Digital transformation is reshaping dental healthcare, introducing innovative technologies that enhance operational efficiency and patient care. Electronic health records (EHR), advanced digital imaging, and cloud-based scheduling systems have become pivotal tools for modern dental practices.
But this tech has also introduced significant cybersecurity challenges, including phishing attacks and ransomware incidents. High-profile breaches like the Henry Schein ransomware attack highlight the need for proactive digital security measures.
Technology’s integration demands a comprehensive approach to protecting sensitive patient information. Cybersecurity extends beyond technical safeguards; it represents a critical commitment to maintaining patient trust and privacy. As cyber threats grow even more sophisticated, dental practices must develop robust defense strategies to mitigate potential risks. Dental practice leaders must prioritize implementing comprehensive cybersecurity protocols to protect patient data and maintain operational integrity.
Why cybercriminals target dentistry
It may seem odd that dentistry has become a prime target for cybercrime. However, the amount of patient data makes the healthcare industry incredibly tempting. A recent Check Point Research (CPR) report found that North American healthcare organizations fended off over 1,600 attempted attacks between January and September 2024 — a 32% YOY increase compared to 2023. According to Modern Healthcare, “58% of the more than 77 million individuals impacted by data breaches in 2023 were due to an attack on a healthcare business associate — a 287% increase compared to 2022.”
Cyberattacks don’t just impact operations, either. The average fine for dental practices failing to comply with HIPAA regulations reached $98,643 in 2022. The hardest hit groups that contributed 65% of those fines? Smaller dental practices.
Ransomware is particularly insidious. This malware, like that released by malicious actor BlackCat, strategically targets medical practices, encrypting critical data and demanding payment for decryption. Add phishing attacks and breaches, and practices become even more vulnerable, especially because cybercriminals assume their protections against attacks are less robust and security protocols less stringent.
In 2023, for example, cybercriminals attacked Aspen Dental — a group with more than 1,000 locations nationwide — stealing over 515,000 patients’ personal information, including driver’s license and social security numbers, birth dates, medical information, names, and addresses.
Smaller dental practices don’t fly below the radar
Contrary to popular belief, cybersecurity threats aren’t limited to large organizations. Smaller practices are equally — if not more — susceptible to cyberattacks. Hackers often target these practices to explore perceived weaknesses in their security infrastructure.
Effective cybersecurity requires a proactive, comprehensive approach. Dental practices of all sizes should treat digital security as a critical operational priority, implementing robust strategies that include ongoing staff training, consistent software updates, and strategic investments in advanced cybersecurity solutions to keep up with the newest attack modes.
Best practices for dental practice cybersecurity
The digital age is here to stay, and dental practices must take a strategic approach to defend themselves against evolving digital threats to patient confidentiality and operations. Start by building a cybersecurity framework.
The value of a cybersecurity framework
A cybersecurity framework will help you manage and mitigate risks, evaluate your security, find vulnerabilities, and identify and implement the appropriate protocols to protect your practice.
Whether you take a DIY approach or hire a firm, start by analyzing your current cybersecurity status. Then, create a plan that mitigates gaps and incorporates other strategies to improve cybersecurity defenses. A successful cybersecurity framework embraces continuous improvement and adaptation to address evolving threats.
Your framework should include elements addressing patient data privacy, regulatory compliance and the dental practice ecosystem. Here are some recommendations to include in your framework.
Employee training and awareness
HIPAA’s Security Rule requires covered entities to prioritize cybersecurity. Social engineering, or “hacking the human,” remains a primary threat, with hackers exploiting human vulnerabilities with phishing emails designed to trick recipients into opening malicious attachments or clicking harmful links. Once “activated,” ransomware attacks can encrypt critical data, rendering it inaccessible until you pay the ransom.
Your employees are your first line of defense. Training should cover how to recognize cyber threats, such as:
- Identifying phishing scams and suspicious emails
- Understanding how unauthorized access occurs
- Learning to detect potential security risks
Staff should also receive training on secure information handling to protect patient data confidentiality. Implement strong password protocols. Establish clear incident reporting procedures.
Finally, cultivate a security-conscious culture emphasizing collective responsibility, communicating cybersecurity’s importance across all roles, and conducting regular mandatory training sessions. Empower each team member with knowledge and a sense of shared accountability.
Data encryption
This cybersecurity strategy converts sensitive information into a coded format, rendering it unreadable to unauthorized users. By using the built-in encryption features in practice management software, working with IT professionals to set up robust encryption systems, and regularly updating encryption protocols and technologies, dental practices can use it to protect patient data across various contexts:
- Electronic health records: Encrypt patient records stored on computer systems. Protect data at rest (stored) and during transmission over the internet. Use best in class encryption protocols like the advanced encryption standard (AES) or Elliptic Curve Cryptography (ECC).
- Communication channels: Encrypt email communications containing patient information. Secure message platforms with end-to-end encryption. Protect patient communication from potential interception.
- Digital storage: Encrypt data living on computers, servers, and in the cloud. Use full-disk encryption for practice devices. Implement encryption for backup systems and external drives.
- Compliance requirements: Meet HIPAA encryption standards. Ensure patient data confidentiality and show your practice’s commitment to data protection.
Access controls and authentication
Protect patient data by implementing stringent access controls and authentication methods limiting who can access this data. Multifactor authentication combines multiple verification methods like passwords, security tokens, and biometric access (fingerprint or facial recognition). Follow the least privilege principle, using role-based access permissions to ensure employees can only access the specific systems and information required for their job functions.
Require periodic password changes, establish automatic session timeouts, and maintain logs of user access activities. Enhance protection further by adding single sign-on (SSO) solutions and centralized identity management. You can also add real-time threat detection systems that monitor and identify potential unauthorized access attempts.
Secure network configurations
A comprehensive approach to cybersecurity includes segmenting your network and creating distinct zones for different operations to limit any breach’s impact. Separate patient management systems, administrative networks, and guest Wi-Fi networks to prevent unauthorized access and minimize vulnerability.
Implement a next-generation firewall (NGF) for advanced protection. These sophisticated systems offer deep packet inspection, intrusion prevention, and advanced threat detection while monitoring network traffic for potential security risks. Configure these firewalls with strict rules, blocking unnecessary incoming connections and enabling only essential communication protocols.
Virtual private networks (VPNs) add yet another layer of protection, encrypting data transmission for remote access and protecting information when staff access systems outside the physical practice. For wireless network security, use WPA3 encryption, change default router passwords, disable remote administration, and implement MAC address filtering to control device access.
Regular software updates and patch management
Outdated software is an easy target for hackers who regularly try to breach unpatched systems. Software vendors release security patches closing potential entry points for malware, ransomware, and other malicious attacks. These updates enhance security and ensure compliance with healthcare regulations like HIPAA.
These updates also improve system performance, introduce new features, and enhance operational efficiency. Create and implement a proactive strategy for updates, including automatic patch management, regular system audits, and prioritization of critical security updates to:
- Prevent potential data breaches
- Maintain system reliability
- Protect your practice’s reputation and patient trust
Secure data backup
Your practice needs secure, regularly scheduled, automated data backups to protect patient information, ensure business continuity, and maintain regulatory compliance. Start by using multiple backup methods (local and cloud storage). Adopt the 3-2-1 backup rule: three copies of data, two different media types, and one offsite backup. Encrypt all backed-up data and test the restoration at least biannually.
In addition to protecting your practice and patients against data loss (and theft) from cyberattacks, these steps help you:
- Recover quickly from ransomware or system failures
- Maintain patient record integrity
- Stay HIPAA compliant
- Avoid operational disruption
Recommended solutions include HIPAA-compliant cloud storage devices, encrypted external hard drives, network-attached storage (NAS) with redundancy, and practice management software with integrated backup features. You should schedule daily incremental backups, store offsite backups securely, maintain detailed backup logs, and train your staff on backup procedures.
Feeling overwhelmed? The security experts at CREA United can help. Scott Kuperman of TeamLogicIT can recommend appropriate cybersecurity protocols to ensure your business is protected from attack.
Are you a commercial real estate investor looking for solutions to improve the cybersecurity posture of your healthcare business? We invite you to talk to the professionals at CREA United, an organization of CRE professionals from 92 firms representing all disciplines within the CRE industry, from brokers to subcontractors, financial services to security systems, interior designers to architects, movers to IT, and more.
