A medical director reviewing charts from a clinic, a contract therapist documenting from a home office, a corporate nurse consultant visiting several facilities, a pharmacist checking orders after hours. Remote access is part of how modern long-term care works. It is also one of the most frequently exploited paths into healthcare networks.
Attackers look for exposed remote desktop services, VPNs without multi-factor authentication and reused passwords, then walk in through the front door. This article describes how to provide the access your clinicians need while keeping the risk reasonable.
Start with an inventory. For each person or group, document:
Name, role and employer, since many are contractors
Which systems they need to reach
How often they connect and from where
What device they use, whether facility-owned or personal
Who approved the access and when it should be reviewed
If nobody can explain why an account has remote access, that is a sign to turn it off.
Different approaches carry different risks:
Direct remote desktop exposed to the internet: avoid it. It is a favorite target for ransomware operators.
VPN with MFA: a common option, creating an encrypted tunnel to the network. Keep the VPN software and firewall patched, since VPN vulnerabilities are frequently exploited.
Virtual desktop or published applications: users connect to a controlled environment, and data stays on the server instead of the home computer. This approach reduces the amount of resident information stored on outside devices.
Cloud EHR with web access: often the simplest, since clinicians log in to a hosted application with MFA and never touch your internal network.
Whenever possible, give clinicians access only to the specific application they need, not the whole network.
A password alone is not enough for any internet-facing access. Require MFA for every remote login, with no exceptions for physicians or executives. Choose a method that works for the person, such as an authenticator app or a hardware key.
The device on the other end matters:
Facility-managed laptops: can be encrypted, patched and monitored.
Personal computers and phones: harder to control. If allowed, require up-to-date operating systems, screen locks, endpoint protection and no sharing of the device with family members.
Public computers and hotel business centers: should never be used.
A virtual desktop can reduce risk on personal devices, because data is not stored locally and copying can be restricted.
Give each person only the roles and records they need
Use time-limited accounts for contractors and locum staff
Review access when roles change or contracts end
Remove accounts promptly when someone leaves
The HIPAA minimum necessary standard and Security Rule access control requirements support this approach.
Turn on logging for remote sign-ins and review it:
Alert on logins from unusual countries or at odd hours
Flag repeated failed attempts
Review lists of active remote users quarterly
Keep logs long enough to investigate incidents
If your EHR offers audit reports, use them to look for unusual record access.
A one-page policy helps everyone understand expectations. Cover:
Approved methods and devices
Password and MFA requirements
Rules against sharing credentials or leaving sessions open
Prohibition on storing resident information on personal devices or personal cloud accounts
Requirements to report lost or compromised devices immediately
Consequences for violations
Have remote users sign it, and include it in contractor agreements, together with a business associate agreement where applicable.
Offer simple tips:
Use a home router with updated firmware and a strong Wi-Fi password
Lock the screen when stepping away
Keep family members off work devices
Be careful with printouts and dispose of them properly
Avoid discussing resident information where others can overhear
Leaving old remote accounts active after a contractor leaves
Sharing one remote login among multiple people
Skipping MFA for the medical director out of convenience
Running outdated VPN or firewall software
Allowing unencrypted personal laptops to hold resident data
Secure remote access should be easy enough that clinicians do not look for workarounds. UnityCare IT can help you review your current remote access methods, close risky exposures and set up MFA and monitoring for the people who need to connect.
Call or text: 405-285-3845
New customers: start@unitycareit.com
Existing customers: support@unitycareit.com
Address: UnityCare Technologies, 2524 N Broadway Ste 554, PMB 947974, Edmond, Oklahoma 73034-4172