Protecting patient data is one of the most important responsibilities healthcare providers have, especially with the amount of sensitive information they manage. Attacks on personal information have become increasingly common, with PHI (protected health information) being a frequent target. The sensitive details found in these records make them extremely valuable to data thieves and other bad actors, which is why providers have to take extra steps to protect them.
With technology evolving so quickly, expecting medical practices to manage security on their own isn’t realistic. This is why many practices turn to EHR software, built and managed by third-party providers who specialize in keeping these systems secure and up to date as new threats emerge.
EHRs improve the security of patient data and make it easier for staff to access the information they need without the added stress of managing data security. In this article, we’ll explain what an EHR system is, how it helps safeguard your patient’s records, and why it’s a smart choice for practices looking to improve both security and patient care.
What Is an EHR System?
An electronic health record (EHR) system is software that allows healthcare practices to digitally store, manage, and share patient information. These systems are designed to centralize all the records associated with a patient’s care into one platform.
EHR systems allow you to manage a variety of records all in one place, including medical histories, test results, treatment plans, and prescriptions. They also provide healthcare providers with real-time access to this information, so that everyone involved in a patient’s care has the most accurate and up-to-date records.
But EHR systems do more than just store records. They are also built with security features to help you keep those records safe. They include features like encryption, access controls, and audit trails, allowing practices to monitor who accesses records and what changes are made. By incorporating these security measures out of the box, EHR systems provide the necessary security, without the complicated setup.
How Do EHR Systems Protect Medical Records?
Security is a major concern when managing medical records, and for good reason. EHR systems incorporate a number of features that make it much easier to protect them.
Encryption Protects Data at Every Stage
Encryption is one of the most effective ways to keep patient data secure. It works by scrambling the information in a file so that it’s unreadable to anyone who doesn’t have the right credentials. This protection works whether the data is sitting in storage or being transmitted between systems.
By encrypting data both at rest and in transit, EHR systems help ensure that sensitive records stay protected, whether they’re being accessed internally or shared for coordinated care. Even if someone manages to intercept the data, encryption makes it impossible to make any sense out of it.
User Authentication Limits Access To Sensitive Information
EHR systems use user authentication to limit access to patient records. This starts with a password, but stronger systems use multi-factor authentication (MFA), which adds an extra layer of security. With MFA, users must verify their identity in more than one way, like entering a password and confirming a code sent to their phone. These added steps help prevent unauthorized access to patient information, even if a password is stolen or leaked.
Audit Trails Provide Full Transparency
EHR systems log user activity to create a clear record of who accessed what, when, and what actions they took. This information helps identify suspicious behavior, support investigations, and ensure that records have been handled appropriately, making it much easier to demonstrate compliance when needed.
Regular Backups Reduce the Risk of Lost Records
Whether it’s a system failure, a cyberattack, or a natural disaster like a fire or flood, having a reliable backup can make all the difference. That’s why most EHR systems include automated backups. Maintaining an up-to-date backup makes it easy to recover lost information should something go wrong, taking the stress out of disaster recovery planning. Many systems also store backup data off-site for added protection, so records stay safe even if your primary system is affected.
Built-In Compliance With Regulations
EHR systems are designed to comply with regulations such as HIPAA, which have strict rules about how patient data is handled. By using a compliant system, healthcare practices can meet these legal requirements while also protecting patient privacy. Many systems also provide tools to help practices maintain ongoing compliance, such as security alerts and built-in safeguards for sharing data.
Protect Your Records With SecureScan
EHR systems offer a reliable way to protect medical records while also supporting better patient care. With features like encryption, user authentication, and built-in compliance tools, they’re designed to address the challenges of protecting sensitive information in a healthcare environment.
If your practice is ready to take the next step toward better security and streamlined record management, SecureScan can help. With over 22 years of experience, we specialize in digitizing medical records, preparing them for integration with a variety of EHR systems. Our team ensures that your records are handled with care throughout the process, making the transition to digital recordkeeping as smooth and secure as possible.
Contact us today to learn more about our document scanning services or get a free quote from one of our scanning technicians. Let us help you make the switch to a more secure and efficient way to manage patient records.
