Does a power failure keep you awake at night?
Are you fretting about a loss of power to your network?
Are you worried that you’ll lose vital information if your computer malfunctions?
If these questions sound familiar you’re not alone. Worry about the integrity of the systems used to run your practice – computers, networks, electronic devices or other technology in your office – is common. However, your worries can be mitigated with a tested, secure back-up system in place to prevent loss of data. You have one, right?
No? Then we encourage you to read on for tips on how to put together a backup solution for your office.
Tip 1 – Get a UPS for each computer
No, not an account with United Parcel Service. Instead, invest in an Uninterruptable Power Supply for each computer in your office. Usually shaped like an overgrown extension cord, UPS devices allow the user enough time to properly power down a computer in the event of a loss of main power. Most devices also function as surge protector, keeping a steady flow of electricity to the computer and minimizing the chance of loss due to power surges.
While a UPS will protect your computer in the event of power loss, they won’t protect you from basic machine failure, which leads us to tip number 2…
Tip 2 – Backup your important files
Patient files. Financial records. Correspondence. If it’s important to you and/or your practice and is stored on a computer, it should be backed up. At its most basic, a backup is simply a duplicate copy of a file that resides separate from the original – it could be on a CD stored in a cabinet, on an external storage device such as a flash drive or external hard drive, or in the cloud (a network of servers used to store data that are usually geographically separate from your location). The three basic items that need to be considered for your backup process are what, how, and where to backup.
Tip 3 – Save your data with compliance in mind
Whatever backup method and storage location chosen, you must ensure that it is HIPAA-compliant. If you’ve chosen a software that backs up to the cloud, have you confirmed that that data is encrypted and the encryption is HIPAA-compliant? Do you have a Business Associate Agreement with the vendor you’ve chosen? If you’re using a local storage device, is it encrypted and password-protected? Is it stored in a physical location that in accessible only to the appropriate personnel?
HealthIT.gov, the national website devoted to information technology in healthcare, has published an information-packed booklet entitled Privacy and Security of Electronic Health Information. Download it for more information on understanding your role in keeping your patient’s data secure.
While CHP does not endorse any particular method for the backup of your important files, we do encourage all providers to have a backup plan in place and test it regularly, because, in the immortal words of Winston Churchill “He who fails to plan is planning to fail.”