Patient care will always come first, but in today’s digital world, protecting patient data is just as critical. Healthcare organizations are prime targets for cybercriminals because electronic health records (EHRs) contain highly valuable personal and financial information. The good news? You don’t need to be a cybersecurity expert to strengthen your defenses. 

By focusing on the right strategies, your organization can protect patients, maintain HIPAA compliance, and safeguard its reputation. 

The New Threat Landscape 

The risks facing healthcare providers have grown more complex in recent years. Here’s what to watch for: 

• AI-Driven Phishing: Hackers now use artificial intelligence to craft convincing emails and texts that bypass traditional spam filters. 
• Connected Medical Devices: From patient monitoring systems to infusion pumps, more medical devices are networked than ever, creating new entry points for attackers. 
• Ransomware as a Service (RaaS): Cybercriminal groups sell ready-to-use ransomware kits online, lowering the barrier to attack. 
• Regulatory Pressure: HIPAA, the FTC Safeguards Rule, and other frameworks are tightening enforcement, with fines that can rival the cost of a breach.

These challenges highlight why a proactive cybersecurity plan is no longer optional for healthcare practices. 

10 Cybersecurity Strategies for Healthcare Practices 

1. Implement Strong Password Policies 

Passwords are your first line of defense, but only if they’re strong. 

• Require all employees to use strong, unique passwords. 
• Encourage passphrases (short phrases that are easy to remember but hard to guess) instead of random strings of characters. 
• Consider using password managers for secure storage and management. 
• Adopt a strong policy: at least 16 characters with uppercase, lowercase, numbers, and special characters. 

2. Use Multi-Factor Authentication (MFA)

Multi-factor authentication adds an extra layer of protection beyond passwords and supports HIPAA’s access control standards. 

• Require MFA for accessing sensitive systems such as Electronic Health Records (EHRs). 
• Take inventory and ask: “Do these have MFA set up?” or “Do these systems support MFA?” 
• Email 
• EHR system 
• Payment processing system 
• Network access for the administrator account
• File storage system 
• Cloud-based applications 

3. Regular Software Updates & Patch Management

Keeping software up to date is one of the simplest and most effective ways to reduce vulnerabilities. 

• Update all systems, including operating systems, medical devices, and applications. 
• Establish a consistent patch management process and assign responsibility to a specific person or team. 
• Regular updates help prevent known exploits from being used against your practice. For example, Windows 10 End of Life recently occurred, so you’ll need to upgrade to Windows 11. 

4. Data Encryption

Encryption helps protect sensitive information and ensures compliance with HIPAA Security Rule requirements. 

• Encrypt all data in transit and at rest, especially when storing or transmitting patient information. 
• Use encryption when emailing Personally Identifiable Information (PII) or Protected Health Information (PHI). 
• Confirm that your EHR, backup systems, and email platforms support modern encryption standards. 

5. Employee Training & Awareness

Your staff is your first line of defense against cyber threats. 

• Conduct regular training on identifying phishing attempts and using secure Wi-Fi. 
• Reinforce safe handling of patient data and password best practices. 
• Run simulated phishing campaigns to keep awareness high year-round. 
• Make security training part of your onboarding process and annual compliance reviews. 

6. Implement Role-Based Access Control (RBAC) 

Role-based access ensures employees can only view or edit the data necessary for their job. 

• Limit access to sensitive systems and confidential patient data. 
• Review and update permissions regularly as staff roles change. 
• This “principle of least privilege” minimizes exposure and aligns with HIPAA’s minimum necessary standard. 

7. Regular Backups

Backups are your safety net when systems fail or ransomware strikes. 

• Schedule frequent backups of critical data, including patient records. 
• Store copies securely offsite or in the cloud with a dedicated service that ensures proper retention and security controls.  
• Define your recovery objectives: 
  • RTO (Recovery Time Objective): Maximum time systems can be down (e.g., EHR cannot be offline for more than four hours). 
  • RPO (Recovery Point Objective): Maximum tolerable data loss (e.g., patient data must be backed up hourly to maintain an RPO of one hour). 

8. Install & Update Anti-Malware & Firewall Software 

Reliable security software provides essential frontline protection. 

• Use reputable anti-malware and firewall programs across all systems. 
• Set automatic updates to ensure continuous protection. 
• Consider advanced tools such as endpoint detection and response (EDR) or managed detection and response (MDR) for around-the-clock monitoring. Adopt a zero-trust approach to endpoint protection, especially when it comes to users' administrative rights. 

9. Establish an Incident Response Plan & Disaster Recovery Plan 

Preparedness can make the difference between a disruption and a disaster. 

• Develop and routinely test an incident response plan to guide quick, coordinated action following a breach. 
• Create a disaster recovery plan that accounts for: 
  • Cyber incidents (e.g., ransomware) 
  • Power outages 
  • Fire or tornado damage
• Include the leadership team in these exercises

10. Conduct Regular Security Audits & Penetration Testing

Proactive assessment helps identify and address vulnerabilities before attackers do. 

• Perform regular security audits and penetration tests to uncover weaknesses. 
• Review results, implement improvements, and document actions taken. 
• Ongoing assessments demonstrate HIPAA compliance and a strong commitment to patient data protection. 
  

Partner with Lutz to Strengthen Your Cybersecurity 

Lutz combines healthcare expertise with advanced technology solutions to help you stay ahead of evolving cyber threats. Whether you need support with compliance, monitoring, or staff training, our Digital Transformation services are here to help safeguard your patients and your practice. Contact us to learn more. 

• Relator, Achiever, Restorative, Focus, Belief

Paul Baumert

Healthcare Consulting Shareholder

Paul Baumert, Healthcare Consulting Shareholder, began his career in 1998. With over two decades of experience, he has established himself as a pivotal leader in healthcare accounting and consulting. Since 2011, Paul has led Lutz’s rural hospital practice, showcasing his commitment to serving healthcare organizations.  

Specializing in Medicare and Medicaid reimbursement, cost reporting, and financial analysis, Paul leverages his extensive experience to provide solutions that generate positive financial results for hospitals. His day-to-day responsibilities encompass financial management support services and reimbursement analysis. Paul finds fulfillment in helping rural healthcare facilities maintain their critical role in their communities. 

 

At Lutz, Paul embodies the firm's commitment to serving beyond expectations through his dedication to rural healthcare sustainability. His ability to restore financial health while maintaining meticulous attention to detail has solidified Lutz's position as a trusted advisor to healthcare organizations across the region. As department head, he has cultivated a team that shares his passion for preserving and enhancing rural healthcare access. 

 

Paul lives in Elkhorn, NE, with his wife Shelly, their four children, dog Max, and cats Luna and Oliver. Outside the office, he reads, plays golf, and attends his children’s activities. 

402.827.2315

pbaumert@lutz.us

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• Woo, Communication, Activator, Positivity, Input

Jack Moylan

Manager of Client Services

Jack Moylan, Manager of Client Services, began his career in 2018. Since joining Lutz, he has become a reliable presence in Lutz Tech, known for his energy, client focus, and ability to connect with people. With experience as both an Operations Associate and Account Manager, he brings a practical, well-rounded perspective to supporting clients on their technological journeys.

Managing client relationships across a variety of industries, Jack helps businesses navigate the ever-changing technology landscape. Drawing on his background, he brings a practical, operations-focused lens to each engagement. Jack offers strategic guidance on budgeting, implementation planning, and systems security, while continually researching new trends to help clients stay ahead. He values the opportunity to work alongside clients and teammates who are just as energized by innovation and problem-solving as he is.

 

Jack lives in Omaha, NE, with his wife, Hannah, and son, Liam. Outside the office, you can find him keeping busy with family and friends, gardening, golfing, attending concerts, traveling, fishing, and hunting.

402.763.2964

jmoylan@lutz.us

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