Training Your Dental Practice Team to Combat Cyber Threats

You and your practice staff are already on the frontlines of the fight against tooth decay. During your training to become dental professionals, you likely didn’t expect the need to master fighting cybercrime as well.

In the digital age, dental practices must fortify their defenses against evolving cyber threats. The good news is that the skills necessary to prevent cyberattack are not unlike those needed for establishing an oral health routine. Education, regular care and healthy habits top the list. 

Here are several ways dental practice owners can empower their teams to enhance cybersecurity: 

Education on common threats. Initiate training by educating your staff about prevalent cyber threats. Provide examples of phishing emails, ransomware and other types of cyberattacks to illustrate how these threats can manifest in a dental practice setting. Offer insights into the tactics cybercriminals use to deceive and compromise systems. One great resource comes from the podcast “Nobody Told Me That!” In episode 113, Teresa Pichay of the California Dental Association and Colette Johnson of TDIC share real-life stories and offer valuable insights into protecting sensitive patient information and staying compliant with HIPAA regulations. 

Regular training sessions. Conduct periodic training sessions to keep your staff updated on the latest cybersecurity practices and threats. Cybersecurity is an evolving landscape, so continuous education is key. Encourage active participation and provide resources to reinforce the training material. 

Simulated phishing exercises. Implement simulated phishing exercises to test your staff's ability to recognize and respond to phishing attempts. This hands-on approach allows employees to experience real-life scenarios in a controlled environment, helping them identify red flags and respond appropriately. Many cybersecurity consultants offer security awareness training and simulated phishing exercises. 

Establish protocols and reporting mechanisms. Make sure your staff have clear protocols to follow in a suspected cyber threat. TDIC’s Cyber Event Checklist is a good place to start when establishing your own protocols. You can also post in your office the seven steps to take if you experience a cyber breach (see Liability Lifeline 2023 Volume 3, page 11). Encourage open communication and provide a straightforward reporting mechanism for any potential security concerns. Ensure all staff members understand the escalation procedures. 

Access control and password management. Train your staff in secure access control and password management. Emphasize the importance of strong, unique passwords and the necessity of regularly updating them. Implement two-factor authentication for added security. To assist in creating and using strong passwords, consider using a password-saving program like LastPass or 1Password. 

Software updates and patch management. Educate your team on the significance of timely software updates and patch management. Ensure they understand the role these updates play in fixing vulnerabilities and protecting the practice's systems. Patch management is simply the process of applying updates to software, drivers and firmware for protection against possible weaknesses. In addition to enhancing security, patch management also guarantees the best operating performance of digital systems, boosting practice productivity. You can work with your IT provider on patch management, or a class of software called “managed services” can automate the process for you. 

Cybersecurity best practices in patient interactions. Train staff on maintaining patient data confidentiality and secure data transmission. Highlight the significance of secure communication channels and the secure handling of patient information.

It doesn’t take a cape or mask to fight cybercrime. Cybersecurity is an ongoing effort, and regular training and education are crucial to staying ahead of the evolving risks. For additional protection, risk management experts recommend investing in the services of online security consultants, industry webinars and online training platforms that offer cybersecurity courses tailored for health care professionals.

TDIC policyholders can contact the Risk Management Advice Line for additional guidance. 

TDIC’s Risk Management Advice Line is a benefit to TDIC policyholders. To schedule a consultation with an experienced risk management analyst, visit tdicinsurance.com/RMconsult or call 1.877.269.8844.