Workstation policies dictate physical security measures like workstation placement, screen locking when unattended, and proper disposal of hardware. The policies contribute to security by reducing the risk of unauthorized access in a way that protects the confidentiality, integrity, and availability of electronic protected health information (ePHI).
Workstation policies and HIPAA
The Workstation Security standard within the Security Rule requires covered entities to "Implement physical safeguards for all workstations that access electronic protected health information, to restrict access to authorized users." It means healthcare organizations must have policies and procedures addressing workstation use for users accessing ePHI.
These policies should include strategies to prevent device theft and a recovery plan to preserve access to computers and ePHI in an emergency. HIPAA also mandates a risk analysis to identify potential vulnerabilities and the implementation of relevant security solutions, such as access controls to verify user identity, strong password security, and advanced malware protection.
The risk of unsecured workstations
Unsecured workstations are often characterized by a lack of encryption or infrequent cybersecurity training which provide a prime entry point for cyberattacks. These vulnerabilities can lead to compromised credentials which have seen an increase of 74% in recent years.
Once inside the network, attackers can access and manipulate PHI in a way that could alter medical records, interfere with medical devices, and disrupt alerts. These actions can lead to a decline in the efficacy of clinical decisions as providers do not have complete or fully accurate patient data to work with.
How to create workstation policies
- Create an overarching "policy on policies" to standardize policy creation and implementation.
- Designate a policy management committee with representatives from different departments.
- Establish a standard policy format including date, policy number, approvers, procedures, definitions, and applicable laws.
- Draft new policies addressing gaps and future needs, ensuring they align with compliance requirements.
- Incorporate physical safeguards to prevent unauthorized access to workstations and ePHI.
- Outline clear procedures for workstation use, including password complexity, screen locking, and software restrictions.
- Implement access controls to verify user identity and restrict access to ePHI based on roles.
- Provide workforce training on security policies and procedures to minimize human error.
Related: HIPAA Compliant Email: The Definitive Guide
FAQs
What are some essential workstation security safeguards that healthcare organizations should implement?
Essential safeguards include enabling access control, setting workstations to log off or switch to screensavers after 15 minutes or less, regularly patching software, disabling the option for employees to turn off anti-virus software, and using enterprise-level anti-malware software.
How often should software be patched on healthcare workstations?
Software should be patched regularly to improve security and prevent breaches. The frequency depends on the criticality of the software and the availability of patches, but promptly applying security updates is crucial.
What type of anti-malware software should be used on healthcare workstations?
Healthcare organizations should use enterprise-level anti-malware software, not personal versions.
Kirsten Peremore
