Healthcare cybersecurity: How to prevent password sharing

In the high-stakes world of healthcare, where every second counts and patient care is paramount, the temptation to share passwords can seem like a minor shortcut. Professionals in the healthcare industry can find themselves navigating a delicate balance between ensuring seamless access to critical systems and maintaining robust security protocols. However, while sharing passwords might appear to streamline workflows and enhance collaboration, the hidden risks can be far more detrimental than the immediate benefits suggest. 

From compromised patient data to potential legal and regulatory violations, the consequences of password sharing in the healthcare sector can be severe. Understanding these risks and implementing effective strategies to mitigate them is crucial. We’ll run through some of the specific challenges faced by healthcare organizations and offer some practical prevention strategies.  

Why do healthcare workers share passwords? 

Despite HIPAA regulations, healthcare workers might share passwords for a variety of reasons. Most of the time it’s likely going to come down to the fast-paced and high-stress nature of their work environment. For instance, if a nurse needs to access a patient’s medical records quickly and the regular user is unavailable, sharing a password can seem like a quick and practical solution to keep the care process moving smoothly. 

Another reason is the perception that the risk of password sharing is minimal compared to the risk of a patient not getting the right help in time. Healthcare workers might believe that the convenience outweighs the potential security risks, particularly when they are under pressure to meet patient needs and administrative requirements. Lots of workplaces claim to be ‘fast-paced’, but in healthcare, they can truly say it’s life and death. 

In some cases, the complexity of IT systems and the difficulty in remembering multiple strong passwords can also lead to password sharing. Healthcare workers might find it easier to share a single password rather than manage multiple complex ones, especially if the organization does not provide adequate tools or training to manage passwords securely. Lastly, there can be a culture of trust within healthcare teams, where sharing passwords is seen as a way to support colleagues and ensure that everyone has the access they need to do their jobs effectively.  

Why is password sharing so risky?  

While patient safety is paramount, there can be a lack of awareness or understanding of the cybersecurity risks associated with password sharing. Some healthcare workers might not fully realize the potential consequences, such as data breaches or compliance violations. These issues might not be as imminently dangerous as other problems healthcare workers deal with, but they can have serious legal and financial implications for both the individuals and the healthcare organization: 

1. Increased vulnerability to hacks: When multiple people know a password, the risk of it being intercepted or guessed increases. More people mean more potential points of weakness. For example, the serious ‘WannaCry’ ransomware attack on the UK’s National Health Service could have avoided with ‘basic cybersecurity measures.’ 
2. Account compromise: If one person’s device is compromised, all shared accounts become vulnerable. This can lead to unauthorized access, data breaches, and other security incidents. 
3. Lack of accountability: It becomes difficult to trace who did what when multiple people have access to the same account. This can complicate investigations and make it harder to enforce security policies. 
4. Data leakage: Shared passwords can lead to sensitive information being exposed. If one person mishandles the password or the data, it can result in accidental data leaks. 
5. Compliance issues: Many industries have strict regulations about data security and access control. Sharing passwords can violate these regulations, leading to legal and financial consequences for the organization. 
6. Social engineering: Knowing a password for one account can make it easier for attackers to use social engineering tactics to gain access to other accounts or systems. 
7. Password reuse: People who share passwords are more likely to reuse them across multiple personal accounts too, which can amplify the impact of a single breach. 
8. Insider threats: Trusted individuals with access to shared passwords can misuse that access, either intentionally or unintentionally, leading to security breaches. 

How to prevent password sharing in healthcare: 8 Password sharing prevention strategies for healthcare 

1. Implement strong password policies 

Before solving the problem of password sharing in healthcare, start by establishing and enforcing strong password policies. The best way to do this without making the process too cumbersome, is by encouraging the use of passphrases. This helps end users create longer passwords that they can actually remember and won’t need to write down. 

2. Use multi-factor authentication (MFA) 

Introduce multi-factor authentication (MFA) for all critical systems, like the access to the Windows environment itself. MFA adds an extra layer of security by requiring users to provide two or more verification factors to gain access. This can include something they know (password) as well as something they can quickly physically access (smartphone or security token), and something they are (biometric data). MFA significantly reduces the risk of unauthorized access, even if a password is shared. 

3. Educate and train staff 

Conduct regular cybersecurity training sessions to educate healthcare workers about the risks of password sharing. Use real-world examples and case studies to illustrate the potential consequences, such as data breaches and legal repercussions. Emphasize the importance of individual accountability and the role each person plays in maintaining security. 

4. Implement role-based access control (RBAC) 

Adopt role-based access control (RBAC) to ensure that each user has access only to the systems and data necessary for their role. If everyone has access to everything, the temptation to share accounts might be greater.  

5. Use single sign-on (SSO) solutions 

Integrate single sign-on (SSO) solutions to simplify the login process for healthcare workers. SSO allows users to access multiple applications and systems with a single set of credentials, reducing the need to remember and manage multiple passwords. This can significantly decrease the temptation to share passwords. 

6. Monitor and audit access 

Implement robust monitoring and auditing tools to track who is accessing what and when. Regularly review access logs to identify any suspicious activity or patterns of password sharing. This can help you detect and address security issues before they become major problems. 

7. Encourage reporting and feedback 

Create a culture where staff feel comfortable reporting security concerns and suggesting improvements. Encourage open communication and provide anonymous reporting mechanisms to ensure that potential issues are brought to light without fear of retribution. Use this feedback to continuously improve your security policies and practices. 

By implementing these practical steps, healthcare organizations can significantly reduce the risks associated with password sharing, ensuring both the security of patient data and the smooth operation of critical systems. 

8. Scan your Active Directory for compromised passwords 

If employees are sharing a password that has been involved in a breach, you’re risk is greatly amplified. Specops Password Policy continuously scans your Active Directory against a database of over 4 billion unique compromised passwords. Get in touch and we can set you up with a free trial.