May 2008 Newsletter

Common Sense Security Reminders

By: VP, Systems

The HIPAA Security Rule has been in place now for several years. I thought it might be a good idea to provide you with a few reminders as to how you can help secure PHI. Remember, security is everyone's responsibility. 

Logon ID/User name

You should not share logon names. Each user should have his or her own unique logon name. 

Passwords

You should have a good password—one that is secure and cannot be cracked easily. Quadax applications have been enhanced to force you to use reasonably complex passwords that are tougher to crack. 

Some common sense tips for secure passwords are:

• Include at least two numbers and two letters.
• Longer passwords are harder to crack. Use six or more characters. 
• Don't use a name or word.
• Don't write your password down. If your password is written down, it is easier for others to find.
• Don't tell anyone your password.

Many people recommend that you create a nonsense sentence that you can remember and use the first letter of each word.  Then add in a couple random numbers. The sentence "No, the capital of Wisconsin isn't Cheeseopolis" would be a good example.

While some of these strategies may be difficult, it is your responsibility to secure your password. The benefits of securing PHI outweigh any inconvenience it may cause.

E-mail

Do not e-mail PHI. 

Handling electronic PHI

If you need to transmit electronic PHI, it must be done in an encrypted manner. All Quadax applications run securely at 128-bit encryption. 

Screen savers

Most corporations force screen savers to be enabled. If yours does not, it should. This prevents others from seeing PHI on your screen when your computer is idle.

Locking and logging off systems

To keep your computer secure when you leave your desk for a few moments, just press the Control, Alt and Delete keys at the same time. Then select Lock Computer. This prevents anyone from accessing your computer. When you return to your computer, press the Control, Alt, and Delete keys again and enter your password to log back in. If you are using a terminal, log off when you leave your desk.

Security is not the job of just one person or one department. Everyone must do their part to make it work. Make sure you are doing your part every day!