Essential Security Policies and Procedures for Dental Offices

It seems that every time you turn around you need a manual for this and a policy for that. Covid 19 alone had most dental professionals pushed to the brink with the need to adopt new protocols, and then adapt quickly each time they changed. It continues to be exhausting for most dental office managers and practice owners.

In a dental practice, patient data is business data, and we need to do everything we can to protect it.

However, in a dental practice, patient data is business data, and we need to do everything we can to protect it. This includes setting rules about how it is collected, used stored, transmitted, and protected.

The Root of Security: Essential Elements of a Dental Office’s WISP

By now, most dental practices have privacy policies. But did you know you also need security policies? These are referred to as a WISP (Written Information Security Plan) in healthcare information security guidelines. If you’ve already hired a privacy and security professional, you may already be in good shape. If not, read on.

What is The Difference Between Privacy and Security Policies?

Privacy policies and security policies, while often discussed together, serve distinct roles in a dental practice. Privacy policies are primarily concerned with how patient information is collected, used, and shared.

In a healthcare setting, privacy policies are generally a blend of public-facing and internal documents. They inform patients about their rights and expectations regarding the confidentiality of their personal and health information.

Security policies are internal guidelines (a rule book) that protect digital information from unauthorized access, breaches, and other cyber threats.

Why do You Need Written Privacy and Information Security Policies?

The security policies outline the technical and administrative measures the practice takes, such as encryption, access controls, and employee training, to safeguard data.

In a dental practice, both are essential: privacy policies build trust with patients by transparently communicating how their data is handled, while security policies ensure the practice actively protects this data from internal and external threats.

Together, they form a comprehensive approach to data management, ensuring compliance with legal standards and foster a secure and trustworthy environment for both patients and staff.

Safeguarding Your Patients and Being Compliant

Dental offices today are heavily digitized and reliant on connectivity. This means we need to always be thinking about safeguarding sensitive patient information and keeping the practice safe from cyber threats and unnecessary downtime.

Implementing comprehensive security policies and procedures is crucial for protecting this data, ensuring compliance with regulations, and maintaining the trust of your patients.

34% of healthcare employees did not know if their workplace had a cybersecurity policy.

The HIPAA Journal https://www.hipaajournal.com/healthcare-cybersecurity/

What Policies Does Your Dental Practice Need?

Here’s a breakdown of the key policies and procedures every dental office should consider, explained in plain language:

Key Security Policies and Procedures for Dental Practices

1. Written Information Security Policy (WISP): Think of this as your cybersecurity playbook. It outlines how your practice protects patient information and the steps you take to keep data safe.
2. Data Classification: This is like sorting your laundry. You categorize data (patient records, financial information, etc.) based on how sensitive it is, so you know what needs extra protection.
3. Safe Computer Use Policy: This policy is like the rules of the road for using office computers. It helps ensure that staff use these devices safely and responsibly.
4. Access Controls Policy: This is about who gets the keys to different parts of your digital house. It controls who can access what information in your practice.
5. WiFi Usage Policy: This sets the ground rules for using the office WiFi. It’s like guidelines for a shared internet connection, ensuring it’s used safely and doesn’t expose your practice to risks.
6. Bring Your Own Device (BYOD) Policy: This policy is for staff who use their personal devices (like smartphones) for work. It’s about making sure these devices don’t become a backdoor for cyber threats.
7. Network Security Policy: Think of this as the security measures for your practice’s digital network, like installing strong locks and alarm systems in a house.
8. Encryption Policy: This policy ensures that sensitive data is scrambled and unreadable to unauthorized people, like turning your sensitive information into a secret code.
9. Email Policy: This sets the rules for using email safely and responsibly, helping to avoid scams and malicious attacks.
10. Device and External Media Disposal Procedures: This is about safely disposing of, or recycling old computers and USB drives, making sure no sensitive data is left on them.
11. Facility Security Policy: This covers physical security, like locking doors and setting up alarm systems, to protect your office and equipment.
12. Social Media Policy: This outlines how your practice and staff should use social media responsibly, protecting both your reputation and patient privacy.
13. Sanction Policy: This is about what happens if someone breaks the rules. It’s a way to enforce your security policies and ensure everyone takes them seriously.
14. Employee Termination Policy & Checklist: These are the steps to follow when an employee leaves, ensuring they no longer have access to sensitive information and understand their ongoing confidentiality obligations.
15. Security Incident Response Procedure: This is a step-by-step guide for handling security incidents, like a playbook for what to do in case of a cyber emergency.
16. Privacy Breach Management Protocol & Data Breach Response Procedure: These are your action plans for managing and responding to data breaches, ensuring quick action to protect patient information and comply with legal requirements.
17. Disaster Recovery Procedure: This is your plan for getting back on your feet after a major disruption, like a server crash, fire, theft, flood, or a cyberattack This ensures your ability to recover quickly, that you don’t lose data, and that you can maintain business continuity.

Only 16% of healthcare employees believe they understand the risks posed by social engineering threats like phishing.

The HIPAA Journal https://www.hipaajournal.com/healthcare-cybersecurity/

 

Why It’s Worth The Effort

By implementing these policies and procedures, your dental practice not only safeguards its patients’ sensitive information but also builds a foundation of trust and reliability. It also helps you with regulatory compliance and insurance.

Remember, in the realm of cybersecurity, being proactive is not just a best practice; it’s a necessity for the well-being of your patients and the longevity of your practice.

Kickstart Your Cybersecurity Plan With Team Training

One quick win in your cyber defense strategy is through simple cybersecurity awareness training. A 2022 Global Security Awareness Training Study by ThriveX showed an over 90% increase in corporate security. Cybersecurity Awareness Training is key to ensuring your team knows how to defend your data.

If you haven’t already, take the Cybersecurity Essentials for Dental Teams course to ensure you have the skills and confidence to navigate safely online to protect patient and personal data.

Stay Safe – Get Training From Canada’s Dental Cybersecurity Experts

Anne Genge, Certified Information Privacy and Security Professional, Certified Healthcare Security Risk Assessment Specialist

BOOK A MEETING

Anne is the founder of Myla Training Co., Canada’s first-ever online privacy and cybersecurity training platform for dental professionals. With over two decades of experience, Anne has become a leading expert and trainer in this field. Anne collaborates closely with practice owners, managers, dental teams, and IT providers to ensure the safety of patients and practice data while enabling compliance with privacy regulations.

Anne can be reached at anne@myla.training or BOOK A MEETING