When we talk about cybersecurity, images of hackers furiously typing away in dark basements come to mind. But often, the real threat to your Veterinary hospital’s data isn’t some distant cybercriminal—it’s an unlocked computer left unattended at the front desk.
Physical security is just as critical as firewalls and antivirus software when it comes to protecting your devices, your data, and ultimately, your clients’ trust. A simple lapse, like leaving a workstation unlocked or a laptop unattended, can give bad actors exactly what they need to cause a major breach.
Let’s dig into why physical security matters and the practical steps your Veterinary practice can take today to tighten things up.
Why Physical Security Matters
Without safeguards for your physical devices, your practice is vulnerable to serious cyber risks:
- Malware Installation: If someone gains physical access to a computer, they can plug in a malicious USB drive and install spyware or ransomware in minutes.
- Data Theft: A stolen laptop containing patient records or financial data could cause a massive breach. (Some of the worst healthcare data breaches started with a single lost or stolen laptop.)
- Drive Cloning: With enough time, an attacker could clone your entire hard drive onto another device—giving them a copy of everything from client payment info to patient treatment records.
Physical security failures often have consequences that go far beyond the missing device itself—they open the door to regulatory fines, reputation damage, and patient trust loss.
Smart Practices for Device Security in Veterinary Clinics
1. Lock Devices When Unattended
Every computer in your clinic—whether it’s at the front desk, in the treatment rooms, or the doctor’s office—should lock automatically after 10–15 minutes of inactivity.
Teach staff to manually lock their screens whenever they walk away, even for a quick moment (“Windows + L” is a good shortcut). One glance over a receptionist’s shoulder could expose sensitive client and payment information.
Example: At a busy clinic, a client standing at checkout spots open access to a computer. With no supervision, they could quickly email themselves client lists, payment data, or even confidential internal memos.
Policy Tip: Post reminder signs at workstations: “Protect Our Clients—Lock Your Screen Before You Leave!”
2. Secure Storage for Devices and Documents
All laptops, tablets, and mobile devices that aren’t actively in use should be kept in a locked cabinet or office, not left out on counters overnight. The same goes for any important paperwork, like emergency protocols or passwords.
If you’re working from home or on a mobile device, secure your Wi-Fi router and avoid leaving devices visible in cars or hotel rooms—common hot spots for theft.
3. Be Mindful in Public Spaces
Taking work on the go? Coffee shops, airports, and hotel lobbies can be surprisingly risky environments. Never leave a device unattended—even for “just a second” to grab a latte.
Even in public spaces, shoulder surfing is a real threat. Someone simply looking over your shoulder could snag client data or passwords without touching your device.
Pro Tip: Always use a privacy screen filter when working remotely. It limits the viewing angle, so only you can see what’s on your screen.
4. Handle Device Disposal Carefully
Selling or tossing old devices without properly wiping them is a recipe for disaster.
For laptops and desktops, remove and securely store or destroy the hard drive. For tablets, smartphones, and smartwatches, store the entire device securely if it cannot be wiped professionally.
If disposing, partner with a certified e-waste destruction company that provides a certificate of destruction to verify your data was safely destroyed.
5. Beware of Strange USB Drives
It may sound like something out of a spy movie, but it’s real: threat actors sometimes leave infected thumb drives in parking lots, hoping someone will plug them in out of curiosity.
Never, under any circumstances, insert an unknown USB stick, SD card, or disk into a practice computer.
6. Watch Out for Public USB Charging Stations
Public USB ports—like those at airports or hotels—could be tampered with to steal your data. Use a USB data blocker, an inexpensive device that allows power transfer but blocks any data transfer.
Also, be cautious about plugging mobile devices into rental cars’ infotainment systems; these systems can sometimes download your data automatically.
Logging Out and Rebooting: The Unsung Heroes of Security
Logging Out Policies
Setting up a policy that requires staff to log out or lock their computers anytime they step away is a simple but crucial safeguard.
- Unique Accounts: Every team member should have their own login credentials (no sharing!).
- Mandatory Log Out at Day’s End: No one should leave for the night with a computer still logged in. Enact a policy with your team where devices are rebooted (not powered off) at the end of the day.
- Access Rights Review: If an employee leaves the practice, immediately disable their account and change all shared passwords.
Example: Imagine a former employee’s account still active after they leave your clinic. If they hold a grudge (or just get curious), they could access sensitive data remotely—or worse.
Rebooting Policies
You might think rebooting computers is just about fixing glitches—but it plays a big role in cybersecurity too.
- Schedule Regular Reboots: Plan daily or weekly reboots to clear temporary files and memory cache.
- Critical for Updates: Many security patches only fully apply after a reboot. Skipping it leaves your system vulnerable.
- Emergency Response: If you suspect malware or strange system behavior, rebooting can sometimes interrupt a cyberattack in progress.
Before rebooting, make sure all important data is backed up—either to a secure cloud platform or a protected on-site server.
Key Takeaways: Physical Security Checklist for Vet Practices
DO:
- Lock devices if stepping away—even for a minute.
- Store laptops, tablets, and documents in locked spaces.
- Never leave devices unattended in cars, public places, or hotel rooms.
- Properly destroy or store old devices; don’t just toss them.
- Regularly back up your data—and reboot systems!
- Use unique login accounts, no shared credentials.
DON’T:
- Don’t insert unknown USB devices.
- Don’t leave devices logged in and unattended overnight.
- Don’t charge phones in public USB ports without protection.
Final Thought:
In Veterinary medicine, we safeguard our patients. We safeguard our clients. It’s time we gave the same vigilance to our technology.
Physical security may seem low-tech compared to cybersecurity tools, but it’s one of the strongest first lines of defense your practice has.
To learn more about how the author, William Lindus, and I.T. Guru can help provide your Veterinary practice with safe, secure, and stable technology and cybersecurity environments, book a free consultation today!
References: