Not everyone who needs your systems works inside your building. Medical directors review charts from their own offices. Visiting therapists and consultants document from the road. Administrators check in from home on weekends. Corporate staff may need access across multiple facilities. Remote access makes all of this possible, but it also opens a door that attackers actively look for.
Exposed remote access, especially without multi-factor authentication, is one of the most common ways ransomware operators get into healthcare networks. Here is how to provide remote access responsibly.
Often the safest approach for occasional users. The user connects to a hosted desktop or a browser-based portal, and data stays inside your environment rather than on the personal device. Copy, paste, printing and file transfer can be restricted.
A virtual private network creates an encrypted tunnel into your network. It works well for staff on managed laptops, but it can expose more of your network than necessary if not configured carefully.
Newer approaches grant access to specific applications rather than the whole network, and check user identity and device health every time. These can be more precise than a traditional VPN.
Remote desktop ports exposed directly to the internet
Shared remote access accounts
Remote access tools installed ad hoc by staff or vendors
Unmanaged personal computers with full network access
Enforce multi-factor authentication for every remote user, with no exceptions for executives or physicians
Use individual accounts, never shared logins
Prefer authenticator apps or hardware keys over text messages
Lock accounts after repeated failed attempts, and alert on them
Set up conditional access rules, such as blocking sign-ins from countries where you have no staff
Apply the minimum necessary principle.
A medical director may need the EMR, not the finance share
A visiting therapist may only need the records of residents on their caseload
Administrators may need email and reports but not server management tools
Vendors should get time-limited access to specific systems only
Role-based access and network segmentation make this possible. Remote users reaching only what they need reduces the damage if an account is compromised.
Remote access is only as safe as the device used.
Require encryption, screen lock, current operating system updates and endpoint protection on any device that connects
Use device compliance checks that block outdated or unmanaged devices
Provide facility-owned laptops to frequent users where possible
For personal devices, use a virtual desktop or browser-only access that does not store data locally
Remind users to avoid public computers and to be careful on public Wi-Fi
Record who signed in, from where and when
Review logs for unusual patterns, such as access at odd hours or from new locations
Alert on repeated failures followed by a success
Retain logs long enough to support investigations
HIPAA requires audit controls and regular review of information system activity. Remote access logs are a high-value area for that review.
Third parties are a frequent weak link.
Use named accounts with MFA, not shared vendor logins
Grant access only for scheduled work, and disable it afterward
Record who connected and what was done
Include security expectations in contracts and business associate agreements
Review the list of vendors with access at least quarterly
Every quarter, ask which remote users still need access. Physicians change practices, consultants finish projects and employees leave. Remove unused accounts promptly.
A one-page remote access policy should state who is eligible, which methods and devices are approved, authentication requirements, what data can be stored locally, how to report loss or suspicious activity and the consequences of misuse. Provide a short training session for new remote users.
Plan what happens if a remote user reports a lost laptop or a suspicious login prompt. IT should be able to disable the account, revoke sessions and wipe the device quickly. Include those steps in your incident response plan.
UnityCare IT designs and monitors secure remote access for healthcare organizations, including MFA, virtual desktops and vendor access controls. If your remote access has grown organically, we can review it with you and help tighten it up.
Call or text: 405-285-3845
New customers: start@unitycareit.com
Existing customers: support@unitycareit.com
Address: 2524 N Broadway Ste 554 PMB 947974, Edmond, Oklahoma 73034