Dental Data Backups in 3-2-1
One of the many successful Space X launches
A few weeks ago I sat with my kids as we saw America enter into a new age in space. It always amazes me how many systems and protocols have to go right in order for the mission to go smoothly. With lives on the line everything is redundant and backed up so that even in the case something goes wrong, the mission will go right.
We rely on the same principles of backups and contingency plans in the dental office and for HIPAA. Your patients and their data are at the heart of your practice and you rely on your Practice Management Software and computer system to be working. If your Practice Management Software is unavailable, the time and effort to rebuild your transcriptions, billing, appointments, health history, etc. could cost you valuable time and money. To ensure that doesn't happen, it's easy as the lift off countdown 3-2-1!
3 copies of your data
2 different locations
1 back-up everyday (minimum)
The 3-2-1 concept is pretty simple. Your data most likely resides in just a few places. All of your files need to be backed up on to 3 different devices, 2 on site and 1 off site. This is where a Network Attached Storage (NAS) device can be immensely helpful. With a NAS you can automatically back up your data at your office and off site.
A more robust solution is creating your server on a virtual machine, and then backing up the virtualized server. That way you backup your whole server not just your data. This set up allows for your system to always be available so you are always up and running.
I recommend the 3rd copy of data, and 2nd site as a NAS in your home office. You are probably already taking steps to secure your home office, making it a perfect 3rd spot. You pay for the hardware once, and ensure that your data is backed up securely off site. With the Synology NAS solution we recommend, you get a 256-bit military grade encryption at your office and the off-site location, plus if something were to go wrong at the offsite location, the backup would be secured. All of these steps are part of a HIPAA plan you can put into place.
If you don't have very much data, or you have an integrated solution, a cloud solution may work better in your case. There has been a lot of controversy over this in the dental industry, as ransomware has taken its toll. If you choose this option, do your homework, read the fine print, and ensure that your insurance (or theirs) covers ransomware. Training and security should be an important part of your procedures and with precautions, this can be a great solution for the right dental practice.
The last step, the daily backup, is often the most difficult, or the easiest depending up on your solution. With a Synology NAS, you can easily set up your backup to be automated every day. And if something is not right, it will notify you. Integrated cloud services also are able to automate the process, and backup your practice management software, some may or may not also automate saving images. Either way, ensure everything you need is backed up and automatically taken care of daily.
Each dental practice is unique. Let us help you achieve peace of mind with the right backup and server solution. Use the latest in technology to your advantage in automating those important tasks, and have the system let you know if something is not right. Schedule a consult today to see what we can do to help.
Two Synology network attached storage devices, the DS918+, tested with Dentrix, EagleSoft and OpenDental.
