As our world continues to become more connected and reliant on technology, it is important to ask yourself if you are doing enough to protect your dental practice from a cyberattack. When a cyberattack occurs, it can be devastating not only for your practice, but also for your patients. Health care records contain a collection of personal patient information, including social security numbers, dates of birth, driver’s license numbers, contact information, credit card information and significant personal health history. The information is attractive to hackers because the records are so complete, so it’s critical to keep this sensitive data protected. 

Below are cybersecurity best practices for your dental business to help keep this information secure. 

Ransomware 

Ransomware is one of the most common and costly threats in health care. In fact, according to the American Dental Association (ADA), the health care sector—including dental—has seen a sharp increase in ransomware attacks, with the average downtime after an incident now exceeding 20 days.

Ransomware locks your files and systems, bringing your entire office to a halt until a ransom is paid—often in untraceable cryptocurrency. Most attacks start with a phishing email, cleverly disguised to trick staff into clicking a malicious link or attachment. That one click can open the door to a network-wide compromise. There are a few immediate steps you can take, including using endpoint protection tools that scan for malware in real-time and understanding the vulnerabilities in your network through vulnerability testing or penetration testing. 

Health Insurance Portability and Accountability Act (HIPAA) Compliance 

HIPAA isn't just about paperwork, it's a framework to secure your patients' Protected Health Information (PHI). The cost of noncompliance is steep: civil penalties can reach $1.9 million annually for violations.

If your practice experiences a breach, the U.S. Department of Health & Human Services requires the following steps be taken:

• Immediate response and mitigation steps.
• Reporting the incident to law enforcement.
• Notification to federal cyber and healthcare info-sharing groups.
• A full assessment to determine the extent of compromised PHI.

If a breach occurred, patients must be notified within a 60-day notice window. If more than 500 individuals are affected, the media and Office of Civil Rights must also be notified as soon as possible. 

Consider conducting an annual HIPAA Security Risk Assessment and document your findings. Many dental practices fall out of compliance simply due to outdated procedures or forgotten policies.

Hardware and Software 

Every piece of hardware or software in your office—from practice management systems to digital imaging devices—need to be secure. Yet, many offices do not know what’s running on their network, let alone whether it’s up to date or properly configured.

By enlisting the help of a cybersecurity professional, like those at Doeren Mayhew, they can perform independent tests and verification on the network and firewalls to determine whether or not those devices are configured properly and whether they’d be susceptible to a cyberattack or ransomware attack. If they are susceptible, recommendations are made on how to properly configure the practice’s devices so that they’re less susceptible. From there, a cyber roadmap is created to keep you protected well into the future. 

Tactics to Protect Your Practice

There are many simple, immediate steps you can take to protect your practice from cyber threats, including:  

• Implement Multi-Factor Authentication (MFA): Add a second layer of login security—like a code to your phone—making it harder for intruders to access systems.
• Update Everything: Outdated software is a hacker’s best friend, make sure to turn on automatic updates wherever possible. Have a vulnerability scan performed to reveal if any updates did not run properly.
• Use Unique, Strong Passwords: The newest security trend is to aim for more than 16 characters, using a mix of symbols and cases. Never reuse passwords across platforms and train employees that work passwords should not be the same as personal passwords that are highly susceptible to being leaked.
• Train Your Team Regularly: Human error causes most security breaches. Quarterly cybersecurity refreshers help keep awareness of current trends top of mind. There are many third-party providers that offer training programs on how to prevent successful phishing campaigns.
• Review Cyber Insurance: A tailored policy can cover recovery costs, from legal fees to notifying patients and restoring systems. Know what is and is not covered on your policy and what control deficiencies may lead to a denied claim.

How We Can Help

In the digital era, prioritizing cybersecurity is essential for managing a dental practice effectively. Exercise caution when clicking on links, verify the legitimacy of access requests and immediately reach out to your IT provider if something seems unusual. Protecting your practice from cybersecurity threats requires the same vigilance as securing your physical clinic against unauthorized access or suspicious behavior. By extending that level of care to your digital operations, you can ensure a safer and more secure environment for your dental practice. 

Our cybersecurity and IT advisors can assess your digital ecosystem, making sure it is skillfully designed and performs as promised, plus meets industry compliance standards. Working with over 300 dental practices, we know what it takes to manage the day-to-day operations of a profitable practice. Let us help you put in the sound procedures needed to protect your practice, contact us below.