Top 10 Mistakes Dental Practices Make in Securing Patient Data

By Theresa Ahearn

Securing patient data has become a top priority for dental practices due to increasing concerns over data breaches and privacy regulations. As technology advances, protecting sensitive information has become more challenging. The growth of digital dentistry, cloud-based software, cyberattacks, and simple user errors increase the risk of compromised patient data.

A 2023 National Institutes of Health (NIH) study found that 96% of providers considered cybersecurity essential in healthcare.

1. Failure to Encrypt Patient Data

Encryption is one of the most essential steps in safeguarding sensitive data. Even if a breach occurs, encryption makes compromised information unreadable. However, many dental staff may overlook or misunderstand its importance, leaving data vulnerable to threats such as ransomware.

A February 2024 ransomware attack on Change Healthcare, a subsidiary of UnitedHealth Group, highlighted this vulnerability when sensitive data, including health insurance member IDs and Social Security numbers, was exposed. This breach is a real-world example of the importance of encryption in securing patient data. Research shows that combining encryption with other security measures—such as software updates, multi-factor authentication, and security awareness training for staff—can significantly reduce the risk of breaches.

2. Not Limiting Access to Patient Data

The more people can view or share patient information, the greater the risk of accidental exposure or malicious breaches. Limit access to those who truly need it. A 2024 study found that access control systems are a cornerstone of compliance with HIPAA (Health Insurance Portability and Accountability Act), helping protect sensitive information. Properly managing access reduces the chance of unauthorized breaches.

3. Creating Overly Restrictive Access Policies

While limiting access to patient data is recommended, overly restrictive policies can create new risks by causing delays and errors in accessing records. Excessive restrictions can slow workflows, leading to bottlenecks and tempting staff to bypass security protocols to meet deadlines. A study in the Journal of the American Medical Informatics Association found that overly strict access policies can delay access to information and compromise safety and security. The key is finding a balance that ensures data protection and effective care delivery.

4. Not Training Staff on HIPAA

Training staff on HIPAA regulations and reviewing procedures should be the priority of every dental practice. Without proper training, staff may inadvertently cause data breaches by sharing information with unauthorized individuals or leaving devices unsecured. The American Dental Association stresses the importance of ongoing education to ensure all staff know the regulations and best practices for protecting patient data.

5. Not Providing Cybersecurity Training

HIPAA training is just one part of a comprehensive security strategy. Dental staff must also be trained to recognize cybersecurity threats, particularly phishing attempts. A 2023 phishing attack at the University of California, San Francisco, led to thousands of compromised patient records caused by an email-based scam that targeted employees. A Stanford University and Tessian study revealed that 88% of data breaches are caused by employee mistakes, making cybersecurity training a crucial defense.

6. Weak Points in Data Sharing Systems

When sharing patient data externally, secure transfer protocols are as important as internal. A lack of secure external data-sharing systems can lead to serious vulnerabilities, as demonstrated by the 2015 Anthem breach, where hackers exploited weak points in the data-sharing system. Dentists who do not implement secure data protocols for external transfers risk jeopardizing patient privacy and facing legal ramifications.

7. Ignoring Security Patches in Software

Forgetting to update or apply security patches is a common mistake that can leave dental practices vulnerable to cyberattacks. Outdated software is a prime target for hackers, as seen in the 2017 WannaCry ransomware attack, which exploited a known vulnerability in Microsoft Windows that had already been addressed in a patch release. Organizations that did not update their systems were vulnerable. Practices must establish a routine for applying security patches to stay ahead of emerging threats.

8. Using Outdated or Incompatible Software

If software is too old, security patches may not work, as the system may not support newer updates or address emerging vulnerabilities. This example was the case with the 2023 Delta Dental of California breach caused by a flaw in the MOVEit Transfer software, which couldn't meet current security standards. Dental practices using outdated software risk security breaches and disruptions in patient care. It's crucial to keep software up-to-date and replace legacy software that can no longer be patched. Regular audits of software and updates will help prevent cyber threats.

9. Single Points of Failure

Relying on a single point of failure by not having a backup system is a detrimental mistake for a dental practice. A cyberattack or system failure could result in permanent data loss without backup systems, including both on-site and off-site servers. Practices should invest in reliable backup systems to ensure continuity of care and protect patient information in case of a breach.

10. Failing to Review Data Handling Practices Regularly

It’s not enough to implement security measures once; dental practices must regularly review their data handling and security practices. Emerging threats and new technologies introduce vulnerabilities that previously did not exist. Regular security audits help identify weaknesses in processes and systems to ensure data stays safe and practices comply with HIPAA regulations. Engaging in specialized cybersecurity services can help practices maintain the integrity and confidentiality of sensitive patient data.

Plan and Prepare in Advance

Protecting patient data is key to maintaining a dental practice's trust and reputation. Avoiding common mistakes and implementing best practices—like encryption, employee training, and regular audits—are essential to keeping sensitive information safe. Practices can expose themselves to risks without solid safeguards like access controls and up-to-date software. By remaining committed to ongoing training, keeping software up to date, and staying ahead of emerging threats, dental offices will secure patient data and position themselves for long-term success.

Author: Theresa Ahearn is a freelance writer who lives in Oak Ridge, Tennessee. She received her Bachelor of Arts from the New York Institute of Technology and her Master of Science from Central Connecticut State University. When not writing, she can be found fishing or traveling.

References

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