Staying HIPAA-compliant doesn’t always require major overhauls — often, it’s the small, daily habits that make or break your practice’s data security. Whether you’re a small practice or a large and multi-disciplinary one, here are seven common (and avoidable!) mistakes that can lead to a HIPAA violation, and what you and your team can do to prevent them.
1. Leaving Computers Unlocked in Shared Spaces
The risk: Anyone walking by — a patient, delivery person, or visitor — could access sensitive patient data if a device is left unlocked.
How to avoid it:
- Train staff to lock their screens every time they step away.
- Enable automatic timeouts after a few minutes of inactivity.
2. Using Shared or Generic Logins
The risk: If everyone logs in as “Front Desk,” it’s impossible to audit who accessed what. It also invites password sharing, a big no-no under HIPAA.
How to avoid it:
- Give every team member their own unique login.
- Use role-based access so users only see what they need to do their job.
3. Sending PHI Over Unsecured Email or Text
The risk: Regular email and SMS are not encrypted — sending PHI this way could be considered a breach.
How to avoid it:
- Use a HIPAA-compliant messaging platform or secure patient portal.
- Get written patient consent for electronic communication (and explain the risks).
4. Ignoring Software Updates
The risk: Outdated software is a favorite target for cyberattacks and malware.
How to avoid it:
- Turn on automatic updates for browsers, antivirus software, and EMRs.
- Assign someone to check for updates weekly if automatic isn’t possible.
5. Discussing Patient Info in Hallways or Waiting Areas
The risk: Conversations can easily be overheard in public spaces — even if you don’t mention names, details may still be identifiable.
How to avoid it:
- Keep all patient discussions in private areas only.
- Use code names or initials when speaking internally in less secure zones.
6. Clicking Suspicious Emails (Phishing Attacks)
The risk: One wrong click can install malware or trick someone into giving up login credentials.
How to avoid it:
- Train staff to spot phishing (weird email addresses, urgent tone, attachments).
- Run mock phishing tests to keep your team on alert.
7. Forgetting to Sign Out of Systems
The risk: Staying logged into the EMR, billing software, or email increases the chance of unauthorized access — especially on shared devices.
How to avoid it:
- Always log out when finished — especially on shared or public devices.
- Set systems to auto-log out after inactivity as a safety net.
Most HIPAA violations aren’t the result of bad intentions — they’re caused by oversights and rushed routines. Take 10 minutes during your next staff meeting to review these common pitfalls and update your internal checklist.
Better yet, choose a platform like OptiMantra, where HIPAA compliance is built into the system — from secure messaging and role-based access to auto-logouts and audit trails — so your team can stay compliant without added stress. Try OptiMantra for free here.
