by The Computing Australia Group | 10 Common Ways Your Business Can Get Hacked
Cybercriminals do not need your business to be large to make it worth attacking. In fact, small and medium-sized businesses, including medical clinics, allied health practices, dental practices, specialist rooms and healthcare service providers, are often attractive targets because they hold valuable personal and medical information but may not have enterprise-level security controls in place.
For medical businesses, the risk is even greater. Patient records, Medicare details, payment information, prescriptions, appointment histories and staff credentials can all be valuable to attackers. A cyberattack can lead to downtime, financial loss, privacy breaches, reputational damage, regulatory reporting obligations and loss of patient trust.
The Australian Cyber Security Centre recommends practical steps such as turning on multi-factor authentication, updating software and backing up important information as starting points for small businesses. These align closely with the Australian Signals Directorate’s Essential Eight, which includes patching applications and operating systems, restricting administrator privileges, using multi-factor authentication and maintaining regular backups.
Below are 10 common ways medical businesses are most likely to get hacked, along with practical steps to reduce the risk.
1. Weak Passwords and No Multi-Factor Authentication
Weak passwords remain one of the easiest ways for cybercriminals to access business systems. If your staff use simple passwords, reuse the same password across multiple platforms or store passwords in spreadsheets, notebooks or browsers without protection, your practice is exposed.
In medical environments, one compromised password can give an attacker access to email accounts, patient management systems, billing platforms, cloud storage or remote access tools. Once inside, hackers may steal data, send phishing emails from a trusted account, change payment details or lock systems with ransomware.
Strong passwords are no longer enough on their own. Multi-factor authentication, also called MFA, adds another layer of protection by requiring users to verify their identity with something else, such as an authenticator app, security key or approved device.
How to reduce the risk
Create a password policy that requires long, unique passwords for every business account. Use a reputable password manager so staff do not need to remember or reuse passwords. Turn on MFA for email, cloud systems, remote access, accounting software, patient management systems and administrator accounts.
Avoid relying on SMS-based verification where stronger options are available. Authenticator apps and security keys are generally better choices. Review accounts regularly and remove access for staff who no longer work with your practice.
2. No Clear BYOD Policy
BYOD stands for “Bring Your Own Device”. It refers to staff using their personal phones, laptops or tablets for work. In a medical setting, this may include checking emails, accessing cloud files, opening patient information, using messaging apps or logging in to practice systems from home.
BYOD can be convenient, but it creates risk when devices are not properly managed. Personal devices may not have updated security software. They may be shared with family members, connected to unsecured Wi-Fi or used to download unsafe apps. If a staff member loses a phone that contains work emails or patient data, your practice may face a serious privacy issue.
A BYOD policy does not need to be complicated, but it should clearly explain what staff can and cannot do on personal devices.
How to reduce the risk
Decide whether personal devices are allowed to access business systems. If they are, require screen locks, encryption, software updates and the ability to remotely wipe business data if a device is lost or stolen. Limit what data can be downloaded to personal devices.
Where possible, use mobile device management software to control access, enforce security settings and separate business data from personal data. For highly sensitive roles, consider issuing company-managed devices instead of allowing personal devices.
3. Staff Have Too Much Access to Data
Not every staff member needs access to every file, folder, inbox or system. One of the most common security mistakes is giving employees broad access because it is convenient at the time.
In a medical practice, reception staff, nurses, practitioners, billing staff and managers may all need different levels of access. If everyone has full access, a compromised account can expose far more data than necessary. It also increases the risk of accidental data loss or inappropriate access.
This is why the principle of least privilege is important. It means each person should only have access to the systems and data they need to perform their job.
How to reduce the risk
Review user permissions across your systems. Restrict access based on role, not convenience. Remove shared accounts wherever possible so actions can be traced to individual users. Use separate administrator accounts for IT management and do not allow everyday staff accounts to have administrator privileges.
When employees change roles, update their access. When employees leave, disable their accounts immediately. This should be part of your offboarding checklist.
The Essential Eight includes restricting administrative privileges as a key mitigation strategy, because limiting high-level access can reduce the impact of a cyber incident
4. Ignoring System Monitoring
Cyberattacks do not always happen instantly. In many cases, attackers spend time inside a network before the damage becomes obvious. They may create hidden accounts, install malicious tools, monitor email traffic or slowly collect information.
Without monitoring, your business may not notice unusual activity until systems are locked, data is stolen or patients start receiving suspicious messages.
Medical businesses should pay close attention to signs such as repeated failed login attempts, logins from unusual locations, unexpected administrator changes, unusual file downloads, new forwarding rules in email accounts or unknown devices connecting to the network.
How to reduce the risk
Enable security logging on important systems, including email, cloud platforms, servers, remote access tools and patient management software. Set up alerts for suspicious activity, especially administrator logins and access from unusual locations.
Use endpoint detection and response tools where possible. These tools can help detect malware, ransomware behaviour and suspicious activity on computers and servers.
If your practice does not have internal IT security resources, work with a managed IT support provider that can monitor systems, respond to alerts and investigate suspicious behaviour.
5. Not Updating Software and Operating Systems
Outdated software is one of the easiest ways for hackers to break into business systems. Software updates often include security patches that fix known vulnerabilities. When updates are ignored, attackers can use those weaknesses to access systems, install malware or steal data.
This applies to more than just computers. Medical practices may use servers, printers, routers, firewalls, Wi-Fi equipment, phone systems, booking platforms, accounting software, browsers and clinical applications. Any outdated system can become an entry point.
The Australian Signals Directorate’s Essential Eight includes patching applications and operating systems as core strategies for reducing cyber risk.
How to reduce the risk
Create a patch management process. This should include checking for updates, testing critical updates where needed and applying them within a defined timeframe. Prioritise internet-facing systems, browsers, email applications, operating systems and remote access tools.
Replace devices that can no longer receive security updates. Old computers may seem cheaper to keep, but unsupported systems can create major risk. The cost of replacement is often far less than the cost of a breach, ransomware incident or prolonged downtime.
6. Neglecting Staff Cybersecurity Training
Technology alone cannot protect your practice. Human error is still one of the biggest causes of security incidents. Staff may click phishing links, open unsafe attachments, send information to the wrong person or accidentally approve a fake login request.
In healthcare, staff are often busy and under pressure. Cybercriminals know this. They create emails that look urgent, familiar or work-related. A fake message may appear to come from a supplier, pathology provider, patient, doctor, Medicare-related service or internal manager.
The Office of the Australian Information Commissioner has continued to report data breach trends across Australian organisations, with health service providers frequently among the most affected sectors. Human error and cyber incidents both remain important risk areas.
How to reduce the risk
Train staff regularly, not just once a year. Cover phishing emails, suspicious links, unsafe attachments, password hygiene, patient privacy, secure file sharing and how to report mistakes quickly.
Run phishing simulations to help staff recognise real-world threats. Create a culture where employees feel comfortable reporting suspicious emails or accidental mistakes without fear. Fast reporting can reduce damage.
Training should be practical and relevant to the daily work of your practice. For example, show staff how to verify payment change requests, identify fake appointment emails and handle patient information securely.
7. Using Old Computers, Unsupported Systems and Legacy Medical Software
Old computers and outdated systems can create serious security gaps. If a device can no longer run a supported operating system, it may not receive security updates. This makes it easier for attackers to exploit.
Medical businesses sometimes keep legacy software because it still works, integrates with older equipment or contains historical records. However, unsupported systems can become a major liability, especially if they are connected to the internet or the wider practice network.
How to reduce the risk
Create an asset register that lists all computers, laptops, servers, tablets, network equipment, printers and software platforms. Identify which systems are unsupported or nearing end-of-life.
Plan replacements before systems become urgent problems. If a legacy system must remain in use, isolate it from the main network where possible, restrict access and monitor it closely.
Speak with your software vendors about supported versions, security updates and migration options. Do not wait until an old system fails or becomes compromised.
8. Not Testing Your Security
Many businesses assume their systems are secure because nothing has gone wrong yet. Unfortunately, that does not mean hackers cannot get in. It may simply mean the weaknesses have not yet been found or exploited.
Security testing helps identify gaps before attackers do. This can include vulnerability scanning, penetration testing, phishing testing, firewall reviews, Microsoft 365 security reviews, backup testing and access control audits.
White hat hackers, also known as ethical hackers, can test your systems safely and report weaknesses so they can be fixed. This is especially valuable for medical practices that handle sensitive patient data.
How to reduce the risk
Schedule regular security reviews. At minimum, review your email security, remote access, backups, administrator accounts, firewall settings and endpoint protection.
Use vulnerability scanning to identify missing patches or exposed services. Consider penetration testing if you run online booking systems, patient portals, custom applications or internet-facing infrastructure.
After each test, create an action plan. Security testing is only useful if the findings are fixed.
9. Data and Files Are Not Encrypted
Encryption helps protect information by making it unreadable to unauthorised people. If a laptop is lost, a backup drive is stolen or a hacker accesses stored files, encryption can reduce the chance that the data is exposed.
For medical practices, encryption is especially important because patient information is sensitive. This includes clinical notes, referrals, scans, test results, billing information, identity documents and correspondence.
Encryption should apply to devices, backups, cloud storage and data sent between systems.
How to reduce the risk
Enable full-disk encryption on laptops, desktops and mobile devices. Use encrypted backups. Make sure cloud platforms use strong encryption and access controls.
Avoid sending patient information through unsecured email where possible. Use secure messaging platforms, encrypted portals or approved healthcare communication tools.
Also ensure that encryption keys and recovery keys are stored securely. Encryption is powerful, but poor key management can create operational problems if you need to recover data.
10. Using Unsecured Websites, Email Links and Online Services
Websites beginning with “http” instead of “https” do not provide the same level of encrypted connection. This means information sent through the site may be easier to intercept or manipulate.
However, modern cyber risk goes beyond simply checking for “https”. Many phishing websites also use HTTPS, which means the padlock symbol alone does not prove a website is safe. Staff need to check the full website address, be cautious with links and avoid entering credentials into unfamiliar pages.
Cybercriminals often create fake login pages that look like Microsoft 365, Google, banks, suppliers or healthcare platforms. Once a staff member enters their password, attackers can use it to access real systems.
How to reduce the risk
Train staff to check website addresses carefully. Encourage them to access important services through saved bookmarks rather than links in emails. Block known malicious websites with DNS filtering or web protection tools.
Use email security tools that scan links and attachments. Configure browsers to block dangerous downloads and warn users about suspicious websites.
For patient-facing websites, ensure your own website uses HTTPS, secure forms and reputable hosting. If your website collects enquiries, appointment requests or patient information, review how that data is stored and transmitted.
Why Medical Businesses Need Stronger Cybersecurity
Medical businesses are built on trust. Patients expect their personal information to be handled with care. A cyber incident can damage that trust very quickly.
Healthcare data is valuable because it can be used for identity theft, fraud, scams and targeted attacks. Unlike a password or credit card number, medical information cannot simply be changed after a breach.
Medical practices also rely heavily on system availability. If booking systems, clinical records, phones, email or billing platforms go down, the practice may struggle to operate. In some cases, downtime can affect patient care.
Strong cybersecurity is not just an IT issue. It is a business continuity, privacy, compliance and patient trust issue.
Practical Cybersecurity Checklist for Medical Practices
Use this checklist as a starting point:
- Turn on multi-factor authentication for all important accounts.
- Use a password manager and require unique passwords.
- Keep software, operating systems and devices updated.
- Back up critical data and test restoration regularly.
- Restrict administrator privileges.
- Create a BYOD policy for personal devices.
- Review staff access permissions every quarter.
- Encrypt laptops, mobile devices and backups.
- Train staff to identify phishing and social engineering.
- Monitor systems for suspicious activity.
- Replace unsupported computers and software.
- Use secure email, web filtering and endpoint protection.
- Create an incident response plan.
- Work with a trusted IT support provider that understands medical data security.
Final Thoughts
Cybersecurity does not have to be overwhelming, but it does need to be consistent. Most successful attacks take advantage of simple gaps: weak passwords, missing updates, poor access control, untrained staff or unmonitored systems.
For medical practices, the stakes are higher because patient information is sensitive and downtime can quickly affect daily operations. By improving password security, enforcing MFA, updating systems, training staff, monitoring activity and backing up data, your practice can significantly reduce the risk of being hacked.
A secure medical business is not built from one tool or one policy. It is built through layered protection, regular reviews and a team that understands the importance of protecting patient information.
These are the most common ways hackers get into your system. But as the digital world evolves, so do hacking techniques. It is advisable to engage professional cybersecurity experts, so your business stays one step ahead of hackers. Our Cybersecurity consulting team has been helping clients for over 20 years in protecting their business. Talk to us to see how we can do the same for you. Contact us or email at cybersecurity@computingaustralia.group. Our cybersecurity experts in Perth are 24/7 available to assist you.
Jargon Buster
URL – Uniform Resource Locator incorporates the domain name, along with other detailed information, to create a complete web address.
White hat hacking – Ethical hacking done by a cybersecurity expert with a purpose to test security capabilities.
Hacking – activities that take advantage of system vulnerabilities and compromise digital data.
Gordon Murdoch
FAQ
Why are medical practices targeted by hackers?
What is the most common way medical practices get hacked?
How can a medical practice protect patient data?
Medical practices can protect patient data by using multi-factor authentication, strong passwords, encryption, secure backups, regular software updates, staff training and restricted access to sensitive files.
