Data Loss Prevention for Healthcare
Data loss prevention (DLP) is essential to protect healthcare information. In an industry where the consequences of data loss are severe it’s important to understand common DLP scenarios, regulatory compliance data loss prevention strategies, and best practices to effectively secure your patient data.
In today’s healthcare industry, safeguarding sensitive patient data is critical, as breaches can compromise privacy, alienate patients, and violate Health Insurance Portability and Accountability Act (HIPAA) rules. DLP technology can protect this information, assuring trust and compliance.
The consequences of data loss are severe, including substantial fines, reputational damage, and legal repercussions. This guide explores common DLP scenarios in healthcare organizations, HIPAA-compliant data loss prevention strategies, and best practices to secure your patient data effectively.
Understanding Data Loss Prevention in Healthcare
Data Loss Prevention (DLP) in healthcare refers to security tools and strategies that identify and prevent patient data from intentional or accidental exposure. This includes unauthorized access, sharing, or leaking of sensitive personal health information (PHI) such as medical records, insurance details, or payment information. DLP strategies focus on identifying, monitoring, and securing data across digital platforms to prevent unauthorized access, sharing, or leakage, ensuring patient privacy and regulatory compliance.
HIPAA’s Role in Data Protection
HIPAA plays a critical role in regulating data protection in healthcare. It mandates stringent security measures, such as encryption, access controls, and audit trails to safeguard PHI and ensure confidentiality. HIPAA data loss prevention medical strategies align with these requirements to help healthcare providers, insurers, and business associates avoid substantial fines and legal consequences associated with non-compliance.
And these fines and legal consequences to healthcare providers are significant. In 2024, the U.S. Department of Health and Human Services Office for Civil Rights (HHS OCR) levied USD $12.84 million in fines for HIPAA violations related to data breaches. There are fines for criminal and civil violations:
Criminal violations: USD $50,000 to $250,000 for those violations made by an individual. Guilty parties may face restitution payments and potential prison time.
Civil violations: USD $141 to $2,134,831 per violation depending on the level of culpability.
Healthcare’s Data Breaches
Healthcare organizations are particularly vulnerable to data loss due to the large volume of sensitive information they handle, like social security numbers and medical histories, combined with a heavy reliance on digital systems such as electronic health records (EHRs) and cloud platforms. These systems are susceptible to cyberattacks, human error, and insider threats.
Case in point: The HHS OCR showed that healthcare data breaches reached an all-time high in 2024. There were 14 data breaches involving more than 1 million healthcare records, affecting 237,986,282 U.S. residents. This amounted to 69.97% of the nation’s population. And IBM’s 2024 Cost of a Data report cited healthcare’s unenviable position of being the top costliest industry for data breaches at USD $9.77 million.
Comprehensive DLP measures help mitigate these risks, protecting your patients’ trust and preventing the severe financial and reputational damage caused by data breaches.
Common Data Loss Scenarios
Look at Your Employees
Employee error is a leading cause of data loss in healthcare. Unintentional actions, such as sharing confidential documents via unsecured email, misconfiguring system settings, or falling victim to social engineering scams like phishing, can expose your patients’ sensitive data. In fact, a 2024 Ponemon Institute report surveyed 648 IT and IT security practitioners in healthcare organizations who were responsible for cybersecurity strategies. Fifty-two percent (52%) of those surveyed said they were very concerned about employee error and negligence, with 48% saying they were worried that employees did not understand the confidentiality and sensitivity of data sent via email. The report also revealed the following:
31% of data loss or exfiltration incidents were due to employee negligence
31% of data loss came as the result of employees not following policies
21% of data loss resulted from employees sending PHI or PII to an unintended recipient via email
20% cited privilege access abuse for data loss
13% of data loss resulted from social engineering incidents
12% pointed to phishing as the cause of data loss
These mistakes, often due to lack of training, highlight the need for robust DLP policies for your healthcare organization. Of those taking part in the Ponemon survey, 71% said they were taking steps to address the risk associated caused by employees, with 59% stating they conduct regular awareness and training programs.
Data protection strategies, such as comprehensive employee training and robust DLP policies, significantly reduce your data loss from employee errors in healthcare by enhancing awareness of data sensitivity and secure handling practices.
Disgruntled Employees and Contractors are Threats
Insider threats pose a significant risk to your healthcare organization. Malicious actors within the organization, such as disgruntled employees or contractors, may intentionally leak or sell your patient data for profit or personal gain. These threats are harder to detect, making proactive monitoring and access controls critical components of DLP strategies. But why are these threats more difficult to detect?
In their 2024 Insider Threat report, Cybersecurity Insiders conveyed that the main drivers and enablers behind insider attacks stemmed from the following:
39% are from a complex IT environment as ore employees are accessing networks, with technology becoming more complex
37% come from global and technological complexities in the form of globalization and new technologies such as AI and IoT
33% are from inadequate security measures like insufficient data protection and no consistent policies
32% are as a result of lack of employee training and awareness
31% come from weak enforcement policies
DLP strategies, such as proactive monitoring and role-based access controls, can help you mitigate insider threats in healthcare by restricting data access to authorized personnel and detecting suspicious activities early.
External Breaches a Growing Concern
Hackers increasingly target healthcare systems to steal sensitive data. Cybercriminals exploit vulnerabilities in digital infrastructure, such as unpatched software or weak passwords, to gain unauthorized access to patient records. From January 1, 2025 to May 6, 2025, the HHS OCR Wall of Shame breach portal showed breaches affecting the number of individuals ranging from 500 to 5,556,702 for separate covered entities, with the largest being a Connecticut-based health system.
DLP strategies like performing regular security updates and advanced threat detection are essential to combat these attacks.
Theft and Loss: Assets on the Run
Physical theft or device loss remains a persistent threat to data security. Lost or stolen laptops, unsecured USB drives, or improperly disposed paper records can lead to significant breaches.
In its first half 2024 data breach report, the HIPAA Journal found that there were 13 incidents involving the loss or theft of electronic devices containing ePHI and paper records. This was 85.7% more breaches than in H1 2023 and 62.5% more than in H2 2023. The reported incidents involved unencrypted laptops and other portable electronic devices.
Implementing encryption, secure disposal protocols, and device tracking can help you mitigate the risks associated with physical data loss.
Key Components of a Healthcare DLP Strategy
Data loss prevention best practices in healthcare are essential for protecting sensitive patient data and ensuring compliance with HIPAA regulations. These strategies mitigate risks from employee errors, cyberattacks, insider threats, and device loss, which can lead to substantial fines and reputational harm. By implementing robust DLP security measures, you can enhance data security and maintain patient trust. Let’s look at key best practices to effectively strengthen your DLP efforts.
Comprehensive Policies and Training: Establish clear guidelines on data handling and continuous staff education. Foster a security-aware culture in your healthcare organization. Conduct regular training sessions that cover phishing awareness, secure data sharing, and proper device usage to reduce vulnerabilities. Create well-defined policies that outline protocols for reporting incidents and maintain accountability across all levels of the organization.
Secure Cloud Backups: Use robust, encrypted secure cloud backups for hospitals and other healthcare organizations to store copies of patient data offsite. This ensures data loss incidents do not lead to permanent loss of critical patient records. Test backup systems regularly to verify data integrity and accessibility during recovery scenarios. Configure automated backup schedules to maintain up-to-date copies, minimizing downtime and data loss risks.
Backup and Secure Key Infrastructure: Safeguard critical systems involved in data processing through a backup and secure key infrastructure. Reduce the risk of downtime and operational disruption after a data loss event. Maintain redundant systems to ensure continuous access to essential services during outages. Monitor infrastructure security proactively to detect and address vulnerabilities before they can be exploited.
Regular Audits and Risk Assessments: Identify vulnerabilities in IT systems and workflows. Adapt policies and technologies to emerging security trends. Perform regular audits to ensure compliance with HIPAA and other regulations. Update your risk assessment protocols to incorporate lessons learned from recent cybersecurity incidents.
Incident Response and Reporting: Establish a documented procedure for investigating data loss, notifying authorities, and mitigating damage. Train staff regularly to execute the response plan swiftly and effectively during a data breach. Communicate transparently with affected patients and regulatory bodies to maintain trust and compliance.
In addition, the U.S. Department of Commerce’s National Institute of Standards and Technology (NIST) provides a cybersecurity framework where you can learn more about how to manage and reduce your cybersecurity risks.
Implementing a DLP Program in a Healthcare Organization
A robust DLP program is essential for safeguarding sensitive patient data and ensuring your regulatory compliance. This process involves a structured approach to identifying, securing, and monitoring data across all systems to mitigate risks effectively. Let’s look at the following phases you should follow to establish a DLP program in your healthcare organization.
Phase 1: Discovery and Classification - Map out locations of sensitive data across on-prem and cloud repositories. Identify all of your data types, including patient identifiers and medical records, to prioritize protection efforts. Categorize your data based on sensitivity in order to apply appropriate security controls.
Phase 2: Policy Definition - Define rules for data handling, encryption requirements, and identity management. Establish clear protocols for your employee access and data sharing to align with HIPAA compliance. Update your policies regularly to address emerging threats and regulatory changes.
Phase 3: Deployment and Integration - Integrate DLP tools with existing workflows, EHR systems, and backup solutions. Test the integration thoroughly to confirm compatibility and effectiveness across all platforms. Train your staff on using these tools to maximize adoption and minimize disruptions.
Phase 4: Continuous Monitoring and Optimization - Regularly review and update your DLP settings as threats evolve. Identify indicators of compromise, activate threat hunting technology, and take other preventative security measures to prevent data loss. Analyze monitoring data to detect patterns of suspicious activity early. Optimize your DLP tools based on audit findings to enhance performance and security
Moving Ahead with Data Loss Prevention
A strong DLP healthcare strategy significantly reduces data breaches, protects sensitive patient information, and ensures compliance with HIPAA regulations, fostering patient trust and operational integrity. By prioritizing these measures, organizations can mitigate risks and avoid costly repercussions.
To stay ahead, healthcare providers should regularly update policies, invest in staff training, and integrate modern data protection tools. These proactive steps strengthen your DLP efforts and safeguard patient data.
Don’t let data breaches compromise patient trust—take control today. Contact Rubrik Sales for cutting-edge DLP solutions, from encrypted, secure cloud backups to real-time threat monitoring, ensuring HIPAA compliance and robust protection. Get personalized guidance on deploying data loss prevention best practices now!