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The Datamax Thinking Blog

Educating, collaborating, and sparking ideas for maximizing the technology that matters.


The 6 Things You Should Never Do When It Comes to Cybersecurity

Security isn’t always top of mind, especially when it comes to your employees. Make sure you and your employees aren’t doing any of these six things.

We’ve all had that “kick yourself” moment after something you had a second thought about tragically comes to fruition. We know it could have been prevented, and it was just plain stupid to not have taken the simple steps needed to prevent the mistake.

We take a lot for granted as humans, especially when it comes to securing our data. In fact, did you know that in your office right now it’s likely that 40% of your employees have their passwords stored on their devices in a Word document? Almost half! Not so secure right? 

Despite all the cyber security threats you hear about in the news, the simple fact is that the people within your business are far more of a threat than any software application that you are using. If you’ve ever had second thoughts about your company’s cybersecurity, take a few minutes to check yourself and make sure that you are NOT doing any of the following:

Topics: Information Technology Did you know? Managed Network Services Digital Security Healthcare Solutions Legal Solutions Network Management IT Consulting Technology Pain Microsoft Gold Partner Network Security

19 Reasons Why It’s Hard to Say How Much a Copier Costs

While it’s annoying to hear “it depends” when you ask us how much a copier is, it’s also the truth. Here’s why.

One of the most common questions (if not THE most common question) every copier dealership is asked is some variation of “How much is a copy machine going to cost me?”

Our sales team is asked that all the time.

The answer is (really!): it depends.

I’ll explain why.

Topics: Printer Management Solutions Canon Color Copier Multifunction Copier Digital Copiers Healthcare Solutions Office Equipment Legal Solutions Leasing

Four Things You Should Know About HIPAA Compliance

Complying with HIPAA is impossible if you don't know where to start. These four business tips will help you get started AND help your business.

With so many rules and acronyms, maintaining a HIPAA-compliant medical office can be a daunting task. Here’s a high-level recap so you can keep your eye on patient care. 

Topics: Security Digital Copiers Digital Security Healthcare Solutions Privacy Document Management Network Management Document Security Cloud Cybersecurity

Who Needs a Cybersecurity Risk Assessment? You.

You want to be HIPAA-compliant? You need to perform a risk assessment with the help of a Certified HIPAA Professional (CHP).

It's impossible to watch the news without weekly revelations of some new data breach – Target, Equifax, the WannaCry virus, and even teddy bears have been in the news.

As cybercrime continues to pay, attacks and breaches will continue and will especially affect unprepared businesses.

One industry is squarely in the crosshairs of hackers – healthcare.

Topics: Digital Security Healthcare Solutions Privacy Network Management Document Security HIPAA Network Security Cybersecurity

Healthcare Provider? Cure Your IT Ailments with Business Continuity

Keeping your patient data properly backed up and protected will help you focus on what matters most the patients you care for.

As a healthcare provider, you know your patients are the number one priority. Part of your obligation to them is to keep their health-related information as confidential as possible.

Topics: Managed Network Services Healthcare Solutions Network Management Cloud Business Continuity Disaster Recovery Cybersecurity

How to Restrict Access to Protected Health Information on Paper to Maintain HIPAA Compliance

You want to help patients and not put them at risk from a data breach. Keep them and HIPAA happy by following these straightforward tips to handle your paper-protected health information.

You spend a lot of time staying on top of your electronic health records, but you can't ignore the file cabinets filled with patient information on paper. A completely paperless operation is a dream for many health companies. Until you can achieve that digital goal, you need an effective way to restrict access to your hard copies.

Topics: Healthcare Solutions Document Management

Are Paper Patient Files Slowing Down Your Doctor's Office?

Every improvement you make in office organization gives doctors and patients more time to communicate.

The call on hold blinks on the other line. As you cradle the phone on your shoulder, you talk calmly to a supplier about another late shipment of office supplies. Soon you'll be late for a staff meeting.

It's all you can do to keep your doctor's or medical office running smoothly. It's not like other businesses -- your customers are patients who are healing and have concerns about their condition. Doctors, nurses, and other staff don't want any delays in delivering care due to back-office problems. Every improvement you make in office organization gives doctors and patients more time to communicate.

Topics: Healthcare Solutions Document Management

Keeping Your Digital Copiers Secure in a Healthcare Office

The multifunction copier is covered in the Information Technology for Economic and Clinical Health (HITECH) Act and the HIPAA Security Rule. It's considered a machine that stores, transmits, receives, or creates protected health information.

The Health Insurance Portability and Accountability Act (HIPAA) of 1996 is 20 years old, so you have a lot of experience with following its requirements. Your healthcare office has several security measures in place to stay HIPAA compliant, but you may be overlooking a key area: your digital copiers. Here are a few ways you could be compromising your patients' health information due to this oversight.

Topics: Healthcare Solutions Office Equipment Cybersecurity Managed Compliance Services

HIPAA and Cloud Compliance in Healthcare

Cloud-based document management solutions can make you a better care provider, as long as you do your homework.

As a healthcare office manager, you have distinct goals, not the least of which is to make sure that staff can access medical records at a moment's notice, as this can sometimes make the difference between life and death. To address this, you might feel that the cloud is the tool to use.

However, you also have to protect patients' medical information. The cloud has experienced several newsworthy failures to protect personal information lately, and you don't want your patients' records to be newsworthy, too. Considering your need to protect patient privacy and comply with HIPAA regulations, you might even want to avoid using the cloud altogether because it's too big a risk.

Topics: Healthcare Solutions Document Management

Document Access and Security: Copiers Are Key

For organizations that have to accommodate less voluminous records and for those organizations that only need to convert documents from the day record digitization begins, many copiers will be up to the task.

It is absolutely vital that records are readily accessible to ensure that your patients receive the best care possible. This means that every organization, from the largest hospital to one-person general practitioner practices, needs to be able to obtain patient records. Every individual involved in a patient's care, from doctors to nurses, need to be able to view a patient's medical history.

While access is key, HIPAA (Health Insurance Portability and Accountability Act) and the HITECH (Health Information Technology for Economical and Clinical Health) Act have established strict standards for ensuring the security of those records. A balance must be struck between access and security.

When seeking to find that balance, paper records can hold you back and make compliance more difficult. Paper records are difficult to share and not inherently secure, since documents can be lost, misplaced, or stolen.

Topics: Healthcare Solutions HIPAA