Like every industry in New York, healthcare is competitive and fast-paced, with time and data being very precious. You need to ensure the integrity of your digital records, regardless if you’re running a private practice, managing a multilocation clinic, or overseeing administrative duties at a local hospital.
Many healthcare providers have turned to cloud backup solutions to keep their data safe. But how sure are they that their cloud backup is doing its job?
How safe and reliable are cloud backups?
Cloud services and backups are often marketed as secure data storage solutions, but they require proper configuration and management. Missteps can result in data corruption, critical file loss, unauthorized access to sensitive information, and prolonged recovery times. These issues can disrupt operations, impact patient care, and lead to costly legal and financial penalties.
Common cloud backup pitfalls
When managing cloud backups, healthcare providers should be aware of the following common pitfalls:
Assuming backups are happening automatically
A common and dangerous assumption is that backups run smoothly and on schedule. In reality, backups can fail without anyone noticing. Potential causes of failure include software glitches, storage limitations, and human error.
Here’s a tip for healthcare providers: set up proactive monitoring for your backup system. By regularly reviewing the reports and alerts generated by your backups, you can catch failures or issues, such as missed backup windows, before they escalate into more significant problems.
Failing to test your backups
What’s the use of backing up your data if you can’t restore it properly? Regularly testing your backup restore process is like conducting fire drills for your digital data. Routine restore tests help verify that your data can be recovered, remains uncorrupted, and is usable when needed.
Backing up the wrong data
Don’t assume the data you need is being backed up. Proper planning is essential; without it, your backup process may inadvertently exclude critical items such as electronic health records (EHRs), patient billing information, or medical imaging files. For healthcare practices using multiple platforms like EPIC, eClinicalWorks, or NextGen, it’s crucial to ensure that all relevant systems and databases are included in the backup scope.
Lacking a disaster recovery plan
A solid disaster recovery strategy is essential. If your cloud backup goes offline, how quickly can you resume operations? Can you access your most recent files? Can you continue running without EHR access?
Your disaster recovery plan should include a recovery time objective (RTO) and a recovery point objective (RPO) tailored to your operational needs. RTO defines how quickly recovery must occur, while RPO determines how much data loss is acceptable. Ideally, you want fast recovery with minimal data loss.
Overlooking HIPAA Compliance
When choosing a cloud provider for data storage, it’s not just about picking the most popular option. The provider must also strictly adhere to HIPAA (Health Insurance Portability and Accountability Act) requirements, including data encryption (both in transit and at rest), audit logging, and access control. Always verify that your cloud backup provider meets these rigorous standards. Noncompliance can result in fines from the Office for Civil Rights, which can amount to millions of dollars.
Not having a trusted IT partner
Like many SMBs, smaller healthcare providers often lack the staff or resources to manage their IT needs effectively. That’s why partnering with a healthcare-focused managed IT services provider (MSP) like HealthyIT is a smart choice. With over a decade of experience supporting medical practices across Long Island and the greater NYC area, HealthyIT understands the urgency, privacy requirements, and operational nuances of the healthcare industry, including its unique compliance challenges.
Don’t overlook a healthy partnership
As a healthcare provider, it’s your job to protect patient data from ransomware attacks, server crashes, or accidental deletions. So why not get a partner to help you protect your data?
As an MSP serving New York and the Tri-State Area, HealthyIT provides healthcare providers with the cloud backup and disaster recovery solutions you need. Allow us to help you! Contact us today — you can even request a consultation free of charge.