Is Your Computer Protected from Theft?
by the APA Practice Organization and Partners
Every day, more than 4,000 laptops are reported missing or stolen in the United States. And that figure doesn’t take into account other computer thefts.
Whether you use a laptop or a desktop computer, it’s important to take precautions to guard against theft. This is especially important if your computer contains confidential information about your patients or your practice.
Protecting your computer data isn’t just good practice. It’s a requirement of the HIPAA Security Rule.
GUARD YOUR COMPUTER
As a general rule, don’t leave your computer unattended. Even if you’re out for just a moment, lock your office or home. It’s also prudent to add an extra level of security by installing brackets or cables that lock your computer to your desk.
For laptop users, it is never a good idea to leave your laptop in the car. If you can’t take it with you, lock it in the trunk. If you’re out and about, be mindful about where you set your computer case down. If you place it between your feet, you can hold it firmly with your ankles. Better still, install an alarm (see below).
Here are some other security options you may want to consider:
Install a computer alarm. A computer alarm system is another effective way to secure your computer and the data within. If your laptop leaves a specified area a piercing alarm sounds. One such system, the Targus Defcon 1 Ultra (www.targus.com), sells for $49.99 and combines a stainless steel cable, motion-sensor technology and an alarm that attaches to your laptop or carrying case. Another alarm device is the SonicLock Motion-Detecting Alarm, which sells for under $25.00 online (www.securitykit.com). Some of the more sophisticated options, such as a computer anti-theft system, will automatically encrypt files, shut down your computer and sound an alarm.
Store your data elsewhere. As an added precaution, you may want to consider options for storing your data someplace other than your desktop or laptop. That way, should your computer be stolen, your data (and your practice) is protected. One simple-to-use option is purchasing “Flash Memory,” which comes in many forms including memory sticks and USB flash drives (often referred to as thumb, or jump, drives). In most cases, using Flash Memory is as easy as plugging it into your computer and dragging the files you want to save to the device. Be sure to check the compatibility requirements on the drive before you purchase it to ensure that it will work with your system. If you select a USB drive, look for one that provides security, such as password protection or encryption software.
Remove your hard drive. If you’re going to be away, consider removing the hard drive to a separate, secure location. Ask the professionals where you purchased your computer how to remove the hard drive safely. While it may sound daunting, it’s typically easy to master.
Given that computer security is a high priority for businesses and professionals everywhere, new products are continually introduced. These include special keys, also known as authentication tokens, which insert into a computer’s USB port. These devices are designed to prohibit unauthorized individuals from accessing the data on your computer. These and other technologies will be discussed in more detail in future articles.
TAKE PRECAUTIONS
Taking precautions today will help you in the event that your computer is lost or stolen:
• Write down the make, model and serial number of your computer and keep this information in a secure place.
• Create and periodically update a list of the software applications you use on your computer as well as any external devices -- such as printers, speakers or external hard drives. This list should include all the practice management tools you use, including billing programs and accounting software.
• Purchase and use encryption software so that your data will be protected should it fall into the wrong hands.
• Back up client records and important electronic files regularly. For some practitioners, this may be daily; for others, once a week or even less frequently may suffice. Store these back-ups in a secure location.
• Ensure that your computer is covered by your practice or homeowner’s/renter’s insurance policy.
Find out more: To learn more about HIPAA, backing up your computer and other technology-related topics, visit the HIPAA Compliance and Practice Management sections of APApractice.org.
PLEASE NOTE: The products noted in this article are provided simply as examples and do not constitute endorsements by the APA Practice Organization. There are other similar products and services available that are not identified in this article.
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