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1 A 5-STEP PLAN TO PREPARE FOR BYOD IN HEALTHCARE A Complimentary White Paper from

2 A 5-step plan to prepare for BYOD in health care A Complimentary White Paper from Healthcare Business & Technology Nearly all IT departments are facing a new challenge: Employees using their own personal smartphones, tablets and other devices for work. And in many cases theyʼre doing so even if their employer doesnʼt have a formal bring your own device (BYOD) program. BYOD, officially sanctioned or not, is especially common in healthcare, where smartphones and tablets aren t just communication tools, but can be used to access electronic health records (EHRs), look up drug information and conduct other medical research. In fact, the majority of healthcare professionals (72%) are now using smartphones or tablets for work, according to a recent survey from health IT provider Vitera Healthcare Solutions. And many of them are using their personal devices as part of an organization s formal BYOD program. In fact, 85% of hospitals say they allow doctors and staff to use their personal devices for work, according to a March 2012 survey from Aruba Networks. Often, the use of those devices is limited 53% of the hospitals polled only allow personal gadgets to connect to the organization s network to gain Internet access. However, 60% of hospitals said they planned to roll out mobile EHR access in the near future. BYOD Benefits Why are so many healthcare providers supporting BYOD programs? One reason is many people will use their personal smartphones and tablets whether they have the organization s blessing or not. Especially as the workforce becomes more tech savvy, clinicians and other staff members want to work with their own devices and will break IT policies to do so. But beyond that, allowing BYOD has several advantages for organizations. In most industries, increased productivity is one of the main drivers for letting employees use their own mobile gadgets. It allows Entire Contents 2012 PBP Media. Copying of Pages Prohibited. 2

3 employees to get work done while they re out of the office, without the company having to foot the bill for hardware or cellular plans. Allowing personal devices has other benefits in health care, including the aforementioned access to mobile EHR applications. These tools give doctors the ability to get vital patient information wherever and whenever they need it, allowing them to make better informed decisions in less time. There are other mobile applications that can help doctors as they care for patients. Aside from mobile EHRs, these are the most popular clinical mobile apps used by doctors, according to a report from healthcare recruiting firm Jackson & Coker: 1. Medical reference tools 2. Drug information repositories 3. Anatomical maps, and 4. Medical dictionaries. And it s not only doctors who are using mobile devices for health care patients are using them, too. Many patients are using health apps to manage their own care and research health information on mobile devices. And half of patients say that receiving text messages, s or smartphone apps from their doctor with tips, reminders or encouragement could have helped them avoid a health problem in the past, according to a recent poll from Varoli. Doctors using their own smartphones may be better able to meet these patient demands. New security risks But despite those benefits, BYOD introduces several risks, too especially in health care. The biggest BYOD risk: information security. Mobile devices brought into healthcare organizations are often used to access patients protected health information. And, as any medical professional knows, there are serious negative consequences if that information falls into the wrong hands. Sensitive data contained on smartphones or tablets can be breach if the devices are lost or stolen. Also, hackers may be able to gain access to data by installing mobile malware on a device. Even if a healthcare employee only uses a smartphone for , those messages may contain sensitive information that can be used to obtain data. And as more doctors use smartphones and tablets for EHRs, the risk is even greater. In fact, according to a recent study of healthcare data breaches by the Ponemon Institute, a lost or stolen portable computing device was one of the primary causes behind just under half (46%) of the breaches healthcare organizations suffered in Entire Contents 2013 PBP Media. Copying of Pages Prohibited. 3

4 Legal dangers BYOD also increases legal risks for healthcare providers. One danger is that those security risks make it easier for providers to be cited for HIPAA violations. Even if a device is lost but its data is never accessed or improperly used, the provider may have to report the incident and could be subject to fines. Making that data mobile also creates another issue many organizations may not have considered: It s possible that data on a mobile device will one day need to be collected as evidence in a court case, such as a malpractice suit. Therefore, organizations must have a plan in place so they re ready to collect those devices in the event of a subpoena, audit or a lawsuit that triggers a litigation hold under electronic discovery regulations. It s also important to keep track of all computers, gadgets and devices that hold that kind of information. Distracted doctors In addition to those risks, BYOD can sometimes have a more direct impact on patient safety: Doctors, nurses and other clinical staff using personal smartphones at work could distract them during key moments. For example, in a survey published in the journal Perfusion, 55% of medical technicians charged with monitoring bypass machines admitted to talking on cell phones during surgery. Half also admitted to sending or reading text messages while in surgery. How to manage BYOD Due to those risks, healthcare organizations have good reasons to be wary about BYOD. However, if personal devices are managed properly, providers can take advantage of the benefits while minimizing the security and other threats. Here are some steps experts recommend for BYOD management: 1. Have users sign off on a policy. The first step before allowing any personal smartphones or tablets to access the provider s network or data should be writing a policy regulating how the devices can be used. That includes what apps the user may install, what data can and can t be accessed, which websites may be visited, etc. Employees who participate in the BYOD program should sign a statement saying they agree to the policy. They should also grant the organization permission to change their device s settings, erase data if it s lost or stolen, and take other action necessary to protect information security. 2. Approve and configure devices. Any personal device should be examined by IT to make sure it meets the organization s security requirements before it s given any access. Security features and configurations to look for include: Data encryption Entire Contents 2012 PBP Media. Copying of Pages Prohibited. 4

5 Password protection Remote wipe capabilities, and Mobile antivirus software. itself. That can help reduce the risk of data being breached if a phone or tablet is lost or stolen. IT departments can make sure those and other settings are enabled, and that users are following policies by requiring personal devices to be equipped with mobile device management (MDM) software. 3. Train doctors and staff Once people within the organization start to use smartphones and tablets, regular security and privacy training should include information related to those devices. Those training sessions can go over the BYOD policy, as well as warn attendees about the risks of lost or stolen devices. Also, employees can be trained on how to avoid viruses and malware on their mobile device. In addition to having anti-virus applications installed, mobile users should be wary about apps they install, especially when the software comes from outside their platform s official app store. If the employee is suspicious, some quick research about the software developer should help decide if the app is legitimate. Health IT departments can deploy other advanced technology, such as virtualization or mobile virtual private networks (VPNs), to help keep data safe. 5. Consider issuing devices When doctors, nurses and other staff members want to use mobile devices for work, BYOD isn t the only option. In some cases, healthcare providers may decide personal devices are too risky and that the organization will instead buy smartphones or tablets and issue them. Providers that go this route can still conduct a survey of the people who ll be using the devices to find out what they want. And although management can be complicated if there are too many options, some organizations let people choose the devices they re issued individually. 4. Look into advanced tools Depending on how a mobile device will be used, healthcare providers may want to look into more advanced security methods. For example, many organizations are choosing Internet-based mobile EHR software that never stores any data on a mobile device Entire Contents 2013 PBP Media. Copying of Pages Prohibited. 5

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