Healthcare providers rely on secure emails to exchange medical records, test results, and treatment plans. Email security measures help establish better relations with patients and prove that the organization protects their personal health information. Better email security also benefits the rest of the organization’s IT structure, shielding other systems and information in the healthcare practice. Here are ways small healthcare practices can secure their emails:
Implement Two-factor Authentication
Two-factor authentication includes sending a short code to a registered mobile number for confirmation. Another option is the use of authenticator applications, which produce temporary one-time passwords for login. Hardware tokens create code IDs for every attempt to log in, acting as a physical layer of security. Other examples are fingerprint or face recognition, where biometric verification can be linked to mobile devices or computers. Some secure emails use push notifications to a registered device, and the user can approve the login. Email or voice-based verification codes also act as two-factor authentication methods.
Train Staff on Email Security Best Practices
Conduct a routine workshop that presents the main aspects of email security and its significance in healthcare. Create an email usage policy that may include the right way to handle emails and make sure that all the employees go through the document. Provide occasional exercises that enable the staff to learn how to recognize phishing attempts and other email threats. Closely monitor the effectiveness of your training by practicing with your employees.
Regularly Update Email Software and Systems
Configure the settings of your mail server and operating system so that it completes automatic updates. Be aware of the latest security patches and versions of the email software that you are using. Check and update any plugins or add-ons used in the email system frequently. Have a particular employee check all the updates or have a set schedule of who will update each specific item.
Every once in a while, do a comprehensive check on your overall email system to determine which parts are no longer relevant and need to be replaced. Check your whole email management system to determine whether it is time to change some of the tools or applications you use. Always maintain logs of all system changes and updates in case they are needed in the future.
Install and Maintain Antivirus Software
Endpoint protection platforms provide an all-in-one solution for protecting computers and networks from various threats. Most conventional antivirus programs center on isolating viruses, worms, and Trojan horses from mail attachments. Antivirus software offers more comprehensive protection against different types of malware, including spyware, ransomware, and more.
Specific antivirus software developed for email environments can analyze message content to identify threats and determine whether messages contain sensitive information. Cloud-based email security services provide real-time security features and can be adapted to accommodate the practice’s growth. Some solutions employ tools to identify complex phishing schemes and other emerging threats.
Implement Email Filters and Spam Protection
Content-based filters identify spam characteristics based on the textual and organizational context of the messages received. Filters analyze the email links and look for indicators of questionable sources or the way the message was routed. Blacklist filters exclude messages from certain senders, while whitelist filters permit messages from certain senders only. Challenge-response systems involve a method where unknown senders can only send messages after their identity is authenticated.
Reputation-based filters involve checking the reputation of the sender’s IP address or the domain for credibility. Some of the most complex tools use machine learning procedures to enhance the effectiveness of spam identification. Spam protection is an integral feature in most email providers, and multiple filters are employed to offer complete protection to users against spam emails. Identifying spammy content before healthcare providers and patients access the email will help prevent hackers from gaining access to private information.
Use Secure Emails for Your Healthcare Clinic
Secure emails shelter sensitive patient data from access by unauthorized personnel, avoiding HIPAA violations and expensive lawsuits. Secure messaging also promotes patient satisfaction since it may help them feel more safe disclosing their information through electronic means. Contact an email service provider who can safeguard patient information and preserve the functionality of your health systems. Determine what kinds of security they offer for your email and seek help in implementing any new software.
