Promoting secure email practices is an integral part of the broader effort to maintain the trust and integrity of the healthcare system. By promoting secure practices and offering support, healthcare organizations can ensure that their remote workers maintain the security of patient data.
Challenges associated with remote work in healthcare
Remote work in healthcare comes with a set of complex challenges. One of the most significant concerns is ensuring the security of patient data.
Healthcare professionals deal with sensitive medical records, and working from home can increase the risk of data breaches or unauthorized access. Additionally, healthcare workers may lack access to physical resources and face difficulties communicating effectively with their teams, potentially impacting patient care.
Technical limitations, like the availability of necessary technology and a reliable internet connection, can also hinder remote work efficiency. Striking a healthy work-life balance can be tricky, leading to potential burnout. Furthermore, patient engagement and the development of strong team dynamics may suffer in remote settings.
Security risks arise when employees use personal devices for work, and in emergency situations, remote workers may not have immediate access to support or resources, potentially jeopardizing patient outcomes.
See also: Cybersecurity challenges of remote working
Seven steps to improving secure email practices in remote workers
From the remote worker perspective
- Secure your workspace: Set up a dedicated and secure workspace in your home where you can work without interruptions. Ensure that your physical environment is free from prying eyes, and secure any physical documents containing PHI in locked cabinets or drawers when not in use.
- Use secure and updated devices: Work on company-provided devices whenever possible, as they are typically configured with necessary security measures. If using personal devices, ensure they are regularly updated with the latest security patches and have reliable antivirus software installed.
- Encrypt your emails: When sending emails containing PHI, use email encryption tools or platforms that offer end-to-end encryption. This ensures that the content of your emails remains private and secure.
- Secure your Wi-Fi network: Use a strong, unique password for your home Wi-Fi network, and enable WPA3 encryption if available. Avoid using public Wi-Fi networks for work-related tasks, as they are less secure.
- Implement multi-factor authentication: Use strong, unique passwords for all accounts and devices that access PHI. Enable multi-factor authentication (MFA) wherever possible to add an extra layer of security.
- Secure PHI storage and disposal: Store electronic PHI (ePHI) in encrypted folders or drives and ensure that physical PHI is securely locked away. When disposing of PHI, follow proper shredding or disposal procedures to prevent unauthorized access.
- Stay informed about email policies and procedures: Continuously stay up to date with your organization's email policies and procedures related to PHI security. Regularly review any updates or changes to email protocols, encryption guidelines, and best practices.
From the covered entity or business associate's perspective
- Develop and enforce clear PHI handling policies: Create comprehensive policies and procedures specifically addressing the handling and transmission of PHI in remote work environments. Ensure that employees understand these policies and adhere to them.
- Provide secure access to PHI: Establish secure access methods, such as virtual private networks (VPNs) and secure remote desktop solutions, to allow remote employees to access PHI while maintaining data security.
- Implement strong authentication and authorization protocols: Enforce strong authentication measures, including multi-factor authentication (MFA), for remote access to systems containing PHI. Limit access to authorized personnel through role-based access control (RBAC) to prevent unauthorized access.
- Secure PHI storage and transmission: Encrypt stored PHI and data in transit to prevent unauthorized access or data breaches. Ensure that remote employees are aware of encryption protocols and use secure communication channels.
- Regularly audit and monitor access: Conduct regular audits and monitoring of access to PHI to identify any unauthorized or suspicious activities. Implement automated alerts for unusual access patterns or potential breaches.
- Use a HIPAA compliant email service: Opt for a HIPAA compliant email service, ensuring that the platform meets the necessary privacy and security standards for transmitting patient data in accordance with healthcare regulations.
- Establish incident response plans: Develop and maintain a comprehensive incident response plan specific to remote work scenarios. Ensure that remote employees know how to report security incidents promptly and establish procedures for addressing and mitigating breaches or security concerns effectively.
See also: Bring your own device (BYOD) policies in healthcare