Have you ever reached into your pocket for your phone, only to find it missing? That sinking feeling of panic can be amplified tenfold when you realize it contains sensitive personal and even patient information – a scenario all too real for dental practices in today's digital age increasingly relying on the conveniences and necessities of remote data access.

Recently, the FBI issued a warning to the American Dental Association (ADA) about an expected rise in cyberattacks targeting the dental industry. While these attacks might seem like something happening to big corporations, the reality is that dental practices, with their wealth of patient information, are prime targets. Patient data—including birthdays, social security numbers, financial records, health history and even appointment schedules—all this valuable information is a goldmine for cybercriminals.

In dental practices, the security of electronic Protected Health Information (ePHI)—including patient identifiers and treatment details—is often compromised not by external hackers but by well-meaning dental professionals going about their day-to-day business. It’s essential to recognize the vulnerability within our everyday practices.

The Case of the Missing Laptop

Picture this: Dr. Evans, a dedicated dentist with a thriving practice, thought he was well-prepared for the digital age. He had a secure password on his practice management software, and his staff was trained on basic cybersecurity practices. However, disaster struck when a laptop containing patient records was accidentally left unattended in a coffee shop.

While Dr. Evans quickly reported the missing laptop, the fear of a data breach gnawed at him. Thankfully, the laptop had multi-factor authentication (MFA) enabled, requiring not only a password but also a second verification step, like a code sent to his phone. This extra layer of security made it significantly harder for anyone who might have found the laptop to access the sensitive patient data it contained.

The Role of Multi-Factor Authentication (MFA)

Think of MFA as a digital bouncer for your data. A traditional password is like a single key – easily lost or stolen. MFA adds an extra layer of security, requiring a second verification step, like a code sent to your phone, a fingerprint scan, or a security key. This second step makes it much harder for unauthorized individuals to access your data, even if they manage to steal your password—or worse, your entire device!

Why Does MFA Matter for Dental Practices?

Dental practices are treasure troves of sensitive patient information. MFA adds a vital layer of protection by:

• Preventing unauthorized access: Even if a hacker steals a password, they won't be able to access your data without the second verification step.

• Mitigating human error: Lost laptops and forgotten passwords are a reality. MFA helps minimize the risks associated with such incidents.

• Building patient trust: Patients have a right to expect their information to be safe. Implementing MFA demonstrates your commitment to data security.

Taking Action: Enabling MFA On Your Practice Management Software

Implementing MFA might seem inconvenient or costly, but it's a critical step in safeguarding ePHI against unauthorized access and can be managed without requiring cell phone use by staff.

MFA is not foolproof, but makes it much harder for bad people to do nefarious things to your dental practice. Now more than ever, it is critical to contact your dental practice management software provider to implement MFA to protect your patient’s PHI and other sensitive practice information. If your current provider does not give you an MFA option, this should be a big red flag for you.  

Prioritizing Data Security with Cloud-Based Software 

Leading cloud-based, all-in-one dental practice management software providers, like Curve Dental, offer MFA and other added security measures to safeguard dental practices against unforeseen cybersecurity risks. One of these added security measures is the ability to maintain a complete audit trail. This detailed record tracks changes in data to monitor who has accessed what data, when they accessed it, and what changes were made. 

For instance, with Curve Dental’s ability to audit and monitor user activities, you can feel confident knowing that only authorized personnel are accessing data. This comprehensive view, along with the security of MFA, supports maximum transparency and accountability in your practice.

Beyond MFA: Building a Culture of Security

MFA is a vital tool, but it's just one piece of the cybersecurity puzzle. Regularly update your software, educate your staff on best practices, and consider additional security measures like data encryption. By taking a proactive approach, you can protect your practice and reinforce your patients' trust in your commitment to their privacy.

To effectively protect ePHI, dental practices should:

1.   Secure Unattended Workstations: Ensure all computers are locked or logged out when not in use.

2.   Implement MFA: Add an extra security layer to verify user identities.

3.   Limit Access: Restrict ePHI access based on specific job roles and responsibilities.

Can’t Afford It? Think Again

Think you can't afford the time or money for HIPAA compliance? Considering the costs of non-compliance—with penalties going as high as $50,000 depending on the number of patients affected—your office surely cannot afford non-compliance. Upcoming HIPAA audits in the wake of recent breaches (e.g. Change Healthcare), are intensifying scrutiny of dental practices. A security incident is not a matter of 'if' but 'when'. And when a breach occurs, the repercussions—ranging from fines to reputational damage—are severe and far-reaching.

A Call to Action

“We must all suffer from one of two pains: the pain of discipline or the pain of regret. The difference is discipline weighs ounces while regret weighs tons.” ― Jim Rohn

Remember, a proactive approach to security is key to protecting your practice and your patients' peace of mind. By implementing rigorous practices like MFA, you not only comply with HIPAA regulations, but also take a simple yet powerful step towards protecting your patients and practice from potential threats and legal consequences.