How to Create and Manage HIPAA-Compliant Passwords

In this article, we will explain what are the HIPAA password requirements, what are the different types of passwords, how to create and manage HIPAA-compliant passwords, and how to use multi-factor authentication to enhance your password security.

HIPAA, or the Health Insurance Portability and Accountability Act, is a federal law that sets the standards for protecting the privacy and security of health information. HIPAA applies to covered entities, such as healthcare providers, health plans, and healthcare clearinghouses, and their business associates, such as vendors, contractors, and consultants, that handle health information on their behalf.

Why You Should Have HIPAA-Compliant Passwords?

One of the key aspects of HIPAA compliance is ensuring that health information is protected from unauthorized access, use, disclosure, modification, or destruction. This requires implementing appropriate administrative, technical, and physical safeguards, such as encryption, firewalls, antivirus software, locks, and alarms.

However, none of these safeguards will be effective if the passwords that are used to access the health information are weak, easy to guess, or compromised. Passwords are the first line of defense against cyberattacks, and they play a vital role in preventing data breaches and complying with HIPAA regulations.

Therefore, it is essential to create and manage strong passwords that meet HIPAA standards and follow the best practices for password security.

What are the HIPAA Password Requirements?

HIPAA does not specify any exact password requirements, such as length, complexity, or expiration. Instead, HIPAA requires covered entities and business associates to conduct a risk analysis and implement reasonable and appropriate password policies and procedures based on the results of the risk analysis.

The risk analysis is a process of identifying and assessing the potential threats and vulnerabilities to health information and determining the likelihood and impact of a data breach. Based on the risk analysis, the covered entities and business associates must implement password policies and procedures that address the following aspects:

• Password creation: The password policies and procedures must specify how the passwords are created, such as the minimum and maximum length, the required characters, the prohibited characters, and the use of passphrases.
• Password storage: The password policies and procedures must specify how the passwords are stored, such as the use of encryption, hashing, salting, and masking.
• Password change: The password policies and procedures must specify how often the passwords are changed, such as the expiration period, the reuse restrictions, and the notification methods.
• Password recovery: The password policies and procedures must specify how the passwords are recovered, such as the verification methods, the reset methods, and the audit trails.
• Password education: The password policies and procedures must specify how the users are educated, such as the training sessions, the awareness campaigns, and the reminders.

The password policies and procedures must be documented, implemented, reviewed, and updated regularly, and they must be enforced and monitored by the designated security officer. In addition to that, the password policies and procedures must be consistent with the other security policies and procedures, such as access control, audit control, and incident response.

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What are the Different Types of Passwords?

Passwords can be classified into different types based on the level of security and convenience they provide. The most common types of passwords are:

• Static passwords: Static passwords are passwords that are fixed and do not change unless the user changes them manually. Static passwords are easy to use and remember, but they are also easy to crack and compromise, especially if they are reused across multiple accounts or devices. For that reason, static passwords should be avoided or used with caution. Always combine static passwords with other security measures, such as multi-factor authentication or biometric authentication.
• Dynamic passwords: Dynamic passwords are passwords that are generated and changed automatically at regular intervals or after each use. Dynamic passwords are more secure and harder to crack and compromise, but they are also more difficult to use and remember. They may also require additional devices or software, such as tokens or apps. Use dynamic passwords whenever possible. All reliable and secure password generators and managers support dynamic passwords.
• One-time passwords: One-time passwords are passwords that are valid for only one login session or transaction. One-time passwords are the most secure and the least vulnerable to cracking and compromising. However, they are also the most inconvenient and the most dependent on external factors, such as network availability and device functionality. You should use one-time passwords for high-risk and sensitive operations. Make sure your OTPs are delivered by secure and reliable methods, such as SMS, email, or voice.

How to Create and Manage HIPAA-Compliant Passwords?

Creating and managing HIPAA-compliant passwords is not a one-time task. It is a continuous process that requires attention and effort from both users and administrators. Here are some of the best practices and tips for creating and managing HIPAA-compliant passwords:

1. Use strong passwords
2. Use password generators and managers
3. Don’t require regular password resets
4. Limit failed password attempts
5. Remove password hints and don’t use knowledge-based questions
6. Salt and hash your passwords
7. Secure your data using NIST password guidelines
8. Avoid common or predictable passwords
9. Use different passwords for different accounts or devices
10. Use Multi-Factor Authentication (MFA)

Use strong passwords

• Strong passwords are passwords that are long, complex, unique, and unpredictable.
• A strong password should have at least 12 characters, including a mix of uppercase and lowercase letters, numbers, and symbols.
• Avoid common words, names, dates, and patterns.
• Ensure the password is different from any other password that you use.
• Keep in mind that password length is more important than its complexity, as long as it does not include any dictionary words.

Use password generators and managers

• Password generators and managers are tools that help you create and manage your passwords.
• A password generator is a tool that creates random and secure passwords for you, while a password manager is a tool that stores and fills your passwords for you.
• Password generators and managers can save you time and hassle. They can also prevent you from forgetting or losing your passwords.
• Use only password generators and managers that are reputable, trustworthy, and compliant with HIPAA standards.

Don’t require regular password resets

• Requiring regular password resets can be counterproductive and harmful to password security.
• Studies have shown that forcing users to change their passwords frequently can lead to password fatigue, password reuse, and password simplification. This can make passwords more vulnerable to attacks.
• Instead of requiring regular password resets, you should monitor the password activity and alert the users of any suspicious or strange behavior, such as failed login attempts, unusual login locations, or unauthorized access attempts.
• You should also encourage the users to change their passwords voluntarily if they suspect that their passwords have been compromised or exposed.

Limit failed password attempts

• Limiting failed password attempts can prevent brute force attacks, which are a type of cyberattack that tries to guess the passwords by using trial and error.
• You should set a limit on how many times a user can enter the wrong password before the account is locked or suspended, for example, three or five times.
• Further, you should set a time limit on how long the account is locked or suspended, such as 15 minutes or 24 hours.
• Last but not least, you should also notify the user and the administrator of any account lockout or suspension, and provide a secure and convenient way to unlock or restore the account, such as a verification code or a reset link.

Remove password hints and don’t use knowledge-based questions

• Password hints and knowledge-based questions are methods used to help users recover their passwords if they forget them. However, these methods can also be exploited by hackers or social engineers, who can use the hints or the questions to guess or obtain the passwords.
• Password hints and knowledge-based questions are often based on personal or public information, such as the first pet’s name, the hometown, or the favorite movie, which can be easily found or guessed by the attackers.
• Therefore, you should remove password hints and not use knowledge-based questions, and instead use more secure and reliable methods, such as FIDO security keys and mobile push notifications.

Salt and hash your passwords

• Salting and hashing are techniques used to store passwords securely and prevent them from being exposed or stolen.
• Salting is a technique that adds a random string of characters, called a salt, to the password before storing it. This makes the password more unique and unpredictable.
• Hashing is a technique that uses a mathematical function to transform the password into a fixed-length string of characters called a hash. This makes the password unreadable and irreversible.
• Salting and hashing can protect the passwords from being revealed or cracked, even if the attackers gain access to the password database.
• Use salting and hashing that is robust, up-to-date, and compliant with the HIPAA standards, such as bcrypt, scrypt, or PBKDF2.

Secure your data using NIST password guidelines

• The National Institute of Standards and Technology, or NIST for short, is a federal agency that provides guidelines and recommendations for password security and data protection. NIST password guidelines are based on the latest research and best practices. They are widely accepted and followed by security experts and the industry.
• NIST password guidelines cover various aspects of password security, such as password length, password complexity, password expiration, password verification, password storage, and password recovery.

Avoid common or predictable passwords

• Common or predictable passwords are passwords that are easy to guess or crack. Examples: 123456, password, qwerty, admin.
• Common or predictable passwords can expose your data to cyberattacks and compromise your HIPAA compliance.
• Avoid common and predictable passwords altogether.
• Avoid using personal or public information, such as your name, date of birth, social security number, or your pet’s name as your passwords.
• Do not use variations of the same password like adding a number or a symbol at the end. They can be easily cracked by the attackers.

Use different passwords for different accounts or devices

• Using different passwords for different accounts or devices can reduce the risk of your passwords being exposed, compromised, or exploited.
• If you use the same password for multiple accounts or devices, you can make yourself more vulnerable to credential stuffing, which is a type of cyberattack that uses stolen passwords to access multiple accounts.
• Use different passwords for different accounts and devices
• Use different passwords for different levels of access or sensitivity, such as your email account, your bank account, and your health information account.

Use Multi-Factor Authentication (MFA)

• MFA is a method that adds an extra layer of security to your passwords by requiring you to provide two or more pieces of evidence to verify your identity, such as a password and a code or a password and a fingerprint.
• MFA can make your passwords more secure and less susceptible to hacking, phishing, and stealing. It can also help you comply with HIPAA regulatory requirements.
• Use MFA whenever possible, and choose the type of MFA that is most suitable for your needs and preferences, such as app-based MFA, token-based MFA, SMS-based MFA, or email-based MFA.

How to Use Multi-Factor Authentication to Enhance Your Password Security?

Multi-factor authentication, or MFA, is a method that adds an extra layer of security to your passwords. MFA requires you to provide two or more pieces of evidence to verify your identity, such as a password and a code or a password and a fingerprint. Multi-factor authentication can make your passwords more secure and less susceptible to hacking, phishing, and stealing, as the attackers would need to obtain or bypass both the password and the other factor to access your account.

MFA can also help you comply with the HIPAA regulatory requirements, as it can demonstrate that you have implemented reasonable and appropriate security measures to protect the health information that you handle. HIPAA does not mandate the use of MFA, but it encourages it as a best practice and a risk mitigation strategy.

How to Start a Free 30-Day Trial of Rublon MFA?

Rublon MFA is a cloud-based MFA solution that helps you create and manage HIPAA-compliant passwords and enhance your password security. Start a Free 30-Day Trial today and take your security to the next level.

Summing Up Creating and Managing HIPAA-Compliant Passwords

Password security is key to HIPAA compliance and data protection. By crafting strong passwords, you adhere to HIPAA standards and best practices. This safeguards the health information you handle, warding off data breaches and penalties.

Multi-factor authentication, or MFA, takes security a step further. It not only boosts password security but also aligns with HIPAA regulations. Rublon MFA, a cloud-based solution, facilitates this process. It assists in generating and managing HIPAA-compliant passwords, thereby enhancing security.

You can explore Rublon MFA with a free 30-day trial. Experience firsthand how it bolsters password security and HIPAA compliance. Remember, your password mirrors your responsibility, and vice versa.