask malicious activities or unintentional breaches. Fifth Nine can implement 24/7 monitoring of your network.
• Inconsistent Password Policies: If your medical practice has weak, poorly enforced, or non-existent password protocols it can lead to compromised accounts.

Warning Sign #3: Lack of Security Training Programs for Staff Members

Are your staff members aware of the simple security measures they can take to make them–and your practice–less vulnerable to cybersecurity threats?

Awareness and education for your team can play a crucial role in preventing cyber incidents within your medical practice. Cybercriminals often exploit human errors and common mistakes, which are often made by unaware employees. 

Here are common mistakes staff members of medical practices may make with cybersecurity:

• Weak Passwords: If your employees don’t know better, they may be using easily guessable passwords. Or your practice may not have a protocol in place requiring staff to change their passwords regularly.
• Phishing Susceptibility: In a busy medical office, it can be easy for employees to mistake deceptive emails for genuine ones. These deceptive emails can request sensitive information or prompt unauthorized actions. Consider how often your practice sends referrals, patient information, prescription details, and other information to individuals outside of your network.
• Poor Device Management: It is also important that staff members take responsibility for the devices they use at your practice–such as laptops and tablets. Neglecting to secure these devices can result in cybersecurity vulnerabilities. Even their personal smartphones that are connected to your network need to be secure.

Warning Sign #4:  Outdated Technology and Software Systems

Using outdated technology and software systems makes it much easier for cyber threats to attack. Medical practices that don't invest in current solutions put themselves at risk in several ways:

• They're more likely to be targeted by cyberattacks.
• They may struggle to meet HIPAA regulations.
• Their security measures could have weaknesses that hackers can exploit.

Your medical practice should be aware of the common signs that your technology may be outdated. These signs include:

• Frequent software glitches or system crashes.
• Inability to integrate with modern health IT systems.
• Resistance to implementing newer security measures.

9 Best Strategies for Cybersecurity Resilience in Chicago Medical Practices

Now that we have discussed the seriousness of cybersecurity for medical practices in Chicago and the warning signs to look for within your practice, let’s discuss what you can do to mitigate cybersecurity risks.

1. Risk Management Framework

You’ll want your medical practice to adopt a structured approach to identify, assess, and mitigate risks. Your framework should align with established standards such as:

• ISO 27001: Focuses on information security management systems to safeguard data.
• NIST Cybersecurity Framework: Provides guidelines for improving critical infrastructure cybersecurity.

2. Regular Security Audits

Your medical practice should conduct periodic assessments to evaluate current security measures and identify vulnerabilities. This proactive step helps in adapting to evolving threats.

3. Incident Response Plan

Develop and maintain an incident response plan tailored to your practice's specific needs. Ensure that all staff members are trained on their roles during a cybersecurity incident.

To learn more about what to do in an IT-related emergency, read our article “Emergency IT Support in Chicago: What to Do When Your Team Faces an IT Outage.”

4. Data Encryption

You’ll want your medical practice to utilize encryption protocols for sensitive data both at rest and in transit. This adds an essential layer of protection against unauthorized access.

5. Multi-Factor Authentication (MFA)

Your practice should have robust implementations of MFA for accessing systems containing protected health information (PHI). This significantly reduces the risk of unauthorized access.

6. Role-Based Access Control (RBAC)

Limit user permissions based on their specific roles within your practice. This minimizes access to only what is necessary.

7. Regular Training Sessions

Schedule periodic workshops for all of your staff members. Use the opportunity to cover evolving cybersecurity threats and safe practices. Reiterate your practice’s security protocols, emphasizing your staff’s importance in protecting patient data.

8. Regular Updates for Software

To protect patient data, it's crucial to regularly update software and manage patches.

9. Partner With a Trusted IT Managed Service Provider

The most powerful way your medical practice can prevent itself from being a cybersecurity target is to partner with a trusted IT managed service provider. Fifth Nine’s expertise in maximizing uptime and maintaining a strong IT infrastructure can make a significant difference for your medical practice. We can implement robust cybersecurity and IT solutions for your medical practice including:

• Systems that analyze network traffic for suspicious activities and generate alerts when potential threats are detected.
• Network traffic analysis tools that provide insights into bandwidth usage and device status.
• Monitoring to identify unauthorized access attempts or unusual inbound/outbound connections.
• Tools that monitor employee actions within your practice’s network to establish baselines and detect deviations that may indicate compromised accounts.

Fifth Nine is based in Chicago and is here to assist all medical practices in the Chicagoland area. Book a consultation with us today to implement robust cybersecurity measures for your practice.

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