Hospitals: Securing Data Backups For Patient Care

Data is integral to the healthcare industry, from electronic health records to patient registration and billing systems. With the increasing volume of data and the growing threat of cyberattacks and natural disasters, it is imperative for hospitals to implement robust data backup and recovery plans. Hospitals are adopting new and efficient methods of backing up their data, such as cloud-based solutions, to simplify the restoration process and ensure business continuity. This is especially critical as data loss can have severe consequences, including compromised patient care, financial losses, and damage to the organisation's reputation.

Off-site backup solutions

One example of an off-site backup solution is the Commvault Data Platform, which Montgomery County Memorial Hospital migrated to in 2017. This platform supports various virtual machine environments and electronic health record data systems. It only needs to be installed once on the host and can manage all guest virtual machines, simplifying the backup and restoration processes while reducing costs.

Another option is to utilise cloud-based backup solutions, such as those offered by Acronis and IDrive. These solutions provide data protection across physical, virtual, cloud, and mobile environments. They offer enhanced security features, such as anti-ransomware, which ensures that data remains secure from cyberattacks. In the event of a cyberattack, data can be restored to a pre-ransomware state. Cloud backups also offer the advantage of being easily scalable and accessible from anywhere at any time. However, it is important to consider the potential impact on network speeds during the backup process and the loss of control when using a third-party cloud storage provider.

Hybrid backup solutions combine on-site and off-site strategies, providing quick access to data through on-site backups while leveraging off-site backups for enhanced cyber protection and disaster recovery. This approach ensures that healthcare providers can swiftly access critical data during emergencies without compromising the security of backup repositories.

Overall, off-site backup solutions offer hospitals a reliable and cost-effective way to protect their data, ensuring that patient information and medical records remain secure and accessible, even in the face of unforeseen events or disasters.

Disaster recovery plans

Disaster recovery planning is critical in the healthcare industry. Hospitals are adopting new and efficient methods of backing up their data, which ultimately simplifies the restoration process while saving money. For instance, Montgomery County Memorial Hospital in Red Oak, Iowa, migrated to the Commvault Data Platform, which helped enhance backup processes and ensure simpler recovery of crucial data.

An IT disaster recovery plan (IT DRP) provides a structured approach for responding to unplanned incidents that threaten a healthcare institution's IT and medical technology infrastructure. This critical infrastructure includes hardware, software, networks, processes, and people. A disaster recovery (DR) plan ensures hospitals can perform procedures, prescribe medications, and respond to emergencies.

The first step in developing a DR plan is to gather data on all specialized healthcare systems and identify the subject matter experts who will be involved in the event of a disaster. Hospitals should obtain copies of existing IT and network DR plans, plus plans for specialized healthcare systems. If these do not exist, hospitals should use data from a risk assessment to confirm with administration what they perceive as the most serious threats and vulnerabilities to the hospital's IT infrastructure. Examples of threats include fire, human error, loss of power, system failure, or cyberattacks.

A DR plan should be developed in conjunction with the business continuity plan. Priorities and recovery time objectives should be developed during the business impact analysis. Technology recovery strategies should be developed to restore hardware, applications, and data in time to meet the business recovery needs. Hospitals should compile an inventory of hardware, software applications, and data. The plan should include a strategy to ensure that all critical information is backed up, and hospitals should identify critical software applications and the hardware required to run them.

Regular testing of DR plans is crucial to identify vulnerabilities and ensure efficacy. Without regular testing, there is no way to know if a DR plan will work during a catastrophe.

Data loss prevention

A fundamental principle in data loss prevention is maintaining multiple backup copies of data in different locations. This involves storing data in both on-site and off-site locations, preferably including a secure cloud environment. By diversifying the geographic location of backups, hospitals can safeguard their data against localized events such as fires, floods, or earthquakes. Off-site backups provide the additional benefit of remote accessibility, allowing hospitals to access their data from anywhere in the event of a disaster.

To ensure data integrity, hospitals should implement regular backup schedules. Frequent backups minimize the risk of data loss and ensure that the most current information is always available for recovery. Additionally, hospitals should consider investing in automated backup solutions that can perform routine backup procedures in a matter of minutes, saving valuable time for medical staff.

Another critical aspect of data loss prevention is cybersecurity. Hospitals must strengthen their cybersecurity measures to protect against cyberattacks, such as ransomware, that can result in data loss or breach of sensitive patient information. This includes implementing encryption protocols, dual authentication, and other advanced cybersecurity solutions.

Finally, hospitals should regularly test their backup systems through simulated data loss events and recovery drills. These tests help identify potential issues and optimize backup and recovery processes, ensuring that hospitals are fully prepared to respond effectively to actual data loss incidents. By combining diverse backup locations, regular backups, robust cybersecurity, and comprehensive testing, hospitals can effectively prevent data loss and ensure uninterrupted patient care.

HIPAA compliance

The Health Insurance Portability and Accountability Act (HIPAA) of 1996 and its subsequent amendments were enacted to protect patient healthcare data, also known as Protected Health Information (PHI). HIPAA protections also apply to Electronic Health Records (EHR) and Electronic Protected Health Information (ePHI). Hospitals and other covered entities, such as pharmacies and nursing homes, must adhere to stringent regulations to limit the exposure of confidential or sensitive patient information from unauthorized access.

To ensure HIPAA compliance, hospitals must implement robust backup policies and infrastructure. This includes establishing a data backup plan, which is part of a wider contingency strategy in case of a disaster or system failure. Hospitals must back up data frequently, with daily, weekly, monthly, and annual procedures, and store data securely in at least two different physical locations, with at least three copies of current data. One copy should be stored off-site, protected by encryption and two-factor authentication.

HIPAA also requires hospitals to implement security incident procedures to address security incidents, mitigate harmful effects, and document outcomes. Hospitals must also ensure staff and other parties granted access to ePHI are themselves compliant and aware of the associated Privacy Rule for sharing health information. This includes the patient's rights to access and amend their ePHI and requirements for disclosing how data is used and shared.

In terms of data retention, HIPAA-related documents, such as policies and procedures, must be retained for a minimum of six years after the document was created or last in force. However, there is no specific HIPAA retention period for medical records, and state laws vary, with some states requiring retention for seven years or more. Hospitals must also ensure compliance with the Administrative Simplification provisions of HIPAA, maintaining appropriate administrative, physical, and technical safeguards for the security and integrity of individually identifiable health information.

Cloud backup solutions

One example of a cloud backup solution is the Commvault Data Platform, which Montgomery County Memorial Hospital migrated to in 2017. This platform supports various virtual environments and electronic health record data systems, simplifying the backup and restoration processes. It also offers cost savings and frees up staff time, allowing hospitals to allocate resources more efficiently.

Another option is Dropsuite, which provides cloud-based email backup, archiving, and restore solutions for healthcare organizations. Dropsuite's automated incremental data backup and one-click data restore features make it easy for hospitals to secure and access their data. The company also offers military-grade security and HIPAA compliance, ensuring that patient information is protected in accordance with regulations.

DataHEALTH is another reputable provider of cloud backup solutions for the healthcare industry. They offer a multi-tiered approach, allowing local backups in addition to cloud storage. Their solutions are HIPAA-compliant and encryption-certified, ensuring the security of sensitive patient data.

Additionally, IDrive provides cloud backup solutions for a range of devices, including PCs, Macs, iPhones, and Android phones. IDrive is known for its affordability, ease of use, and strong security features, making it a popular choice for backing up and protecting data.

These cloud backup solutions offer hospitals a reliable way to secure their data, prevent data loss, and ensure compliance with regulations. By implementing these solutions, hospitals can protect patient privacy and maintain continuity in their operations.

Frequently asked questions