Healthcare IT Compliance Service. Services > Overview MaaS360 Healthcare IT Compliance Service

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1 Services > Overview MaaS360 Ensure Technical Safeguards for EPHI are Working Monitor firewalls, anti-virus packages, data encryption solutions, VPN clients and other security applications to ensure that technical safeguards for electronic protected health information (EPHI) are in place and working as expected. Watch List for HIPAA Compliance Receive daily notification of exactly which systems are out of compliance with endpoint security policies. Reduce the Burden of Audits Produce reports documenting that laptops, netbooks and distributed PCs are in compliance with regulations and corporate policies. Automate Management of Laptops and PCs Prevent data breaches by using automated services to distribute operating system patches, update anti-virus signature files, provide network access control (NAC), and enforce the use of VPNs. Utilize data on Internet connections and VPN usage to reduce networking costs and identify unencrypted wireless connections. Compliance, Security, and Cost Control Healthcare and life sciences companies depend on mobile workers to help patients, collect data, conduct clinical trials, make breakthrough discoveries, manage costs, and perform many other mission-critical tasks. But how can companies ensure that mobile devices are always in compliance with HIPAA and other regulations and policies? The MaaS360 provides a unique solution for healthcare and life sciences organizations. It helps them monitor security software on laptops, netbooks and distributed PCs, identify security vulnerabilities, produce reports showing that policies are being enforced, update and remediate software on remote devices, and reduce the cost of Internet connectivity. The MaaS360 is a hosted service that helps healthcare companies secure electronic protected health information (EPHI), satisfy auditors, and reduce the cost of managing mobile computers.

2 Mobility is Critical Healthcare and life sciences organizations depend on knowledge workers physicians, researchers, technicians, nurses, analysts, statisticians, salespeople and other professionals who count on being able to work anytime, anywhere. And healthcare work is intrinsically distributed, performed in hundreds of medical offices, clinics, labs, homes, and customer and supplier offices. In fact, a recent study showed that 89% of healthcare organizations have some percentage of their employees working outside the office at least once a week, and over 50% had some segment of workers telecommuting at least four days a week. 1 BUT COMPLIANCE IS CHALLENGING Regulations like HIPAA and HITECH create stringent requirements for managing access to data, and impose significant penalties for data breaches. But data on laptops and distributed PCs is particularly vulnerable. IT and compliance staffs need to be concerned about: Monitoring the configuration of hardware and software on computers to identify dangerous applications and maintain compliance with policies. Ensuring that firewalls, anti-virus packages and other security applications are installed and always working to prevent hackers from accessing EPHI on distributed devices. Ensuring that data at rest is encrypted when devices are lost and stolen. Ensuring that data in motion is protected by a VPN or other encryption method when it is sent through the air. Unfortunately, very few systems management tools do an adequate job of monitoring and managing mobile and remote computers, especially those that connect to the headquarters only sporadically. So even when technical safeguards have been deployed, very few organizations can prove to auditors that they are, in fact, installed and working on specific systems at a specific time. The MaaS360 The is designed to help healthcare and life sciences companies safeguard EPHI on mobile and distributed computers and demonstrate that technical safeguards are properly in place. Using Fiberlink s MaaS360 Platform, the collects data from laptops, netbooks and distributed PCs and sends the data to a centralized management portal. Figure 1: Data is collected from laptops, netbooks and distributed PCs and collated on a centralized portal. 1 Forrester Research, Managing and Securing Mobile Healthcare Data and Devices, February 2010, sponsored by Fiberlink. 2

3 Data collected includes hardware and software installed, the state of endpoint and data security applications running on the systems, versions and dates for patches and anti-virus signature files, and information about VPN usage and connections to the Internet. Information about non-compliant endpoints is collected in a convenient My HIPAA Compliance Watch List that is updated daily. Detailed data is presented in nine modules of the Healthcare IT Compliance Suite. Dashboards and reports from the nine modules can be accessed through a secure browser connection. The reports can be used to identify vulnerabilities, troubleshoot problems, demonstrate compliance with regulations and corporate policies, identify opportunities to improve operating processes, and reduce networking costs. The also includes management services that update and remediate selected software on distributed computers. These services reduce operations costs and improve security by ensuring that key files are up to date. Because the is a hosted Mobility-as-a-Service offering, customers can start small and scale quickly, with no capital costs or new infrastructure to manage. My HIPAA Compliance Watch List The home page of the includes an invaluable My HIPAA Compliance Watch List that daily updates on out-of-compliance conditions. Administrators can see exactly how many endpoint systems fail each compliance condition, and then drill down to view an exact list of the units. This information helps administrators: Identify top problems areas. Detect patterns that can reveal underlying process issues. Track progress toward eliminating non-compliance conditions and achieving compliance goals. Figure 2: My HIPAA Compliance Watch List helps administrators identify top problem areas and track progress toward compliance goals. 3

4 The Healthcare IT Compliance Suite The Healthcare IT Compliance Suite, the core of the MaaS360, consists of nine modules that help administrators track compliance information, automate several device management processes, and collect data to improve operations and reduce costs. Figure 3: The Healthcare IT Compliance Suite - nine modules to track compliance, automate processes and reduce costs. Hardware and Software Inventory Hardware and software inventory information can be used to troubleshoot problems, demonstrate that system configurations comply with corporate policies, identify dangerous software, track software rollouts and upgrades, and save money by redeploying unused software licenses. Figure 4: Reports show hardware configurations and details of installed software. 34

5 Endpoint Security and Data Protection PATCHES The provides detailed information about missing Microsoft operating system patches. Summary graphs show at a glance how many systems are missing patches, and detailed reports list what patches are missing from each system. This information can be used to bring systems into compliance with policies and document the fact that systems are up to date. STATUS OF ENDPOINT SECURITY APPLICATIONS Access to EPHI needs to be protected with critical security applications such as personal firewalls, anti-virus packages and anti-spyware software. But how can administrators be sure that these applications remain installed and running on every remote computer? The provides detailed information on the status and condition of a wide range of popular firewall and anti-malware software packages. Reports can be used to identify which systems are missing required security software, and which security applications have stopped running because of user intervention or malware attacks. Figure 5: Charts and reports show when patches and endpoint security applications are missing or not running. STATUS OF DATA PROTECTION APPLICATIONS Confidential data also needs to be protected from careless, unfortunate and unscrupulous employees. In fact, a number of state governments are enacting regulations that go beyond HIPAA in requiring the encryption of both data at rest and data in motion. To respond to these requirements many healthcare organizations are implementing data protection technologies such as disk encryption, data leak prevention, device control, and backup and recovery. The provides detailed information on the status and condition of data protection applications, right down to the level of showing which disks have been successfully encrypted and where encryption has failed. Figure 6: Graphs and reports provide information on data protection applications, down to the level of which disks are encrypted. 35

6 Policy Enforcement and Reporting System administrators need to show auditors which laptops and distributed systems are in compliance with policies such as: Personal firewall and anti-virus software packages must be installed. Anti-virus signature file can be no more than 7 days old. Disk drives must be fully encrypted. No major operating system patches can be missing. Key security applications must be running (not stopped by users or malware). Without the right tool, it might take days or weeks to gather this information from even a sample of mobile laptops and distributed PCs. The provides dashboards and reports that provide compliance information in minutes. Administrators can produce reports for auditors on demand that demonstrate compliance with policies like these. If a laptop containing protected health information is lost or stolen, a compliance report showing that the disks were fully encrypted can save the organization hundreds of thousands or million of dollars in fines and notification fees. Figure 7: Administrators can see which devices are out of compliance and why. Policy Management and Control The goes beyond reporting to automate several management processes and provide network access control. POLICY MANAGEMENT AND REMEDIATION IT managers can set management and security policies for endpoints. For example, administrators can define what firewalls and anti-virus packages to monitor and restart if they are stopped, and what actions to take if a system goes out of compliance with corporate standards. Automatic remediation can prevent security breaches and reduce help desk calls by solving problems before the end user is even aware they have occurred. PATCH AND ANTI-VIRUS UPDATES The includes patch distribution and anti-virus signature update services. These ensure that Microsoft operating system patches are always kept up to date, and that anti-virus signature files are downloaded on the schedule set by IT managers (for example, no later than every seven days). MOBILE NAC Fiberlink s Mobile NAC (Network Access Control) makes corporate networks less vulnerable to viruses and hacker attacks from compromised endpoints. If a laptop or PC falls out of compliance (for example, because the firewall has stopped running, or the anti-virus signature file is out of date), the service attempts to remediate the problem. If automatic remediation fails, then the service can take actions like blocking the computer from reaching the corporate network, or restricting access to specified systems such as a remediation server. 36

7 VPN and Wireless Connection Usage Wireless connectivity too often represents both a security risk and a source of uncontrolled spending. EPHI communicated wirelessly from mobile devices is particularly vulnerable to eavesdropping and man-in-the-middle attacks. And mobile workers often run up costs through unnecessary Wi-Fi charges, or by using costly 3G mobile data plans. The Healthcare IT Compliance Service can help address both issues. VPNS AND SECURITY The provides detailed information on VPN usage and on wireless connections. Reports show details about VPN connections such as number, average duration, and total duration of VPN connections, and time since the last VPN connection. Other reports show which users are making open, unencrypted connections to the Internet. These reports can be used to reduce this potentially dangerous behavior. The can also be used to enforce the use of VPN connections when users are off corporate premises. REDUCING CONNECTIVITY COSTS The also provides detailed reports on how employees are making Wi-Fi, 3G data and broadband connections. These can be used to control expenses in several ways: 1. By pinpointing employees who infrequently use their 3G data service plans, so these plans can be canceled or re-assigned to others. 2. By selecting the most cost-effective Wi-Fi connectivity plans for employees based on their actual usage patterns. 3. By identifying employees who frequently use costly by-the-hour or by-the-day connections in hotels and public places. 4. By tracking and re-assigning rarely used mobile data cards, instead of continually purchasing new ones. Figure 8: Reports show mobile data card inventory and details about secure and open connections. 37

8 Compatible with Other MaaS360 Services The is compatible with other MaaS360 services. These include the MaaS360 Mobile Service, which makes it easy for mobile workers to connect securely to Wi-Fi, 3G and broadband networks from anywhere in the world, and Fiberlink Security Services, which offer hosted versions of popular endpoint security applications like data encryption, data leak prevention, intrusion prevention and backup and recovery. Supporting Mobility and Healthcare Missions Mobility makes healthcare and life sciences organizations more productive. But management challenges and higher costs can impede them from fulfilling their missions. The MaaS360 can help by improving the effectiveness of several groups within the IT organization: Administrators can immediately identify top compliance problem areas on mobile and distributed endpoints. Security staffs can identify vulnerabilities and ensure that key applications like disk encryption are fully deployed. Compliance groups can provide detailed compliance reports to auditors, and prove that lost or stolen laptops were encrypted. IT operations staffs can monitor key security applications, and offload tasks like patch and anti-virus file updates. Networking staffs can analyze VPN and Wi-Fi usage to troubleshoot connection problems and reduce connectivity costs. And healthcare organizations can embrace new mobility initiatives, confident that they can maintain security and support mobile devices at a reasonable cost. FOR MORE INFORMATION For more information on MaaS360 s technology and services, see or Fiberlink Communications 1787 Sentry Parkway West, Building 18; Suite 200 Blue Bell, PA Phone ; Fax

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