If you manage a billing department, consider these data security precautions

Data breaches are a very real and present threat for billing departments. Particularly in high impact industries such as healthcare, billing departments see hundreds of thousands of patient credit cards, insurance information, and more come across their desks and inboxes. Protecting that data is critical to the success of your business and the reputation of your brand. To make sure you are doing all you can to keep your billing data safe and secure, here are five data security precautions you should keep in mind.

Passwords are your first line of defense

Large data breaches are often linked back to a simple and common problem: bad passwords. Even today in a heightened digital security environment, there are a number of common mistakes that can have serious consequences when it comes to protecting online information.  Using strong passwords should be a top priority. That means passwords that are unique to the account, that are easy to remember but hard to guess, and that are complex enough to deter or at least slow down the hackers looking to make an easy buck.

Security software needs to be kept up to date

Your anti-virus software is an important asset in keeping your confidential data confidential. Don’t let cyber-criminals gain access to patient data or billing information because you forgot to run an update. Make sure your devices and software programs are current, are of high quality from a trusted vendor, and are doing what you count on them to do day in and day out, keep intruders out and your data in.

Encrypt customer data

It’s well worth asking your IT team to encrypt all sensitive information that you have in your networks. Using extensive firewalls and strong encryption will help protect your electronic information. It’s the equivalent of shredding paper bills and documents, which you should also be doing on behalf of your customers. To take your security efforts one step further, consider taking additional measures to protect sensitive credit card and ACH payment information, by replacing numbers with X’s when displaying private information, and never storying security code numbers.

Ensure you are in compliance

Compliance is an important part of why you need to keep customer data safe and secure. If you are not in compliance, not only is that information at risk, but your business is at risk of heavy fines and citations that could do your company real harm. Review the security standards outlined by institutions such as The Payment Card Industry Security Standards Council (PCI SSC), and make sure you comply with their standards. If your invoice-to-cash process is outsourced, work with a company that is SSAE16 audited. This will help you ensure that you are crossing your T’s and dotting your I’s.

Make sure your bills are accurate the first time

Consider using advanced bar coding and scanning technology to ensure the right bills are being sent to the right customers. This same bar coding can help you track each and every invoice from processing to delivery to your customers local post office. This can help you ensure that your customer billing information is not falling into the wrong hands after it leaves your office.

Sleep Better at Night

Worried about your data? Relax! HF Services Records Management has you covered. You’ll always know your data is safe, whether it needs to be stored, managed or securely destroyed. Choose the solution that works for you, anywhere throughout Georgia. Contact us today, and be a little happier by tomorrow.

 

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