Shadow IT / ˈʃæd oʊ aɪ tiː / – Software, applications or devices in the workplace, that are managed outside of, and without the knowledge of the company’s IT department.
In the past decade, Shadow IT has emerged as a significant concern, propelled by the proliferation of user-friendly consumer tools that have infiltrated workplaces, including the healthcare sector. The adoption of these tools without proper oversight poses severe data security risks, potentially exposing organizations to fines and legal repercussions.
An increasing number of healthcare entities are choosing to overlook the presence of Shadow IT in the workplace, prioritizing staff efficiency at the expense of data security.
Whether permitted knowingly or inadvertently, the prevalence of Shadow IT introduces numerous challenges in healthcare. Recognizing the risks associated with Shadow IT in the healthcare domain and implementing strategies to address this escalating problem is crucial for the sustained success of organizations and the well-being of those they serve.
Risks Are Around Every Corner
Shadow IT is a liability to any organization or industry, but security and privacy are critical when dealing with Protected Health Information (PHI). Healthcare organizations are especially vulnerable without the proper protections that an official IT department can offer because they store PHI.
Management teams may recognize that Shadow IT users exist because employees are not properly trained to understand their data security policies and the potential impacts of breaching them. While this is not untrue, the root cause of this issue is that these organizations need adequate tools to support their employees, forcing them to use unauthorized consumer applications. For example, they use messaging tools like iMessage, WhatsApp, and SMS to discuss patient information because their workplace has not provided them with a secure messaging tool.
If this did not sound serious enough, Shadow IT also poses other risks, including:
HIPAA non-compliance
While HIPAA is great for protecting patient data and privacy, it is often difficult for organizations to comply with because of the ever-changing tech landscape. Since Shadow IT is unknown, unauthorized, and unmanaged, organizations where Shadow IT is used are not HIPAA compliant.
Data breaches
Without oversight from the IT department, Shadow IT users are putting their patients’ data at risk for data loss and leaks. With consumer tools commonly used in Shadow IT, much of the data is stored in an unencrypted state; therefore, anyone can access it. This data is also stored on the user’s device and not in a secure environment and cannot be backed up or recovered.
Controlling Shadow IT
Here are two straightforward strategies to eliminate the use of Shadow IT in your organization.
Educate
It is the organization’s responsibility to ensure employees are educated on the policies and procedures that must be followed to guarantee patient privacy, data security, and HIPAA compliance. With more knowledge, staff will be more aware of the implications and be cautious about using Shadow IT.
Support
In addition to educating employees, the organization must work alongside them to battle the challenges habitually solved by Shadow IT. It is vital to proactively look for ways to support employees, providing ongoing solutions instead of roadblocks.
However, these two strategies only scratch the surface of solving Shadow IT problems. One of the most significant needs in healthcare, presently addressed by Shadow IT, is efficient communication within care teams.
Consumer messaging apps and texting are part of everyday life, so these solutions quickly make their way into the care environment. While these easy communication tools can contribute to efficient care, they expose organizations to HIPAA violations. Therefore, organizations must introduce easy-to-use, HIPAA-compliant tools to minimize risks and provide secure and efficient patient care.
Explore how Celo is facilitating HIPAA-compliant communication among healthcare teams by visiting: https://www.celohealth.com/features