Contributed by CDSPI

In busy dental practices, where the whirl of drills, the hum of suction, and the murmur of voices fill the air, an unexpected concern has emerged: cyber hygiene.

While it may seem odd to link dental care to the care of digital assets, it is a vital connection to make in today’s world. Just as you emphasize the importance of brushing, flossing, and regular check-ups to maintain oral health, so, too, must you prioritize the fundamentals of cyber hygiene to safeguard digital operations.

In essence, cyber hygiene is about cultivating a structured and intelligent environment that mitigates the risks of external threats without requiring constant IT intervention. It’s akin to preventive care in dentistry — taking proactive measures to ward off potential issues before they escalate into serious problems. By adhering to cyber hygiene best practices, dental offices can not only protect sensitive patient data, but also ensure smooth operations without the constant fear of cyber attacks looming overhead.

Cyber hygiene is foundational to both cybersecurity and cyber resilience. While cybersecurity guards against threats, cyber resilience improves an organization’s ability to recover and resume normal operations after a security breach. Cyber resilience strategies involve cybersecurity, incident response, business continuity, and disaster recovery.

So, what are these best practices dental offices should be adopting?

1. Implement automated backup systems

First and foremost, dental practices must prioritize the implementation of robust automated backup systems. No longer is manual backup sufficient in the age of sophisticated cyber threats. By leveraging automated backup solutions, such as reputable cloud services, practices can ensure that vital information remains protected even in the event of a breach or system failure. This not only safeguards patient records and sensitive data but also frees up valuable time for dental staff to focus on patient care.

2. Embrace risk management

In the ever-evolving landscape of cyber threats, risk management is paramount. Dental practices must anticipate potential vulnerabilities and have strategies in place to mitigate them effectively. From identifying potential points of entry for cyber attackers to developing response plans in the event of a breach, proactive risk management can significantly bolster the resilience of a practice’s digital infrastructure.

3. Control access

Access control is another crucial aspect of cyber hygiene. Dental practices must invest in tools and services that automate authentication processes and monitor access to sensitive information. By enforcing strict access controls, practices can minimize the risk of unauthorized access and swiftly identify any anomalies or suspicious activity within their systems.

The granting of administrative privileges should be approached with caution and diligence. Practices must implement processes to assess the necessity of such privileges, determine their validity period, and enforce multiple authentication factors for added security.

Moreover, it’s essential to have mechanisms in place to revoke privileges promptly when they are no longer needed, ensuring access remains tightly controlled at all times. One common example is when temporary reception staff are brought in to the practice. Allowing these individuals limited access is necessary so they can perform their role, but imposing limits to what they can access and revoking privileges when they leave is critical for maintaining the integrity of the practice’s digital security.

By carefully managing administrative privileges, dental practices can minimize the risk of unauthorized access and potential breaches of sensitive information. This approach not only protects patient confidentiality, but also preserves the trust and reputation of the practice. In an era where data breaches and cyber threats loom large, proactive measures such as these are essential for safeguarding the digital assets of dental practices and ensuring the continued delivery of quality care to patients.

4. Train employees

Individuals play a crucial role in maintaining the security of the practice’s digital assets. Encourage employees to create strong, complex passwords and consider utilizing password management tools to securely store and manage credentials. Simplistic or recycled passwords are practically an open invitation to malicious hackers. Create a company password policy to protect enterprise security by establishing rules, requirements, and expectations around user credentials.

Emphasize the importance of regularly updating passwords and avoiding the reuse of passwords across multiple accounts to minimize the risk of credential compromise.

5. Use MFA

Multi-factor authentication (MFA) has become an industry standard in cyber hygiene and is required to qualify for cyber insurance. MFA requires two or more authentication factors, such as a password and a one-time code sent to the user’s mobile device or email address. Rather than just asking for a username and password, MFA requires one or more additional verification factors, which decreases the likelihood of a successful cyber attack.

6. Update software

Having the latest security software, web browser, and operating system are the best defenses against viruses, malware, and other online threats.

As companies increasingly digitize their businesses and automate operations, unpatched or end-of-life software present significant cybersecurity threats. A recent survey revealed that 60% of breach victims said their breach’s cause was an unpatched known vulnerability. Once considered optional, software patching has become vital due to the increasing frequency and costs of cyber incidents that result from these exposures. The good news is that once vulnerabilities are known, patches are routinely made available quickly.

7. Email security

Educate employees about the dangers of phishing attacks and the importance of exercising caution when opening emails from unfamiliar or suspicious sources. Likewise, warn against downloading software or files from untrusted sources, as these can often harbour malware or other malicious threats.

Remember: Good cyber hygiene isn’t a set-it-and-forget-it proposition. Rather, it encompasses an array of habits, practices, and initiatives on the part of organizations and their users, with the goal of achieving and maintaining the healthiest possible security posture.

Bottom line

Regardless of the preventative measures you take, a determined cyber criminal may one day access your systems. This is why it is crucial to have cyber insurance in place.

Cyber attacks and breaches are increasing, becoming more costly and damaging. CDSPI is in the business of protecting dentists and their practices and have addressed this need by introducing CDSPI Cyber Insurance. Cyber insurance can help your business financially recover if devices or documents are lost or stolen, or if computer networks are breached, leading to information being stolen or ransomed, business operations interrupted, or computer systems corrupted. Visit cdspi.com/insurance/cyber to learn more.

While insurance can defray many costs of a security breach, only tight security and good cyber protection practices can protect your practice from attack. In essence, cyber hygiene is the cornerstone of digital security for dental practices in today’s interconnected world. Just as proper oral hygiene is essential for maintaining a healthy smile, so, too, is diligent cyber hygiene crucial for safeguarding sensitive patient data and preserving the integrity of dental operations. By implementing robust security measures, prioritizing risk management, promoting cyber awareness among staff, and protecting yourself with cyber insurance, dental practices can ensure their digital infrastructure remains resilient in the face of evolving cyber threats. After all, in the world of dentistry, prevention is always better than cure — and the same holds true for cyber hygiene.

The information provided in this article is for general informational purposes only and is not intended to replace or serve as substitute for any professional advice. Consult with a professional advisor for advice concerning matters specific to your situation before making any decisions.

The CDSPI Cyber Insurance program is exclusively distributed by BFL CANADA Risk and Insurance Services, Inc., and underwritten by Beazley Canada Limited. The CDSPI Cyber Insurance Program is not available to residents of Québec.