Network Security for End Users in Health Care

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1 Network Security for End Users in Health Care Virginia Health Information Technology Regional Extension Center is funded by grant #90RC0022/01 from the Office of the National Coordinator for Health Information Technology, US Department of Health and Human Services.

2 Agenda: Why Is Security Important? Components of Network Security How You Can Help Keep the Network Secure 2

3 Why is Security Important? 3

4 Why Should We Care about Network Security? Potential for downtime and impact on patient care Expense to the practice (the dreaded blank check scenario) Damage to reputation for security breaches (newspaper headlines) Possible fines for security breaches HIPAA requires we implement security measures to protect PHI on paper and electronically! 4

5 PHI Protected Health Information (PHI) under HIPAA means any information that identifies an individual and relates to at least one of the following: The individual s past, present or future physical or mental health. The provision of health care to the individual. The past, present or future payment for health care. Information is deemed to identify an individual if it includes either the individual s name or any other information that could enable someone to determine the individual s identity. 5

6 ephi and Encryption Electronic PHI (ephi) includes any device or medium used to store, transmit or receive PHI electronically. Desktops, tablets, or laptops External hard drives, including ipods, tapes, or disks Removable storage devices (USB drives, keys, CDs, DVDs, etc.) PDAs, Smart Phones Electronic transmission including , File Transfer (FTP), wireless, etc. 6

7 Headlines July 07, 2010 Conn. AG, Health Net Reach Settlement Over Medical Data Breach On Tuesday, insurer Health Net reached a $250,000 settlement with Connecticut Attorney General Richard Blumenthal (D), who sued the company after it lost a computer hard drive in 2009, Dow Jones/Wall Street Journal reports. The hard drive contained medical and financial information on about 500,000 members from the state. (Solsman, Dow Jones/Wall Street Journal, 7/6). 7

8 Headlines June 2, 2010 Many of the major healthcare information breaches reported since last September, when the HITECH Breach Notification Rule took effect, have involved the theft or loss of unencrypted laptops and other portable devices. Terrell Herzig is HIPAA security officer at UAB Health System in Birmingham, Ala. 8

9 What is a Breach? According to the Health Information Technology for Economic and Clinical Health (HITECH) Act: A breach is the impermissible use or disclosure of PHI such that said use or disclosure poses a significant risk of financial, reputational, or other harm to the affected individual. Breach notification is only required where unsecured PHI is involved. Unsecured PHI is PHI which has not been rendered unusable, unreadable, or indecipherable to unauthorized individuals through the use of a technology or methodology specified by the Secretary in guidance. 9

10 Data Breach Lost CDs with ephi 10

11 Components of Network Security 11

12 Typical Practice Network Front Desk Remote Access Copier/Scanner Light duty Scanner Switch Internet Firewall Office Workstations High Speed Scanner Wireless Access Point EHR Server Wireless Tablet PC s 12

13 The Front Door of Your Network Internet Firewall Hides your network Provides access rules Allows only trusted partners access to your network Remote Access Allows only trusted users (authentication) Must be encrypted (VPN or SSL/TLS) Security wins over ease of use Wireless Devices Must be encrypted Allow only trusted devices 13

14 The Back Door of Your Network born threats Viruses software that reproduces Malware malicious software Out of date Antivirus system Outdated Operating Systems Missing patches for Operating Systems 14

15 The Danger Within Lost laptops, tablets, PDAs, and smart phones with ephi Sharing passwords or using the same password for everything ing ephi without encryption Responding to bogus requests: phone, , web ephi leaving the building on electronic media without encryption (tapes, CDs, USB drives, etc.) Installing Risky Software (Audiogalaxy, Limewire, etc.) 15

16 Phishing: Tricking the user to go to a web site and give up private information or passwords. If you receive the below with the subject Reset your symquest.com password, please delete it. This was not sent by the Information Systems department. Thanks Darrin >>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>> From: symquest.com Sent: Tuesday, June 29, :48 AM To: Subject: Reset your symquest.com password Hello, We received your request to reset your symquest.com password. To confirm your request and reset your password, follow the instructions below. Confirming your request helps prevent unauthorized access to your account. If you didn't request that your password be reset, please follow the instructions below to cancel your request. CONFIRM REQUEST AND RESET PASSWORD Click on the following web address: CANCEL PASSWORD RESET Click on the following web address: 16

17 Other Security Risks: Disposal of Equipment Many technologies today use hard drives that can contain ephi! Care must be taken in disposal so that ephi is erased. Always ensure that IT has cleaned or destroyed hard drives prior to disposal. 17

18 Other Security Risks: Social Networking Sites Risks of Social Networks: Malware attacks Facebook rated the riskiest Compromises the user s machine Collects personal information for sale on the black market Targets circle of friends to get to primary target 18

19 How You Can Help Keep the Network Secure 19

20 Typical Network Health Front Desk Network Printer Switch Internet Firewall Office Workstations 20

21 User Access Control and Password Guidance Unique User ID Never share your user ID! All system access with your ID is YOUR responsibility. Password Guidelines Do not re-use the last 12 passwords. Change your password at least every 90 days. Passwords must be at least 8 characters. Passwords must be a combination of upper and lower case letters, number and special characters. User account locks after 3 failed attempts. 21

22 Automatic Logoff Automatic Logoff Your EHR session should terminate after 15 minutes of inactivity. Always save your work before leaving your workstation! Your Windows screen-saver should lock your workstation after 15 minutes of inactivity. Pushing Windows+L or Ctrl+Alt+Delete and Enter on your keyboard will manually lock your workstation. 22

23 Remote Access Remote Access Must use a VPN tunnel or SSL/TLS connection. Requires user authentication. Always physically secure your laptop, PDA, or other mobile device when traveling! (Remember the headline on Slide 8?) 23

24 Accounting for Disclosures Accounting for Disclosures Always indicate why treatment, payment, or authorization information is being disclosed. Minimum Necessary Rule: take reasonable steps to limit the use or disclosure of, and requests for, [PHI] to the minimum necessary to accomplish the intended purpose. 24

25 Tasks for the IT Guy (or Gal) Role-Based Access: Manage who gets access to what. Firewall Review: Make sure that communication with the outside world is secure. Wireless Security: Manage who gets WiFi access. Antivirus: Manage software to keep viruses and malware at bay. Server/Workstation Updates: Make sure all software gets appropriate updates to mitigate problems. 25

26 Tasks for the IT Guy (or Gal) Backup: Keep a backup of all data, just in case! Backup Encryption: Make backup data unreadable to snoopers. Recovery: Have a plan in case disaster strikes! 26

27 Summary Protecting data is everyone s responsibility. Understand HIPAA. Hold each other accountable. 27

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