Inventory Management Articles

Alan Wright discusses some of the legal implications of keeping your inventory data safe and how educating your employees is an important often overlooked process in today's data hyped world.

Much has been written about cloud software as of late, despite the fact that there are rising concerns about security and accessibility. Even with an inventory software program that is locally installed, there are possible security threats coming from employees and from common errors that can leave the valuable financial and consumer information vulnerable.

When Medical Employees are Vulnerable

Privacy laws benefit the public that has the right to protect their medical records. HIPAA provides that no medical information should be given out without the express permission of the patient; even to family members. It's a big score for individual rights, but nurses bear the brunt of unintentional infractions. Many of these oversights involve leaving patient records out, throwing used medicine bottles with the patients' name on them into trash bags where the bottles can be retrieved and neglecting to secure a private area for patient counseling, but some involve the accidental access to their personal devices.

Nurses have been coming into their own in the computer world. New RN's have facilitated their courses with the use of laptops and tablets, filing important technical information and medical terms. Many do online studies and keep in touch with colleagues through nursing forums. However, their instructions in computer use don't always come with a list of cautions. A nurse who leaves her laptop where another person can access it and download patient information is liable to a breach in privacy laws. She or he may be faced with severe penalties and even time in jail.

Teaching Security

The largest number of security breaches can be prevented with proper precautions. A January report of eSecurity Planet stated that at the Barnabas Health Medical facility, patients' medical records may have been exposed when an un-encrypted laptop was stolen. iMagic Inventory Software is password protected, but if a staff member has left a device open without securely logging out, it can be accessed by an outside party. It is recommended that individual passwords are changed on a regular basis as a determined hacker can target individuals for accessing information.

Facilities should instruct their staff to use only the organization's computers for accessing iMagic records. This keeps any personal computer or hand held device out of the information loop. E-mail is vulnerable to hackers. Send all your invoices, receipts and other e-mail functions through iMagic applications, ensuring their security.

Inventory Management Software is designed to protect against most computer viruses, but it's important to keep virus protection updated. The Barry University Foot and Ankle Institute was attacked by malware after a school laptop became infected. Health information was released, along with an undisclosed number of customers with Edgepark Medical Supplies.

The staff is a medical facility's most important asset, yet staff members are often not taught important details concerning security. They should be instructed not to access any software from a personal computer or handheld device, including tablets and smart phones. All organization computers should be password encrypted. Staff members should securely log out before setting down a laptop or other handheld device. They should never send patient information by e-mail. By following these security rules, the organization safeguards all valuable records while enjoying the electronic ease of iMagic Medical Inventory.

Caution must be taken at all times, but iMagic Inventory's system is one of the most secure programs you will find on the market thanks to its user access control features and password protected logins. Why not try a free demo for yourself and see the advantages of modern inventory management "live"?