Preparing To Practice - IT

Preparing to Practice Computers & IT Presentation by Ofer Shimrat April 19, 2008

Introduction Introduction HIPAA Compliance Medical Applications Network Topology Wired or Wireless Desktop H/S Server H/S Network H/S Security H/S Backup & DR Insurance Productivity

Health Insurance Portability & Accountability Act Medical Applications determine your needs Network Architecture & Types of Networks Wired Network or Wireless Network Desktop Hardware & Software Recommendations Server Hardware & Software Recommendations Network Hardware & Software Recommendations Network and Computer Security Backup Strategies and Disaster Recovery Insurance to protect your computer assets Productivity and Feature-Rich Enhancements Computer Best Practices and Conclusion

Conclusion 2

HIPAA Compliance Introduction HIPAA Compliance Medical Applications Network Topology Wired or Wireless Desktop H/S Server H/S Network H/S Security H/S Backup & DR Insurance Productivity Conclusion

Health Insurance Portability and Accountability Act Enacted August 21, 1996 Applies to Health Plans, Providers & Clearinghouses Protects all “individually identifiable health information” Mandates patient record privacy in any transaction – Electronic – Paper – Oral

Requires written security standards & procedures Staff must understand security logic “Minimum necessary” use & disclosure Appointment of a security manager Inventory and catalog all “exposed” IT components Sanctions for security policy violations Only as effective as your weakest link 3

Medical Software Applications Introduction HIPAA Compliance Medical Applications Network Topology Wired or Wireless Desktop H/S Server H/S Network H/S Security H/S Backup & DR Insurance Productivity Conclusion

Software determines what hardware Small or Solo Practice Medium Size Practice Large Practice Electronic Health Record (EHR) or EMR system Medical management systems Medical equipment applications Medical imaging applications Appointment Scheduling systems Electronic patient charts & scanning Billing applications Office productivity applications Wireless hardware applications 4

Network Topology Introduction

Peer-To-Peer Network

Client/Server Network

HIPAA Compliance Medical Applications Network Topology Wired or Wireless Desktop H/S Server H/S Network H/S Security H/S Backup & DR Insurance Productivity Conclusion

Less expensive Not scalable Slower No central control More maintenance Fragmented Backup

More expensive Scalable Faster Central management Less maintenance Centralized Backup 5

Wired or Wireless Introduction HIPAA Compliance Medical Applications Network Topology Wired or Wireless Desktop H/S Server H/S Network H/S Security H/S Backup & DR Insurance Productivity Conclusion

Wired – – – – – – – –

Faster (10/100/1000 Mbps) More secure Always on and connected but more preparation Professionally installed same time as Telco wiring Use CAT 5e or CAT 6 Ethernet cabling Concentrate to patch panel and label clearly Wire enough drops for the future office needs Diagram & document your office wiring

Wireless – – – – – –

Slower (11/22/54/108/125/240 Mbps) Less secure May have blind spots but more convenient Wi-Fi 802.11 a / b / g / n / i standard Bluetooth standard Use encryption with password protection 6

Desktop Hardware & Software Introduction HIPAA Compliance Medical Applications Network Topology Wired or Wireless Desktop H/S

YES

NO

MS Windows XP Professional SP2

MS Windows XP Home Edition

MS Windows Tablet PC Edition SP2

MS Windows XP Media Center Edition

MS Windows Vista Business SP1

MS Windows Vista Home

MS Office 2003 SP3 or MS Office 2007 SP1

Open Source, Star Office, Corel

Commercial software with tech support

Unsupported shareware without help

Intel Core 2 Duo or Core 2 Quad processor

Intel P4 or AMD processors

2,048 MB (=2 GB) of RAM or more

256 MB of RAM or less

SATA II hard drive >= 80 GB

PATA or EIDE hard drive of any size

Security H/S

TFT flat screen >= 19 inch diagonal

CRT monitor of any size

Backup & DR

USB 2.0 or Firewire 400/800 ports

USB 1.1 ports or No USB ports

Power Supply >= 410 watts V 2.2

Power Supply < 250 watts

DVD-RW dual layer and CD-RW

CD ROM

Productivity

2 or more expansion slots

1 or no expansion slots

Conclusion

Extended parts/labor warranty

No warranty or closeout sale

Server H/S Network H/S

Insurance

7

Server Hardware & Software Introduction HIPAA Compliance Medical Applications Network Topology Wired or Wireless Desktop H/S Server H/S Network H/S Security H/S Backup & DR Insurance Productivity

The heart of your network & greatest IT asset Professionally installed/configured/maintained 64 bit server grade hardware components Server grade chassis & expansion slots Redundant power supplies and cooling fans Redundant Array of Independent Disks (RAID) Extended warranty & replacement service MS Windows 2003/2008 Server (various editions) MS Exchange 2003/2007 (various editions) MS Windows Small Business Server 2003 (2 editions) Security groups & privileges Intranet, Internet & Extranet Remote login, server resources & privileges

Conclusion 8

Network Hardware & Software Introduction HIPAA Compliance Medical Applications Network Topology Wired or Wireless Desktop H/S

YES

NO

Network Switch

Network Hub

Separate Wired/Wireless devices

All-In-One Wired/Wireless device

UPS Battery Backup with USB connection

Surge Protector or plain power strip

Laser printer with network connectivity

Inkjet printer with local connectivity

Cable modem, DSL modem, T1

Dial Up account or ISDN

Server H/S

Document Scanner/Fax with ADF tray

Portable single sheet scanner

Network H/S

Network based fax for all users

Single line modem for one user

Hardware Firewall

Software Firewall or No Firewall

128 bit wireless encryption with passkey

No wireless encryption and no passkey

Change default passwords & document

Leave default passwords or no document

Insurance

Fill out warranty registration & send

Throw away warranty cards or ignore

Productivity

Professionally installed cabling with jacks

Cables on floor or hanging from ceiling

Air conditioned facilities & air flow

Heaters next to computer equipment

Security H/S Backup & DR

Conclusion

9

Security Hardware & Software Introduction HIPAA Compliance Medical Applications Network Topology Wired or Wireless Desktop H/S

Hardware Firewall appliance Anti-Virus software or hardware equivalent Anti-Spam software or hardware equivalent Anti-Spyware software or hardware equivalent Authenticated user security & passwords Encryption software or hardware equivalent

Server H/S Network H/S Security H/S Backup & DR Insurance Productivity Conclusion

INTERNET

Firewall

Anti-Virus Anti-Spam

SERVER

Anti-Spyware 10

Backup & Disaster Recovery Introduction HIPAA Compliance Medical Applications Network Topology Wired or Wireless Desktop H/S Server H/S Network H/S Security H/S Backup & DR Insurance Productivity Conclusion

Data as your most important asset Nightly Backups with verify logs Full, Differential, Incremental backups Rotation of backup devices On-line, On-Site and Off-Site rotation Recommend external USB/eSATA drives Backup or Image Backup Software Volume Shadow Copy Operational Backups & Restores Disaster Recovery Backup, Backup, Backup 11

Insurance Introduction HIPAA Compliance Medical Applications Network Topology Wired or Wireless Desktop H/S Server H/S Network H/S Security H/S Backup & DR Insurance

Inventory & catalog all IT components (HIPAA) Send copy to Insurance Agent/Head Office Inland Marine Coverage Flood Insurance Filed class and Non-filed class coverage Business Interruption Coverage Sprinkler Systems & Smoke Alarms Theft versus Burglary User alarm codes and monitoring Umbrella Policies

Productivity Conclusion 12

Productivity and IT Introduction HIPAA Compliance Medical Applications Network Topology Wired or Wireless Desktop H/S Server H/S Network H/S

• • • •

Communication channels (devices) employed in the organization The preferred communication method for specific scenarios The type of information appropriate for each channel (device) Response time guidelines, base on the communication method

• • • • •

Voice-Mail E-Mail Meetings Memos Phone calls

• • • •

Delete It Do It Delegate It Defer It

Security H/S Backup & DR Insurance Productivity Conclusion

Adapted from McGhee Productivity Solutions

P – Purpose of the communication A – Action and dues dates S – Supporting documentation S – Summary in subject 13

Conclusion Introduction HIPAA Compliance Medical Applications Network Topology Wired or Wireless Desktop H/S

Be HIPAA compliant Software determines what hardware Understand your network topology Choose hardware with the future in mind Backup, be secure, redundant & insured

Server H/S Network H/S Security H/S

Ofer Shimrat

Backup & DR

TEL: (858) 569-0300

Insurance

FAX: (858) 569-0303

Productivity

EML: ofer@soundoffcomputing.com

Conclusion

URL: www.soundoffcomputing.com 14