Clearing Up Misconceptions About BYOD Device Security in Mental Health Practices

When it comes to device security in mental health practices, particularly with Bring Your Own Device (BYOD) , many misconceptions can lead to risks in handling Protected Health Information (PHI) and complying with HIPAA requirements. In our current threat landscape it’s more important than ever to understand when and how device security measures are needed, and what you need to do to protect your client’s info and your practice.

Why Device Security Matters for Mental Health Practices

Device security is critical whenever a device handles PHI. This doesn’t just apply to devices storing PHI — it also includes any *interaction* with PHI, such as checking email, accessing Electronic Health Records (EHR) systems, or making Voice Over IP (VoIP) calls. If your device touches PHI in any way, it is subject to HIPAA’s device Security Standards.

Common Misconceptions About Device Security

One of the biggest misconceptions is that device security only applies to devices storing PHI on their hard drives. However, the scope is much broader. Any device that comes into contact with client information, even if just accessing PHI through a web browser or app, needs to be secured.

Comprehensive Security Measures: The Multi-Layered Approach

Securing devices that handle PHI requires a multi-layered approach, combining technical security measures, behavioral protocols, and documented policies and procedures. This comprehensive approach protects client information and provides peace of mind.

Some of the Key Security Measures Necessary Under HIPAA’s Standards:

1. Encryption: Ensure all devices are full device encrypted (FDE.)
2. Strong Passwords: Implement strong password policies, and avoid repeating or using variations of the same password across different systems, using default or weak passwords.
3. Device Management: Keep devices operating systems updated and secure against potential threats.
4.  Antivirus & Antimalware: Prevent and detect/contain infection and compromise of security.
5. Documentation: Document your security measures to show compliance with HIPAA regulations.

Example: A therapist using a laptop to access their EHR should ensure the laptop is encrypted, the connection is secure, and the login credentials are stored safely. Documenting these steps can protect the practice in case of a security incident.

Note: There are additional technical security measures necessary for Safe Harbor, as there are 10 fundamental technical security measures that are required to meet the HIPAA Security Rule Standards that apply to devices – e.g. antimalware/antivirus, a firewall, ensuring the device is not sending data that contains client info to the device manufacturer, etc., – those details are a little outside the scope of this article, however. 

The Power of Safe Harbor: Protecting Your Practice

Meeting HIPAA’s technical security requirements provides a significant benefit: Safe Harbor under HIPAA’s Breach Notification Rule. Safe Harbor protects your practice and saves time and resources in the event of a potential breach. See our article about Safeguarding Your Practice: The Power of Device Safe Harbor here; and our article on Easy Steps to Ensure Safe Harbor:  Implementing Technical Security Measures here. 

Real-Life Impact: Without Safe Harbor, a lost device could lead to a costly data breach investigation and damage to your practice’s reputation. Safe Harbor provides peace of mind and legal protection.

Making Device Security Affordable and Easy

Contrary to what some may think, securing devices doesn’t have to be costly or complex. In most cases, you can secure your devices with affordable or free tools. PCT’s Device Security tools help guide you through the process of securing your devices.

Quick Tip: Spend an afternoon setting up these measures—most of them are straightforward and won’t require significant time or investment. Most PCT users find they secure all of their devices within an afternoon.

Get Started:

• Review Your Policies: Ensure all devices handling PHI have the necessary security measures in place.
• Implement Safe Harbor: Document your security practices to take advantage of Safe Harbor protection.
• Stay Secure: Regularly update your security measures to stay in line with both HIPAA and state regulations.

By taking a comprehensive approach to device security, your practice can protect sensitive client information, reduce risk, and stay compliant with both HIPAA and state data breach laws. While the process may seem daunting, it’s both affordable and manageable with the right tools and resources. Don’t wait — secure your devices today and safeguard your practice now and for the future.

Learn more about device security:

This is Step 3: Devices  — of the PCT Way for optimizing & fortifying your practice.

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