Best Practices and Latest Technologies for Healthcare Data Security

As you probably know, healthcare data security is very sensitive. That’s why there should be a balance between patient data privacy and quality healthcare provision, considering the strict regulations involved in this field, such as HIPAA and PHIPA.

Because PHI (Protected Health Information) is of great value to corrupted people, any organization dealing with patient data has to observe strict rules on protection. Failure to meet these minimum requirements leads to severe penalties and fines.

Instead of enumerating specific technologies, HIPAA requires healthcare entities to make sure patient data is secure, accessible to authorized persons only, and used appropriately. However, it leaves each organization to decide on what security measures will best meet these goals.
Find out more about these measures throughout this article!

What is Healthcare Data Security?

Because of the sensitive nature of the information, healthcare data security is among the most heavily regulated industries in both the US and Canada. Strict regulations in both regions clearly define who is responsible for protecting patient data, what type of information falls under the authority of these regulations, and the exact steps that must be taken to secure it.

Regulations That Govern Healthcare Data Security

United States

HIPAA is the backbone of health information protection in the United States. It defines what is considered a “covered entity” and enumerates certain healthcare providers, insurers, and business associates dealing with PHI. According to HIPAA, PHI is the information related to a patient’s medical history, treatment, diagnosis, or generating and receiving payment for health care services that identifies the individual.

The Security Rule of HIPAA demands that covered entities provide physical, technical, and administrative security, control, and safeguard for protection of the PHI. While HIPAA, in this ruling, does not dictate the use of specific technologies, it addresses the entity to ensure data security, availability only to authorized persons, and their protection during storage, transmission, and use.

Canada

The cornerstone of health information protection in Canada takes several forms, including the Personal Health Information Protection Act or PHIPA, as applicable within the Province of Ontario, and among all other similar provincial legislation. PHIPA serves as a guide to how healthcare providers, organizations, and third-party associates collect, use, and disclose PHI, ensuring that patient data is kept confidential and secure.

What Information is Protected by HIPAA and PHIPA?

Both HIPAA and PHIPA define Protected Health Information (PHI) as individually identifiable information relating to the following:

• A person’s physical or mental health condition, including their medical history and treatment particulars.
• The healthcare services provided to the individual.
• Payment or eligibility for health care.
• Organ donation information.
• Any personal information collected in providing a health service, such as patient charts and medical records.

This information, whether stored physically-e.g., paper-based records-or electronically-e.g., digital health records-needs protection to ensure privacy and security.

A person’s health information would include any of his or her genetic and biometric data covered by both HIPAA and PHIPA when related to their healthcare. Newer forms of health data, such as information gathered through wearables or health apps, also would fall into the protection of PHI if handled by healthcare providers or covered entities.

Both HIPAA and PHIPA require strict measures in terms of protection against unauthorized access to PHI so that sensitive information related to patients would be kept private and secure.

After exploring what healthcare data security is and why it’s a priority for healthcare providers, let’s dive into its importance.

What Is The Importance of Data Security in Healthcare?

Information is one of the cornerstones of modern healthcare; information plays an indispensable role in both patient care and medical research. According to The HIPPA Journal, alone, major breaches in healthcare during February 2024 affected nearly 5 million individual records, of which 69.5% involved hacking.

That is a striking statistic of how imperative it is to apply robust security measures to the health sector regarding data protection. The bigger the digitization of healthcare and the sharing of data that is taking place along with the development of newer health strategies, the bigger the need for security. Hence, protection of this information is of prime importance.

Here’s why healthcare data security is crucial:

1. Patient Privacy and Trust

One of the main reasons data security is defined as such an indispensable concept is the protection of the patient’s privacy and the maintenance of medical records. Besides the general loss of trust in any institutions that have to deal with healthcare and industry in general, data breaches come with a not-so-small impact on targeted individuals.

Putting in place appropriate measures for data security will help mitigate these risks, in turn, and uphold confidentiality. Not only that, but data breaches have other consequences rather than individual-level ones. Data breach can be highly threatening for an organization with respect to loss of goodwill, apart from financial losses and legal consequences. The impact of a breach will also be felt in patient care and might even affect clinical outcomes, heightening the need for strong data protection.

2. Evidence-Based Medicine

Data is integral to evidence-based medicine. It varies from Electronic Health Records (EHRs) and medical imaging to genomic data, to say the least. Aggregated data no doubt supports clinical decisions and allows the progress of medical practices.

3. Advancing Medical Innovation

Data sharing and analysis of health information enable a key transition in medicine. With data analytics and AI, several major areas have seen considerable advances, including:

1. AI Making Diagnostics More Accurate.
2. Data Analytics Speeding up the Drugs Development Process.
3. Advanced Data Analysis Enabling Personalized Care.
4. Data-Driven Insights to Optimize Clinical Trials.
5. Wearable Technology to Improve Patient Monitoring.
6. Data-driven Improvement in Population Health Management.
7. Analytics for Smoother Operations in Healthcare.

4. Predictive Modeling:

Data analytics and secularization allow predictive modeling, in which patient risks and events that are likely to occur in the future are predicted. Predictive models, with their employment of machine learning algorithms on historic data and trends, can forecast health problems even before they occur. In this light, early interventions and better chronic disease management may be given.

5. Personalized Treatment:

AI and analytics data create the potential for personalized treatment plans, each matched to specific patient needs.

As different streams of data would be integrated, from genetic to medical history and other lifestyle-related factors, caregivers would have the potential to build personal treatment strategies that are more effective and targeted, hence leading to better outcomes for the patients.

6. Early Detection of Mental Issues:

Other benefits associated with advanced analytics include early disease detection. In this context, deep data analysis will facilitate the detection of warning signs and symptoms, hence enhancing providers’ ability to realize the existence of a disease well in advance.

It therefore follows that early detection enhances clinical outcomes through creating possibilities for early and more effective treatment interventions.

7. Operational Efficiency Improvement

Operational efficiency in the health care setting goes deeper with data-driven insight. With their analysis, the practitioners can come to fine-tune the entire cycle of caring for a patient and thus optimize resource use and enhance the workflow in general.

This leads to effective healthcare delivery, proper resource utilization, and, in the end, improved patient outcomes.

AI-integrated data analytics in health accelerates medical innovation, enhances predictive capability, and enables personalization of treatment approaches, early disease detection, and operational efficiency. Each such development adds to more efficiency and responsiveness in the healthcare system.

Now moving to the part of which type of software exactly need high security of data and why.

Which Types of Healthcare Software Require Data Security and Why?

In the healthcare sector, various forms of software are utilized for maintaining patient data as well as other clinical activities. The security of those systems is not viewed as a best practice in many places but rather legally binding about the location concerned and the nature of data involved. What follows is an outline of the different forms of software used within the context of healthcare that require appropriate security measures together with the reasons for each:

1. Active Inpatient and Outpatient Charts and Medical Records

These information systems possess comprehensive patient history, treatment details, and follow-up health management in EHRs and EMRs. Security of data will be immensely crucial in safeguarding sensitive medical information against unauthorized access and breach for patient privacy regulated under the laws such as HIPAA in the U.S. or PHIPA in Canada.

2. Medical Records Storage Systems

Healthcare organizations deal with enormous quantities of medical data. There are specific storage systems in healthcare organizations for the storage of such a huge quantity of medical data.

The storage systems must be secure against unauthorized access and losses of data. Data encryption, access controls, and regular backups would provide a guarantee of patient information security and compliance with laws related to the protection of healthcare data.

3. Healthcare Institution Database Systems

The database systems that health institutions follow to manage operations, patient data, and administrative functions need to be kept safe from cyber-attacks.

Many databases house critical information related to patient care, billing, and institutional performance and, therefore, become an attractive target for attacks. The enforced security measures for data bar data breach incidents and ensure protection of the institutional data.

4. Apps Providing Remote Clinical Assistance to Patients

These include mobile and web applications that provide remote clinical consultations or telemedicine services and, therefore, have to handle sensitive patient information. Such applications demand a high level of data security to protect against unauthorized accesses and ensure confidentiality and security in communications between patients and healthcare providers.

5. Healthcare Appointment Scheduling Apps and Website Forms

Most of the appointment scheduling system features online forms for booking appointments that normally require personal information about the medical history and contact information.

The security in these systems is very relevant to prevent data breaches and privacy concerns of patients. The security of these systems necessarily shall include data encryption and lines of communication with security.

6. Telehealth Mobile Apps to Care for Patients

The telehealth applications provide a platform for virtual consultation and remote patient health monitoring.

Since the apps deal in real-time health information and personal data, there is a great need to ensure security for the protection of patients’ confidentiality and also assurance of compliance with the protection of data laws. Security of data transmission and authentication are critical in protecting such information.

7. Patient Tracking Apps

Apps that track metrics on patient health, medication plans, and progress have stringent data security to make sure personal health information is secure.

Many of these would provide EHR integration or integrate into other healthcare systems, making them integral in an overall approach to patient care and data security.

8. Apps or Networks for Practitioner Referrals and Consultations

The software platforms employed for practitioner referrals, consultations, and interprofessional communications handle sensitive patient data. Security of such systems ensures that no one can have access to the patient’s information, and the details of referral or consultation are confidential.

In a nutshell, healthcare software needs security in different forms because of the sensitivity of the information they handle. Be it active medical record management, storing data about the patients, or facilitating consultations remotely, all demand security to protect patient confidentiality, adhere to regulatory requirements and maintain trust in the system. For detailed requirements on compliance, refer to local laws and regulations related to healthcare data security.

For practical tools that can help you do the above-mentioned roles, keep reading:

8 Software Solutions for Streamlined and Secure Healthcare Operations

1. Epic Systems

Epic Systems is an Electronic Health Record vendor for inpatient and outpatient active charts, medical records, and patient information that hospitals and clinics are widely using.

It will support a wide variety of clinical, administrative, and operational functions and offer an overall solution to healthcare data management.

2. IBM Watson Health

It provides advanced data management, along with secure storage of health records. The robust analytics that IBM Watson Health offers simply scale up the efficiency in handling healthcare data and maintaining huge volumes of data about patients in a very secure and effective manner.

3. Meditech

Meditech provides integrated database management systems for healthcare organizations.

The company facilitates the management of various kinds of operational and clinical data, such as patient records or even billing, toward successful integration of data within healthcare institutions.

4. Teladoc Health

It operates a telehealth platform for remote consultations and virtual care, enabling secure, remote interactions between patients and providers, thereby making healthcare accessible from anywhere and improving patient care delivery.

5. Zocdoc

Zocdoc is an online medical appointment scheduling platform and a safe patient data management system. It makes booking an appointment easier for both the patient and the healthcare professional and manages/schedules a medical visit more effectively.

6. Doxy.me

Doxy.me is a telehealth application that provides safe video consultations for healthcare professionals and their patients. It makes the process of virtual consultation secure, thus helping to comply with the requirements regarding data protection and increasing access to medical care.

7. MyChart

It is a patient web portal via which patients will be able to obtain their health data, discuss this or that with the healthcare provider, and view their medical records securely. It will also contribute to the facilitation of patient engagement through easy management of health information for them and effective communication with the healthcare team.

8. UpToDate

This software is a clinical decision support tool that assists in medical referrals and consultations. It provides a secure connection to a detailed medical information resource that will assist healthcare professionals in making an informed decision in such a way that it will lead to secure, evidence-based referrals.

Even with all these precautions in place, healthcare data remains at a higher risk of security breaches. When you compare it to other sectors. Several factors contribute to this heightened vulnerability, find more about them below.

Why Is Healthcare Data Security More at Risk of Data Attacks?

Though any organization maintaining data in digital formats is susceptible to data attack. Healthcare organizations are more peculiarly vulnerable than most. And for many reasons:

Valuable Patient Data

To hackers, medical information is much more valued than ordinary customer information. Thus, the value of this fetched personal health information for a higher price on the dark web enables it to become one of the prime targets of healthcare records. Securing sensitive data will determine patient health and safety.

Digital Medical Devices on the Rise

The healthcare industry is fast moving into a fast upbeat rhythm of usage in mobile technology, including that of connected medical devices. These, while enhancing the care being provided to patients, create new avenues in which cybercriminals can maneuver.

Remote Data Access

Large healthcare organizations typically employ thousands of staff, many of whom require remote access to patient data. It is this distributed access that increases the risk of breaches, creating other avenues through which hackers could infiltrate via unsecured or weak points within the network.

Busy Healthcare Settings

There are lots of patients, and the health professional has to do a lot. For example, little time is afforded for password protection, frequent backups, or updating of software. Sometimes, these important protections are sacrificed in favor of maintaining operational efficiency.

Such breaches in healthcare data may further cause extreme vulnerability to highly sensitive personal information. Healthcare systems need robust measures of protection for data integrity and security.

That being said, Orthoplex has gathered to you 10 of the most effective ways to secure data system for your healthcare business.

10 Most Effective Ways for Healthcare Data Security

The dynamic threat landscape in healthcare requires multi-layered cybersecurity measures for data security. Here are some best practices that will go a long way in protecting healthcare data across endpoints, and cloud services, while it’s in transit, at rest, and in use:

1. Healthcare Staff Education

Human error remains one of the highest points of vulnerability in healthcare security. Security awareness training enlightens personnel to make better decisions and to take appropriate measures while handling patient-related data, reducing breaches that might be caused by negligence or simple human mistakes.

2. Limit Data and Application Access

Access controls ensure that sensitive data has been granted to authorized users only. Many organizations extend the basic access control with MFA; thus, at least two evidences have to be proven, typically a password, biometric scan, or security token.

3. Implements Data Usage Controls

Data usage controls to track and restrain potentially hazardous activities: unauthorized data transmissions, printing of sensitive information, or any similar actions. Once the sensitive data has been detected and labeled, healthcare organizations will be capable of applying corresponding security measures, preventing accidental disclosure or malicious action.

4. Log and Monitor Data Use

Continuous logging and monitoring of data access allow health providers to keep track of subjects gaining access to what information from what location. Logs are a critical component of auditing and introducing potential breaches, hence enabling the organization to take quick action and minimize the involved risks.

5. Encrypt Data at Rest and in Transit

Encryption is indeed at the heart of health data protection. It ensures that even when hackers gain access to the information, the sensitive information is not easily decoded. While HIPAA does not mandatorily require encryption, it strongly recommends doing so as a critical measure for securing electronically protected health information, ePHI.

6. Secure Mobile Devices

Because mobile devices are becoming integral to healthcare operations, securing them is critical. This includes enforcing strong passwords. And enabling remote wipe capabilities for lost or stolen devices, and ensuring that mobile devices are current with the latest security patches.

7. Eliminate Connected Device Risks

With Internet of Things devices increasing in health-from smart medical tools to surveillance cameras-the security of those devices becomes quite essential. Thus, best practices such as separation of IoT devices onto different networks, turning off unnecessary services. And real-time monitoring of device activity for signs of compromise will go a long way in ensuring security.

8. Perform Periodic Risk Analysis

Periodic risk analyses help healthcare organizations find weaknesses in security practices. Thus, provide a remediation plan before those weaknesses are used to create breaches. Proactive assessments also enable fine-tuning employee training and vendor security standards, further reducing overall risk.

9. Back Up Data to a Secure, Offsite Location

Backups should be done more frequently to avoid loss of data through cyberattacks or even natural calamities. All offsite backups need to be strictly encrypted and under tight controls in terms of accessibility to maintain the integrity and availability of the data against incident events.

10. Business Associate Security Posture Assessment

Very often, healthcare entities engage third-party vendors with access to data. Proper assessments regarding the security practices maintained by these vendors and ensuring they are aligned with the standards developed within HIPAA are critical in maintaining the protection of information through the ecosystem.

These best practices, if followed, will help healthcare organizations patch up the major vulnerabilities, thereby reducing the likelihood of breaches that may affect information related to their patients.

Remember, when considering a healthcare app, it’s essential to keep the following key factors in mind.

Choosing a Mobile Health Application: Key Considerations

Developing or selecting a mobile health application for your personal use, or that of your clinic, requires careful attention to privacy and security if you are to protect your patients and your good name. The following is a checklist of key related factors related to privacy:

1. Data Encryption and Security Measures

Encryption

Firstly, this means the application should use secure encryption techniques to protect patient information both at rest and in transit. You can do encryption by using HTTPS protocols while transmitting information via web pages. A good encryption-based application would use a modern algorithm to secure sensitive information.

Authentication and Authorization

The application should be a secure authentications app, including MFA. It should facilitate role-based access to users so that they get only the quantum and type of data relevant to their job/duties.

Device Security:

Determine how the application secures data stored on the device itself. Wherever data is locally stored, you should make it secure against loss or theft of the device.

Compliance with Privacy Regulations

HIPAA Compliance

The development of the application should consider HIPAA and other various provisions regarding privacy. Regardless of being directly covered under HIPAA as an app developer, if their applications handle PHI, they are termed Business Associates and thus must comply under HIPAA conditions.

Data Ownership and Consent

The application directly states data ownership and consent policies. Most importantly, expect that patients know about the use of data and consent. The app must observe legal and ethical requirements in using the data.

Data Breach Response Plan

Ensure that the application vendor has clearly stated a strategy responding to data breaches, communicating breaches, mitigating further harm, and the actions taken to avoid occurrences in the future.

3. Vendor Reputation and Security Practices

App Vendor Background Check

Investigate the vendor history behind the app before introducing it. See if there are actual reviews, testimonials, or any history of security incidents regarding them. The vendor shall have an experience in handling healthcare organizations and shall have a good track record.

Security Audits and Certifications

Check whether the app has gone through security audits, and what recognized certifications it has, given that it proves it meets the threshold set by the industry for security.

Update and Patch Management

The application vendor shall update the software periodically to ensure the security of the application by timely patching of security vulnerabilities. By following the checklist above, you can make an informed decision in selecting a mobile health application to meet both your needs for security and compliance.

Find out how Orthoplex ensures this for your health business:

Orthoplex’s Approach to Ensuring Healthcare Data Security Apps

At Orthoplex, we develop secure healthcare applications based on the regulatory needs of a particular region where our clients operate. Such was the case when we assisted Taptype.co in building a HIPAA compliance policy and strengthening backend and frontend security to comply with the laws and regulations in the United States.

We support our clients for compliance attainment, but the maintenance of compliance itself rests solely upon the client. We ensure that the location of data storage and the security measures deployed therein are properly equipped to meet all the standards laid down by the provincial, state, and national jurisdictions.

Furthermore, with powerful monitoring tools, we can keep track of application security and allow real-time alerts if there is some sort of issue, thus maintaining ongoing protection for the data.

And here’s you why you should:

Build a Customized Healthcare Software

If the above considerations are beyond your business scope, or you require particular security measures not accorded under generic software, then it is the custom healthcare software that you may want. A few advantages exist to custom software development:

Improved Patient Service

It provides customized solutions that further enhance how you relate to and serve your patients.

Effective Cost

The cost will be more effective in the long run with custom software since it will be designed for the exact needs and processes of one company.

Automation

Most routine tasks and processes get automated, freeing up the extra manpower with fewer chances of errors.

Sophisticated Data Analysis

With a custom solution, much scope is there to analyze useful data

Seamless Data Management

With such a link between various data processes, each with special deliverables and compliance requirements, it is bound to be seamless.

Minimized Vulnerabilities

Reduce risks related to data leakage and loss using customized security measures.

See how Orthoplex can help your business bring better patient care with advanced data security through a custom software solution. Let us show you how we can help. Contact us today. Our team is ready to partner with you to bring solutions to your unique needs and craft the perfect fit for your operational needs.