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If there’s one thing that most small businesses have in common, it’s a limited budget to invest in infrastructure. Yet failing to devote any resources to securing your technology can put the company itself at risk. Understanding the specific ways that small businesses are vulnerable to cybercrime — and how these dangers can be combatted even on smaller budgets — can make the difference in whether or not the company can survive attempted cybercrime.

How does small business cybercrime affect individuals?

Small businesses generally keep digital information on customer transactions and for employee records. Both of these databases are vulnerable to small business hacking. Cybercriminals are typically interested in access to bank accounts and credit card information, to drain those accounts. But they may also use social security numbers, physical addresses, and even medical insurance and employee benefit plan information to attempt more elaborate identify theft fraud.

How does cybercrime affect small businesses?

Exactly how hard a small business will be hit by a data breach depends not just on the extent of the episode, but on state laws which dictate how a company must respond to the incident. A study conducted by the Ponemon Institute estimated that, for every breached record, the small business employer was forced to pay up to $200 in the recovery process. This per-record cost takes into account the investigation, notifying the affected parties, paying for any litigation or liability, and the cost involved in stemming the breach.

Small business cybercrime can also damage the store or office’s reputation with its business partners. Hackers are often looking for ways to gain access to more heavily-protected information from larger corporations. Potentially, a small business that contracts with larger companies can offer a “backdoor” to those entities. Should that illegal access happen, the larger company is likely to recover from the breach — but also be reluctant to do more business with the small business that failed to protect the information.

Why should small businesses be especially concerned?

Small businesses are both more vulnerable to cybercrime incidents, and more likely to be disproportionately impacted by a single incident. In fact, an alarming 66 percent of small business will go out of business less than a year after a “significant” breach, analysts have discovered.

Why? That high per-breached-record cost is one key reason. Perhaps even more importantly, customers have less confidence in a small business’ ability to protect them from future incidents than they would be following notification of an incident from a major national chain.

And customers have good reason for this waning confidence. They understand that major companies have the resources to both protect themselves from phishing expeditions, and to recover from the breaches that do happen. Small businesses simply don’t have the financial or employee resources to devote to installing elaborate security systems that flag potential small business hacking attempts.

What are the leading causes of data breaches?

Surprisingly, only about one-third of small business data breaches came about through deliberate cybercrime, according to a recent study. The other two-thirds were almost equally divided between human error and technology glitches. Of course, these initially non-deliberate breaches are still causes for concern. Although hackers may not be the ones to “knock the door down” in the case of accidental breaches, they’re certainly on the lookout for these vulnerabilities to take advantage of the valuable data.

What can small businesses on a limited budget do to protect data?

Because two-thirds of data breaches come from human error and system glitches, small businesses have an opportunity to tighten these up, even on a limited budget. In fact, there are several budget-friendly ways small businesses can begin tightening up their data:

• Consider the cloud. Perhaps because of high-profile celebrity hacking cases, many business managers are hesitant about storing data in “the cloud.” Yet these off-site storage systems are actually much safer options, especially for small businesses. Industry analysts warn that most cybercrimes or data breach scares came about because of printed material that was misplaced, or devices that were lost or stolen. Ensuring that important information can’t be found directly on employee devices or through discarded paper records is the first step toward keeping would-be cybercriminals at bay.
• Designate an employee to do a quarterly data audit. Given the hectic nature of running a small business, it’s not unusual for department heads to lose track of where they’re actually storing the data. Have one or two team members regularly ensure that all of the information is being stored where it should be — and move it when it’s not. It’s also a smart idea for all relevant parties to receive an audit report on any ongoing mistakes that are happening.
• Schedule regular training sessions. Company-wide meetings can be hard to organize for small businesses. Yet it’s crucial that every staff member know the mistakes and scams that various departments are vulnerable to. Whether it’s a restaurant’s credit card scanner or a payroll manager’s email inbox, different systems are vulnerable to different kinds of both deliberate and inadvertent breaches. Whether you arrange for company-wide seminars or separate department meetings, make sure to regularly train all employees on the latest vulnerabilities happening to your industry — and how to prevent them.
• Inventory all network devices. As more employees bring their work home with them, the greater the number of privately-owned devices that interact with your network. It’s important to keep track of all of these tablets, laptops, and cell phones to install a mobile device monitoring tool. This will help authorize these devices, and keep them — and the business — better-protected.

Not every internet scam needs sophisticated software to put into action. In fact, one of the most successful ones going on right now is incredibly simple in operation, while being quite sophisticated in its psychological tactics. It is the psychology of it that gets people to send the scammers money.

The concept of the latest scam is simple. The scammers send emails to potential targets telling them that their computer has had malware installed on it and that the malware has recorded them using online pornography. The email includes at least one of the target’s online passwords and tells them they will send the proof of their pornography use to their friends, families, and employers unless they send payment in Bitcoin.

It is the use of the passwords in the emails that makes this scam stand out from previous similar ones. These are passwords the targets have actually used, though may not be currently using. It is the inclusion of the passwords in the emails that make the targets believe they may genuinely have been hacked.

The Truth of the Scam

In truth, of course, no one has been hacked with the supposed malware. Instead, all the scammers have done is to gather passwords obtained in other data breaches, and use them. Many cybercrime experts believe the majority of passwords being used in this scam came from the 2012 LinkedIn data breach, in which 117 million passwords were stolen and sold on the dark web. Those who have been targeted by this scam often point out that the passwords they have been sent are old ones they have not used in a long time, making the proposed origin of these passwords a stronger possibility.

Though most people ignore emails like the ones the scammers have been sending, the addition of passwords the potential targets have actually used makes these emails far more psychologically effective. This is why the scammers have been able to extort so much money out of their targets with this scam.

Other Elements of the Scam that Make it Effective

Scammers are spoofing the intended targets’ email addresses, as well, making it seem as if the emails are coming from the targets’ own accounts. This is an additional psychological tactic that makes the scam quite effective with a lot of people. Thus far, people in 42 countries around the world have reported receiving the scam emails, and scammers have been able to collect around $4 million from their intended targets. Around one-third of the targets have been people in the United States.

It is easy to tell just how much Bitcoin scammers have been able to collect because most of it has been requested to be sent to one Bitcoin address: 1JsACYBoRCYkz7DSgyKurMyibbmHwcHbPd

Since Bitcoin addresses and the amounts in them are all publicly available and listed on the blockchain, it isn’t a mystery where the money is going. However, the anonymity of these Bitcoin addresses makes the owner of the address a mystery. The way the blockchain is set up, there is no sure way to find out the identity of the owner, either.

What to Do if You Receive One of These Emails

If you or someone at your company receives one of these emails, here is what you do:

• Do not believe your computer has had malware installed on it.
• Do not make any Bitcoin payments to anyone.
• If you are still using the password that was sent to you in the email, change it.
• Make sure you aren’t using any passwords that may have been exposed in a data breach.
• Keep your passwords safe by using a password manager.

Do these things, and you need not to be concerned about becoming another victim of this online scam.

It is a scary fact that one out of every three business employees will open a phishing email at work on any given day. Phishing emails are created explicitly by hackers to try and convince you to give up pertinent information about your business or inadvertently make your data vulnerable. Therefore, it is critical that you know all you can as a business owner about email phishing practices. Take a look at some of what you should know about phishing emails, what they look like, and the steps you can take to protect your business.

A Closer Look at Phishing Emails

Phishing emails are specifically designed to trick users into revealing sensitive information. The emails most often look like they are coming from a legitimate sender and contain links that an unwitting user may click on. When these links are clicked, the user is led to a spoof website that is set up to appear as an authentic site. Once on the site, the user is asked to enter credentials, this could be login information, banking details, or other sensitive information. When the user performs these actions, the data given is captured by the spoof website system, and then later, the credentials can be used by the criminals to access real accounts.

A Look at Why Phishing Emails Are a Common Threat

According to a study done in 2017, there are a whopping 269 billion emails sent every day around the world. When you put that into perspective as a business owner, you see that this adds up to a lot of potential opportunities for criminals to attack your business through your employees. The APWG (Anti-Phishing Working Group) says that it is estimated that $9 billion will be leeched from companies and organizations through phishing in 2018.

Hackers who send out phishing emails either have the goal of stealing information and using it themselves or stealing the information to make a profit in another way. Sensitive financial data is often bought and sold on the Dark Web for a hefty sum.

The latest wave of phishing scams has shown up on social media sites like Facebook, Twitter, and Instagram. Direct links to spoof websites are created and proposed in a way to look legitimate, so users click on these links and believe they are being routed to legitimate websites.

Problems with phishing have become so prevalent that reports are gathered consistently to warn the public. APWG’s Phishing Activity Trends Report For The 1st Quarter Of 2018 stated:

• 263,538 phishing emails were detected
• The number of phishing emails was up 46 percent from Q4 in 2017
• At least a third of modern phishing websites had HTTPS and SSL certificates

Phishers are primarily posing as payment services, but they have also been known to target webmail services, financial institutions, cloud and file hosting sites, and other industries.

Most Prevalent Phishing Email Subject Lines in 2018

Phishers use phrases and terms in subject lines of their emails that would demand attention from just about any email user. The most common phishing subject lines in the second quarter of 2018 can be narrowed down to ten phrases.

1. Password Check Required

2. Security Alert

3. Email Deactivation Warning

4. Urgent Information for Employees

5. Update to Company Policies

6. Revised Policy Information for Employees

7. Staff Review

8. Mail Label Delivery

9. Change Your Password

10. Delivery Attempt Made

Even though these were the ten most common subject lines used, not all of them were effective at garnering clicks. “Password Check Required” accounted for about 15 percent of clicks. “Security Alert” was also at the top of the list of subject lines clicked with that phrase accounting for 12 percent of clicks. There were relatively the same (between 7 and 11 percent) amount of clicks on most of the other email subject lines.

Avoiding Phishing Scams in the Workplace

• Train employees to understand HTTPS certifications do not always mean they are on a secure site
• Instruct employees to alert someone immediately if they believe they have received a phishing email or have been fooled by a phishing email attached to a spoof site
• Make sure all user passwords are complex and fully encrypted
• Avoid clicking links in emails unless absolutely necessary, and you are certain the email is legitimate
• Train employees on how to recognize a bogus phishing email
• Employ the two-factor verification capabilities every time it is possible on a site

When it comes to phishing emails and scams, a little education will go a long way to protect your business from an attack. If you feel your business is being targeted by phishing emails, make sure you alert everyone in the workplace of the situation and work with your IT service to add extra security.

If you own or manage a small business, you’re undoubtedly concerned about how to keep your customers’ personal and your business’ proprietary and financial information secure. While you may not think that you have much to steal, since you are a small operation, a cyber thief misappropriating your customers’ credit card and bank account information could cause your business and its reputation to take a big hit. It’s not an exaggeration to say that such a breach has the potential to put you out of business. One surprising resource for tips on keeping your information safe is the U.S. Department of Homeland Security.

What you can learn from Homeland Security about cybersecurity

According to the U.S. Department of Homeland Security, nearly half of all small businesses will be the victim of cyber theft, and each incident costs the company an average of $9,000. This government agency has a wealth of information to help small and medium-sized businesses prevent such criminals from invading their computer databases. They offer a toolkit to help smaller enterprises assess their risk level as well as more than a dozen downloadable resources. They also provide a list of tips to help business owners and managers prevent cybercrime.

Tips for combating cyber theft

The Department of Homeland Security recommends that all businesses take at least these necessary precautions:

1. Install an anti-virus software program and update it regularly.

2. Make sure your WiFi network is secure by using a firewall and encryption software.

3. Set up company systems and procedures to keep sensitive information safe.

4. Educate your employees about how to keep data safe and then hold them accountable for any breaches.

5. Require that your employees create strong, unique passwords and that they change them often.

6. Spend a little money on data loss protection software. Use encryption to protect data you are sending out of your network, and use two-factor authentication, whenever possible.

7. Protect all of your website pages that are accessible to the public, not just the checkout or sign in pages.

To learn more about cybersecurity and how you can keep your company’s and your customers’ sensitive information protected from cybercriminals, give us a call at {phone} or send us an email at {email}. That way you don’t have to worry about remembering all of these tips; we’ll take care of it for you and allow you to concentrate on your customers.

Many business owners don’t realize that new laws are in place surrounding data breaches. On November 1st, 2018, these new laws went into effect for all Canadian business owners. These laws will affect thousands of businesses now, so it’s essential for all business owners to be aware of the changes and be prepared to comply. If these laws are not followed, businesses could be fined up to $100,000.

Breaches Must Be Reported to the Government

If you collect customer data such as banking information, legal or health info or such things as SIN’s, and your database is breached, you must report this to the government. The new law outlines reportable breaches like those that create “a real risk of significant harm to individuals.”

How Will These Changes Impact My Company?

You must report a breach like this to the Office of the Privacy Commissioner of Canada, along with the individuals who were affected. All those whose private legal, health or financial information was lost must be informed. They need to know precisely what information was lost, how many records were impacted and what caused the breach.

Companies must also show that they have taken the appropriate measures to prevent future breaches. If the prescribed steps are not followed correctly, the company can be heavily fined. In many cases, data breaches also damage the company’s reputation and affect consumer trust.

What Are The Specific Laws Changing?

This new law governing data breaches is not a stand-alone law. It’s an amendment to PIPEDA, the Canadian Personal Information and Electronic Documents Act.  For a summary of Canada’s privacy laws, please visit here. The specific laws related to digital information can be found here. It’s important to understand and comply with both.

Many experts have pointed out that the wording in PIPEDA does leave room for interpretation. It covers situations where “…it is reasonable in the circumstances to believe that the breach creates a real risk of significant harm to the individual.” This wording is somewhat vague and may be interpreted in various ways by the Canadian courts.

Steps to Follow If There’s A Breach

Below, is a brief outline of the steps to follow if you experience a breach:

• The nature of the breach and what specific data was stolen
• What your organization has done to reduce risk and harm
• How those affected can protect themselves and reduce their risk
• Information about the organization’s contact information
• The procedure for filing complaints

How Did the Breach Occur?

Once the source of the breach has been identified, the vulnerabilities must be repaired. Some breaches occur due to employee carelessness. Perhaps an employee clicked on a link in a phishing email. With so many workers now using their own devices, this opens the door to breaches if a device is lost or stolen. The way to handle this issue is with a Remote Management and Monitoring (RMM) program. This can be set up and managed by {company}. This offers multiple benefits including:

• Compliance to regulations
• Remote wipe if a device is lost or stolen
• Find my device technology
• Application management such as updates and patches

{company} can monitor and manage all your technology on a 24/7 basis.  With Managed IT Services you can prevent downtime and keep your technology running smoothly. We can notify you of areas where we believe your database might be at risk and suggest ways to repair this vulnerability.

Other Ways to Mitigate Vulnerabilities

Having data stored and managed in the cloud is a good method of decreasing your company’s liabilities. The cloud offers many benefits including better security, scalability, plus it’s flexible and allows your workforce to be mobile.

How To Protect Your Data From Intrusion

With hackers around the world now scaling up their attacks, businesses must be thoroughly prepared. Simple firewalls and antivirus software are no longer enough. Most security experts recommend a layered approach to security. Follow these guidelines to protect your data from future data breaches:

• Policies-Create and enforce security policies for your company.
• People-Make sure your employees know what a phishing email looks like. Most workers need periodic regular training in this area, so they don’t get careless.
• Technology-Make sure you have the right technologies in place to prevent a cyber-attack from occurring in the first place.

In Conclusion

Canadians want to know how their personal information is being used. And they have a right to know what information is being collected and how it’s being used.  In the future, these laws will most likely get even more strict for several reasons. Data breaches cost companies around the world billions of dollars each year. Cyber thieves are becoming more and more clever. They have fine-tuned their approach and figured out how to get people to open phishing emails. They can mimic the look of major companies like Spotify, Paypal, Apple and Microsoft.  Ransomware scams have been highly successful and hackers are often able to earn thousands of dollars per day by taking over a company’s database and then threatening to destroy all the information unless a ransom is paid.

What Can You Do?

There are numerous ways to protect your data from a breach. {company} can help you assess your current security protocols and create stronger measures. We can also advise you on how to proceed if a data breach has already occurred. It’s essential to determine exactly what happened and notify those affected along with Canadian authorities as quickly as possible. By waiting, you risk hefty fines and your company’s reputation could be ruined.

Things like Proactive Monitoring can help. We will continually scan and track the stability and security of your IT system for maximum uptime identifying any security issues.

The new year is already upon us, but it is not too late to put together a solid, sensible information technology plan for 2019. Strategic planning in all areas of operation—including technology—helps organizations budget for and efficiently manage day-to-day requirements while investing in long-term projects and solutions.

As your business evolves, so will it’s IT requirements. Likewise, as technology advances, your company will also have to adapt to stay viable and competitive. For 2019, your top concerns regarding technology likely will include:

• Upgrading software
• Making data and systems more secure
• Preparing for structural changes
• Responding to threats and emergencies
• Supporting business growth—locally, nationally, and/or globally

A vigorous technology plan should address these concerns, as well as those unique to your business and industry, and provide a framework to guide IT-related decision-making, prioritization, and task-implementation. If you have not yet started, here are a few ideas for how you can start putting together a robust technology plan to support the success of your company in 2019.

What should a technology plan account for?

Anticipated changes within your company may impact what items are necessary for your strategic technology plan to address for 2019 and the years beyond. Having a clear picture of where your company or organization is headed will help make it easier for you and other members of the IT team to determine which new technologies and upgrades are necessary and/or preferable for your specific business strategy. For instance, you should consider whether your organization plans to add or eliminate a notable number of employees within the fiscal year. Another question to address: Are you are planning to acquire any additional companies or provide new products or services? All these considerations will factor into your technology requirements. As you determine which new software, hardware or other IT solutions you may need in 2019, make sure they will integrate well with your existing IT environment.

Additionally, your technology plan should include arrangements for support services, including installation, maintenance, upgrading, and troubleshooting. Most business operations for companies across a range of industries are severely limited when technical issues arise, making it vital for you to preempt possible IT disruptions and have a plan for dealing with them.

How can companies deal with IT security threats?

It is common knowledge that cyber-security threats are continually evolving, along with the IT defenses needed to prevent and mitigate the risk. According to the Information Security Forum, an independent research organization, companies should stay well-informed about emerging technologies and corresponding threats to position themselves to make the best business decisions.

Information Security Forum’s Threat Horizon for 2019 reports on nine major threats that companies should expect to face in earnest over the coming year or two.

The first category of threats pertains to disruption from an over-reliance on fragile connectivity. The cyber-security threats in this category include:

• Premeditated Internet outages
• Hijacking from ransomware
• Privileged insiders aiding in cyber-attacks

The second category covered by the Information Security Forum’s report deal with distortion, which occurs when trust in the integrity of information is lost. The risks in this category include:

• Automated misinformation gaining undue credibility
• Falsified information compromising performance
• Subverted blockchains

In the third and final category are threats that have to do with deterioration, or controls eroding because of regulations and technology. These threats include:

• Surveillance laws exposing corporate secrets
• Privacy regulations impeding how organizations monitor insider threats
• Overly enthusiastic deployment of AI (artificial intelligence) leading to unexpected outcomes

The proliferation of smartphones, tablets and other mobile devices being used in professional environments only increases the amount and varies the types of cyber-security risks that companies face. As a business of any size, your goal should be to protect your systems and networks from data loss or malicious attacks, both internal and external.

Should you invest in Cloud technology?

Compelled by factors such as profitability, efficiency, and gaining a competitive advantage, about 71 percent of small-to-medium-sized businesses (SMBs) intend to increase their investment in cloud-based technologies in 2019, according to survey data from Bill.com, a company that creates digital business payment solutions. The three primary areas for anticipated investment, according to respondents, include marketing software, sales software, and payments software. Cloud computing allows for streamlined operations, connected through a sort of virtual office accessible to employees and clients. While it comes with some risks, especially about privacy and security, cloud technology is definitely trending for the capabilities it provides, such as flexibility, potentially lower IT costs, collaboration efficiency, access to automatic updates, and business continuity.

Bill.com’s Chief Marketing Officer Yael Zheng reportedly stated, “These businesses are now developing a clear understanding of how technology can help them streamline processes and ultimately power business growth, which I anticipate will lead to even more investment in the future.”

As you put together and implement a technology plan for 2019, consider whether further embracing and investing in cloud-based technologies can help propel the growth of your business.

What changes are coming to Windows?

Beware: Jan. 14, 2020, is an essential date for Microsoft users for a couple of reasons. At that time, Microsoft will end support for Windows 7 software systems, as well as Windows Server 2008 and 2008 RS. If you have not already formulated a plan to upgrade to Windows 10 systems and new server technologies, 2019 is your opportunity to do so. Microsoft’s options for new server systems include upgrading to Windows Server 2016 or migrating your company’s workloads to Azure. Replacing outdated software and server systems is critical to protecting your infrastructure, applications and information. Even as early as April, your outdated Microsoft system may not receive critical security fixes, as new systems are moving over the to the more secure SHA-2 algorithm in the future. Keep in mind this transition may take some time, making it imperative to start the process sooner rather than later.

Is technology planning an easy goal to accomplish?

As the year progresses, you may have to work with IT consultants and other department heads within your company to update or tweak your technology plan to address unexpected costs and events or to take advantage of current opportunities in the marketplace. Once you start a project outlined in your plan, you may also have to adjust cost estimates or deadlines to have a more realistic framework to guide progress. Just because adjustments might need to be made down the road, however, that does not negate the prudence and benefits of engaging in a formal strategic planning process at the start of the year. Doing so can help you optimize IT spending and proactively invest for the future, creating a culture of continuous improvement rather than merely trying to stay on top of day-to-day technology needs.

From the get-go, and along the way, your organization should take advantage of the knowledge and expertise of IT consultants and advisors who are more well-versed on current market trends, innovative technologies, and emerging cyber-security threats.

 

Data breaches and phishing scams are becoming more popular among cybercriminals. There have been so many data breaches, in fact, that the chances that some of your private information has been discovered by online scammers and sold to other ones are pretty high. One of the most significant data breaches in recent years (that has been discovered….many large ones haven’t been discovered yet) was at Anthem Blue Cross/Blue Shield. If you are concerned you may have been a victim of that particular data breach, there are some things you should know, as well as things you can do to minimize the damage to your credit and identity you may have experienced.

Anyone who has been a customer of Anthem Blue Cross/Blue Shield in the past decade is a potential victim of this data breach, and should thus take some steps to do damage control, whether they have noticed anything odd in their credit report or use of personal information. Potential victims also include those who used the Blue Card in any area affiliated with Anthem during that period.

It is not only a data breach at Anthem that should be of concern to current and past customers. Anthem has also issued a warning about a phishing scam mimicking calls and emails from their company. The scammers will ask for personal information when they contact you, such as Social Security numbers and credit card numbers, which are all things Anthem never asks for in these ways. They will never ask for this information as a means to identify you.

Anthem has been working closely with a well-known and well-respected security firm called Mandiant to mitigate the damage from the data breach and phishing scam. It has also been working in close conjunction with the FBI to discover more about the origins of the data breach, which was discovered in January of 2015.

In the data breach, the following things were stolen from Anthem’s customers:

• Names
• Dates of birth
• Social Security numbers
• Home addresses
• Personal email addresses
• Employment information
• Income
• Anthem health ID numbers

Anthem is offering current and former customers who may have been impacted by the data breach two years of free credit monitoring and credit repair services if needed. Most of the customers who have or may have been affected by the data breach were sent letters in February. The letters let customers know about the breach, how it may impact them, and that it took place across several weeks in December of 2014. The letter also warns current and former customers of the phishing scam that is ongoing.

Anthem is particularly calling out to customers in the letter to let them know that they are not phoning or emailing them about the data breach, and are not asking for any credit card numbers or Social Security numbers over the phone.

In fact, the phishing scam appears to be attached to the data breach, either being done by the people responsible for the data breach, or by people taking advantage of it. The scammers behind the phishing scheme know about the data breach and are using people’s concerns about their personal information being involved in it to get them to give their most sensitive information in a belief that Anthem will use that information to protect them against being affected by the data breach.

While some people are receiving phone calls in the phishing scam, with the telephone numbers looking like they are coming from Anthem, others are receiving emails. The emails include a link that says “click here” to sign up for free credit monitoring. Anthem is already automatically giving everyone affected or possibly affected by the breach free credit monitoring, so the emails are not coming from Anthem, even though they are made to look like they are. Anthem is quite clear in its letters to customers about the breach that the emails are not from them.

Those who are concerned they may have been affected by the Anthem data breach are being protected by Anthem, but there are additional steps they can take. These additional steps ensure the maximum level of protection now and in the future. Some things that people can do to protect themselves include:

• Changing their passwords on just about anything they do online, but particularly email, financial accounts, and social media.
• Get a copy of their credit report from all three credit bureaus and place a fraud alert on them.
• Dispute any items on their credit reports that are not real.
• Closely monitor transactions on any credit, debit, or bank accounts, and reporting any suspicious or fraudulent activity to the bank or credit card companies involved.

Doing these things will give individuals a sense of control over their potential exposure in the data breach, and will also go a long way toward helping ensure their personal information and finances stay protected.

Most of the time, a five-day vacation is something to look forward to, but if that vacation is unplanned and filled with anxiety over when you can get back to work, it’s probably not much of a holiday. It becomes a burden; financially, emotionally and even physically on everyone involved.

This is what it feels like when ransomware attacks a practice. Get ready to cancel all of your appointments, damage patient trust and pay HIPAA fines on top of it all.

And no, ransomware isn’t exclusive to big hospital systems. Small to medium medical and dental practices are prime victims because the hackers know that many such practices are more vulnerable to these attacks.

Here’s what you need to know.

What Is Ransomware?

Ransomware is a particular type of malware that encrypts all of your patient files so that you can’t access them. The hacker then demands a ransom in exchange for unlocking the data. In some cases, the hackers keep up their side of the deal. In other cases, they take the money and then sell your patients’ information on the black market, turning this into a compliance and regulatory nightmare. As more medical practices have worked to increase security over the past several years to comply with compliance standards like HIPAA in the US or PIPEDA in Canada, dental practices become even more of a target.

According to Sylvia Burwell, secretary, U.S. Department of Health and Human Services, “Cybersecurity is one of the most important challenges we face as a nation…Unlike many cyber threats, ransomware is immediately disruptive to day-to-day business functions and, therefore, your ability to provide high-quality health care.”

According to the Office of Civil Rights (OCR), which is the federal department that enforces HIPAA compliance, around 4000 attacks happen each day. Having proven lucrative for the thieves, these attacks are on the rise.

How Does Ransomware Happen?

Hackers have many virtual windows they can climb in through to access your files. Some common methods used are very inconspicuous yet effective like:

• Sneaking malware to a 3rd party software
• Attaching the malware to a link in an email that appears to come from a known, trusted source (a dental insurance company, coworker, etc.)
• Placing a file on a website that automatically downloads when someone visits the site

In some cases, hackers find clever ways to gain access to computers that aren’t even on the Internet.

How Do You Prevent Ransomware in a Dental Practice?

The American Dental Association (ADA) reminds dental practices that the OCR has established several steps you can take to protect yourself from these attacks, including:

• Implementing in-office protocols to reduce risk
• Educate yourself and employees about how malware might enter your computer system
• Limit who has access to PHI
• Have a separate backup for patient files that can be accessed in an emergency

Also,

1. Install a firewall
2. Do not allow employees to access public wi-fi with devices that may communicate even through email with office computers
3. Keep all software and virus protection up-to-date to stay protected against emerging risks. Hackers are continually updating their malware to bypass existing security and exploit newly discovered vulnerabilities. When companies find these, they immediately push out a patch to their customers. But customers must install them promptly to become protected.
4. Be mindful about 3rd party software. Culturally, we’re so accustomed to thinking that “there’s an app for that”, that we put little thought into how safe the convenient 3rd party programs are
5. If you suspect that one of your computers has been infected, take it off the network immediately to reduce the risk of the infection spreading.
6. Only allow a knowledgeable IT professional to work with the infected computer
7. Work with your IT team to institute safety measures and track employee compliance with those measures.

Does Ransomware Impact Dentists Too? Absolutely.

Any business who would be negatively impacted by having their customer data encrypted is a possible target. As larger practices increase security, smaller entities like dental professionals find themselves a more enticing target. You can take steps to significantly reduce your risk. For more information on keeping your practice safe, follow our blog.