How can you protect patient records during natural disasters?

1 Assess the risks

The first step to protect patient records during natural disasters is to assess the potential risks and impacts of different scenarios on your record-keeping system. For example, you should consider the likelihood and severity of power outages, water damage, fire hazards, theft, vandalism, or cyberattacks. You should also identify the critical functions and processes that depend on patient records, such as billing, referrals, prescriptions, or quality assurance. Based on your risk assessment, you can prioritize the most important records and actions to protect them.

2 Backup and encrypt

The second step to protect patient records during natural disasters is to backup and encrypt your data regularly and securely. You should have multiple copies of your records in different locations and formats, such as cloud-based services, external hard drives, flash drives, or CDs. You should also encrypt your data to prevent unauthorized access or tampering, and use strong passwords and authentication methods. You should test your backup and encryption systems periodically and update them as needed.

3 Plan and communicate

The third step to protect patient records during natural disasters is to plan and communicate your emergency procedures and policies with your staff, patients, and partners. You should have a written disaster recovery plan that outlines the roles and responsibilities of your team, the steps to follow in case of an emergency, the resources and equipment needed, and the contact information of relevant parties. You should also communicate your plan with your patients and inform them of their rights and options regarding their records. You should also coordinate with your partners, such as other providers, insurers, or regulators, to ensure compliance and collaboration.

4 Secure and relocate

The fourth step to protect patient records during natural disasters is to secure and relocate your records if possible and necessary. You should lock and protect your paper records in fireproof and waterproof containers or cabinets, and store them in high and dry areas. You should also disconnect and move your electronic devices and media to safe locations, or use battery-powered or solar-powered devices if available. You should also consider transferring your records to another facility or provider if your location is unsafe or inaccessible.

5 Recover and restore

The fifth step to protect patient records during natural disasters is to recover and restore your records as soon as possible after the event. You should assess the extent and nature of the damage or loss of your records, and report any breaches or incidents to the appropriate authorities. You should also retrieve and restore your backup copies of your records, and verify their accuracy and completeness. You should also notify and assist your patients and partners with any issues or requests related to their records.

6 Review and improve

The sixth and final step to protect patient records during natural disasters is to review and improve your record-keeping system and practices based on your experience and feedback. You should evaluate the effectiveness and efficiency of your disaster recovery plan, and identify any gaps or weaknesses. You should also solicit and incorporate the input and suggestions of your staff, patients, and partners, and implement any changes or improvements. You should also update your risk assessment and backup and encryption systems, and train your team on the new procedures and policies.

7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?