IT for Medical Archives

HIPAA Compliance: What the New Changes Mean for Your Medical Practice

March 4, 2025/0 Comments/in IT for Medical, Managed IT, Security Services

Staying on top of HIPAA compliance can sometimes feel like a never-ending battle. About the time you think you’ve nailed everything down, new regulations come into play, potentially complicating things further. So, you’re probably wondering: What’s changing with HIPAA regulations, and how does it affect your medical practice?

The new proposed HIPAA rule changes—put forth in January—are likely to be adopted, and they could impact how you approach IT in your practice. Let’s break down what you need to know to stay ahead of the curve and ensure you’re compliant.

What’s Changing with HIPPA Regulations?

While these proposed changes are technically already in effect, they’re still open for public comment for the next 60 days (as of January 2025). But unless a major shift happens on the political front, these changes are likely here to stay.

A key change is that IT’s role in HIPAA compliance is becoming much clearer. Before, IT involvement was somewhat of a grey area—practices often questioned whether IT had to take on certain functions or deliverables. Now, the regulations are getting more specific, so your IT team (or outsourced IT cybersecurity provider) has a clearer mandate to follow when it comes to safeguarding electronic Protected Health Information (ePHI).

Here’s a quick overview of what the new rules look like—and how SYSTEMSEVEN can help you meet them:

1. Technology Asset Inventory & Network Map

You’ll now be required to develop and maintain a technology asset inventory and a network map that shows how ePHI moves through your systems. While it’s always a good idea to know where your data lives, these updates require you to document and revise this info every 12 months. It’s a critical step to ensure you’re tracking all data that could be vulnerable to breaches.

What This Means for You:
If you don’t have a clear map of where your ePHI lives within your practice, it’s time to get one. SYSTEMSEVEN can help you establish this infrastructure, making sure your data is always accounted for and in compliance.

2. Risk Analysis: More Detail, More Action

Risk analysis isn’t anything new, but the new regulations make it more specific. You’ll need to review your technology asset inventory and network map to identify threats and vulnerabilities—anything that could compromise the confidentiality, integrity, or availability of your ePHI. You also have to assess the likelihood of these risks happening and take proactive steps to mitigate them.

What This Means for You:
No more guessing. You will want to conduct a detailed risk analysis, ensuring that you not only identify potential threats but also showing that you’re making an honest attempt at addressing them before they become a problem.

3. Contingency Planning & Security Incident Response

If disaster strikes (whether it’s a cyber attack or a natural disaster), you need a plan in place to recover your data within 72 hours. The new rules require written procedures for restoring data, prioritizing it based on how critical it is to your operations.

What This Means for You:
SYSTEMSEVEN can help create your data recovery plan as a normal part of our Limitless Managed IT service. Your contingency plans should be specific to your network design and your process flows. This shouldn’t just be a document to meet HIPAA, but also an executable strategy that actually works so that your business can recover and get back to work immediately.

4. Security Audits, Reviews, and Vulnerability Scans

You’re now required to perform security rule compliance audits at least annually, as well as regular reviews and tests of your security measures. You’ll also need to conduct vulnerability scans and penetration tests to ensure that any weak points in your system are addressed.

What This Means for You:
This is another rule that you should already be following just to make sure your security is in-line and protecting you correctly. If you don’t know if this is happening today, then it’s not, and you are vulnerable to attack, which should concern you as much as HIPAA compliance.

5. Encryption, Multi-Factor Authentication & Other Critical Security Measures

The new changes are ramping up the security on how you store and transmit ePHI. Encryption will be required for all ePHI at rest and in transit, multi-factor authentication will be mandatory for accessing sensitive data, and your practice will need to have strict anti-malware protection, network segmentation, and even safeguards for portable devices.

What This Means for You:
This is a spot where choosing a managed IT service provider becomes critical. If you are paying for IT services by-the-hour and per-incident, then you probably aren’t meeting these HIPAA standards. SYSTEMSEVEN’s Limitless Managed IT service includes the implementation of these measures, ensuring your medical practice meets these standards.

6. Ongoing Software Updates & Business Associate Cybersecurity

Keeping your software up to date is more important than ever. You’ll need to ensure that patches and updates are timely implemented to avoid any vulnerabilities. Plus, you’ll need to verify the security measures of any business associates—contractors or other third parties that access your ePHI—at least once a year.

What This Means for You:
Staying on top of patches and third-party vendor security is a lot to manage. SYSTEMSEVEN offers comprehensive patch management and vendor security reviews, so you can focus on your patients while we keep everything running smoothly and securely.

Let SYSTEMSEVEN Handle the Tech, So You Can Focus on Your Patients

Navigating the world of HIPAA compliance can feel like a daunting task, but it doesn’t have to be. With SYSTEMSEVEN by your side, we’ll help you meet these new requirements and stay compliant, all while improving the security and efficiency of your practice.

We’ve got the tools, knowledge, and expertise to handle all the nitty-gritty details—so you can keep your focus where it belongs: on providing top-notch care to your patients.

Ready to stay HIPAA compliant and secure? Contact SYSTEMSEVEN today, and let us help you navigate the changes easily.

The Cybersecurity Checklist Every Medical Practice Needs—But Most Ignore

February 13, 2025/0 Comments/in IT for Medical, Managed IT, Security Services

Don’t have a Cybersecurity plan for your Healthcare Business? Get on that yesterday.

Look, we get it. You didn’t get into healthcare to worry about IT. You wanted to build a practice that serves patients, improves lives, and maybe even makes a little money along the way. But here’s the thing, if you don’t lock down your cybersecurity, everything you’ve worked for could be at risk.

You might be thinking, “I am so small, there so no way a hacker would ever ever think to come after me.” Small medical practices are prime targets for cyberattacks. “But why, oh wise experts at SYSTEMSEVEN?” Because hackers know that most small healthcare providers don’t have the resources or expertise to properly secure their networks. And when you’re handling sensitive patient data, a breach doesn’t just mean financial loss—it means legal trouble, reputational damage, and a whole lot of stress.

But there’s good news. You don’t need to break the bank to protect your practice. You just need to follow the right plan. That’s where this checklist comes in.

The Must-Have Cybersecurity Checklist for Medical Practices

Secure Your Email

Email is the #1 way hackers get into your system. Phishing attacks trick employees into clicking malicious links, and before you know it, your entire system is compromised. Here’s how to lock it down:

Implement advanced email security with anti-phishing, anti-malware, and anti-ransomware protection.

Train your staff to recognize suspicious emails (because no security tool is 100% foolproof).

Enforce multi-factor authentication (MFA) on all email accounts.

“If every single user in your practice correctly used email security tools, you’d be more secure than nearly 60% of businesses in the U.S.”

Use a Centralized Password Manager

Weak passwords are like leaving your front door wide open.

Use a password manager to generate and store strong, unique passwords for every system.

Require multi-factor authentication (MFA) for accessing critical software like EHR systems and billing platforms.

“If your practice correctly used a centralized password manager, you’d be doing better than 70% of small businesses.”

Implement Multi-Factor Authentication (MFA)

Passwords alone aren’t enough. MFA adds an extra layer of security by requiring a second form of verification.

Enable MFA on all critical accounts (EHR, email, cloud storage, etc.).

Use authenticator apps instead of SMS codes for added security.

“If every person in your company was correctly using MFA, you’d be more secure than nearly 75% of all small businesses.”

Protect Your Network and Devices

Your practice’s network is the backbone of your IT infrastructure. If it’s not secure, neither is your data.

Use advanced threat protection to detect and block cyber threats before they reach your system.

Encrypt all sensitive patient data both in transit and at rest.

Install endpoint protection on all devices, including computers, tablets, and phones.

Set up DNS filtering to prevent employees from accessing malicious websites.

Regularly monitor and update firewalls and intrusion detection systems.

Develop a Disaster Recovery and Business Continuity Plan

Stuff happens. Whether it’s a cyberattack, a natural disaster, or just human error, you need a plan to keep your practice running.

Back up your data daily and store copies securely.

Regularly test data recovery processes to ensure they work.

Have a business continuity plan so you can keep operating even if your systems go down.

“We back up Microsoft 365, your website, and your server—and we test it to make sure it actually works when you need it.”

Conduct Regular Security Training for Staff

Your team is either your biggest security risk or your first line of defense. Make sure they’re trained to:

Spot phishing emails and social engineering scams.

Follow proper password and data protection protocols.

Report suspicious activity immediately.

“Your cybersecurity is only as strong as the people using your systems. If they don’t adopt security measures, your practice is vulnerable.”

Stay Compliant with HIPAA and Other Regulations

Healthcare compliance isn’t just about avoiding fines—it’s about protecting patient trust. A few key steps:

Conduct regular HIPAA compliance audits.

Implement role-based access control (only authorized personnel should access sensitive data).

Ensure encryption and secure storage of patient information.

How SYSTEMSEVEN Helps Secure Your Practice

At SYSTEMSEVEN, we don’t just throw a bunch of security tools at you and hope for the best. We make sure your entire team adopts them and uses them correctly.

We train your staff. We monitor your systems. And when we see gaps, we step in to fix them before they become problems.

Cybersecurity in healthcare used to be considered a luxury, but now it’s a no brainer. And if your current IT provider isn’t making you feel 100% confident in your security, then it’s time to rethink your strategy.

Ready to Protect Your Practice? Let’s Talk.

You don’t have to do this alone. If you want to make sure your medical practice is fully protected against cyber threats, let’s set up a consultation.

Schedule Your Free Cybersecurity Consultation with SYSTEMSEVEN Today

Because the best time to secure your practice was yesterday. The second-best time? Right now.

The Importance of Managed IT Services for Medical Practices: Choosing the Right IT Partner

December 11, 2024/in IT for Medical, Managed IT

Learn why managed IT services are crucial for medical practices. SYSTEMSEVEN ensures compliance and supports smooth operations.