Throughout an individual’s healthcare journey, they may circulate through various facilities. For example, what might begin at a primary care provider’s (PCP) office may escalate to a hospital stay, followed by a rehabilitation center. At each step of this journey, a patient’s information must be documented and transferred to the respective providers and, even more importantly, remain secure in the process. This can be accomplished by ensuring the devices – transferring this data—like printers and scanners – are adequately equipped to combat potential security risks.
Between 2009 and 2023, 5,887 healthcare data breaches involving 500 or more records were reported to the Office for Civil Rights (OCR), disclosing 519,935,970 healthcare records. That equates to more than 1.5x the population of the United States. This statistic illustrates that no person or organization is immune from a breach. The threat landscape is more complex now than ever before. For healthcare organizations, there are three effective strategies that, if implemented, can help decrease this risk and give patients the privacy and protection they deserve.
Incorporate triple-layer security into all devices.
Ensuring devices are equipped with Triple-Layer Security measures is non-negotiable when discussing data privacy. Device security, document-level security, and network-level security should be priorities for healthcare and IT professionals, who are tasked with frequently updating equipment with the latest security features. This equipment includes printers, scanners, and the like.
Challenges arise when, for instance, a rehabilitation or recovery center in a small townmay not have the same level of equipment as a larger hospital. As a result of a lack of funding, resources, or technology, this underserved facility may not have devices that are up-to-date, and therefore may not have the latest security features. This could potentially result in the insecure transfer and storage of vital patient information, leading to data breaches, patient privacy violations, and legal implications.
Standardizing security features across as many devices as possible can lessen these issues and eliminate security vulnerabilities. This process may include but is not limited to, disabling wireless printing, disabling USB scanning, assigning PINs to print jobs, and removing older devices.
Educate staff on best practices for handling information and devices securely.
With the increased responsibilities placed on the shoulders of healthcare professionals, educating employees on device security may fall to the bottom of the priority list — but it shouldn’t. As a patient moves from one place to another on their healthcare journey, multiple people will be tasked with handling sensitive patient data, and education on how to do this properly should be a part of the onboarding process.
A streamlined training system for healthcare employees on how to handle data – similar to the training of learning computer systems, best practices for patient care, etc. should include:
- Setting up and managing access codes
- Setting up secure print release standards
- Completely logging in and out of the systems
- Deleting and storing files appropriately
If all staff, not just the IT department, can grasp and meet the security expectations, many potential security-related problems can be averted. This collective understanding and responsibility is a game-changer.
Standardize device fleets across healthcare organizations.
Whether it’s scanners, multi-function printers (MFPs), or other similar devices, standardizing device fleets minimizes risks when transferring, organizing, and storing data. Standardization complements our discussion of security features by promoting consistency in access controls, permission settings, authentication methods, and other procedures.
If different models of devices are used across various healthcare provider offices (think small PCP offices versus major city hospitals), the likelihood of documents remaining secure decreases, as it is challenging to manage and support a wide range of devices, particularly for IT teams.
Though challenging based on geographic location, region size, budgetary restrictions, and other similar factors, it is beneficial to conduct this process as much as possible. Standardizing your device fleet can also lead to cost savings in the long run, as it reduces the need for training on multiple devices and simplifies procurement and maintenance. This may provide room in the budget for other necessities to enhance patient care.
Keep patients moving forward.
Maintaining a patient’s progress momentum in the transition from treatment to recovery is paramount. Keeping patients moving forward involves not only the seamless delivery of care but also the secure management of their personal information. Every detail, from their unique condition to their specific treatment plan, must be protected and handled with the utmost care.
In a healthcare landscape increasingly defined by technology, the secure transfer of patient data is not just a technical requirement—it’s a cornerstone of patient care. By equipping devices with robust security measures, educating staff on data handling protocols, and standardizing the tools used across the care continuum, healthcare providers can safeguard patient privacy and integrity. In doing so, patient integrity and privacy are maintained, and more focus can be placed on restoring them to optimal health rather than solving problems related to compromised data or mishandled information. The result is a more seamless, trustworthy, and effective patient experience that prioritizes health and well-being at every stage.
About Thomas Pollard
Thomas Pollard is the Senior Manager of Major Accounts for Healthcare and Education with Brother International Corporation, bringing more than 35 years of experience in sales within the office technology industry. He is a sales leader with experience elevating revenue and market share, capitalizing on new business opportunities for industry leaders, and exceeding sales quotas. Within his role, Tom leads a team of skilled account professionals who collaborate with healthcare and education clients nationwide. Before joining Brother, Tom has tenure with HP, Canon, and Ikon Office Solutions.