In a world where Veterinary practice owners and managers are constantly juggling patient care, client satisfaction, and operational efficiency, cybersecurity might not always be at the top of the list. But in today’s digital age, cyber threats are evolving rapidly—and they’re becoming more personal. One of the most alarming developments in recent years is the rise of deepfake technology, which uses artificial intelligence (AI) to create highly convincing audio and video imitations.
You may remember a time before cell phones and computers when families used secret words to protect their children from strangers. If someone tried to pick a child up from school claiming to be a friend or family member, the child was instructed to ask for the secret word. This simple yet effective technique ensured that only trusted individuals could gain the child’s trust.
Fast forward to today, and the same concept can help protect your Veterinary practice from the dangers of AI-driven scams—but this time, the stakes are much higher.
The Growing Threat of Deepfake Technology in Veterinary Practices
Deepfake technology can now mimic voices so accurately that even seasoned professionals may struggle to tell the difference. Scammers are using this technology to target businesses, including Veterinary practices, by impersonating trusted employees, vendors, and even family members. Imagine receiving a call that sounds exactly like your practice manager, urgently requesting a financial transfer or sharing sensitive client information. Or worse—a call that appears to be from a loved one asking for help in an emergency.
The FBI recently issued warnings about these sophisticated attacks, emphasizing that malicious actors are using deepfake voices to manipulate individuals and gain access to sensitive information.
In a Veterinary setting, where the stakes include client trust, patient health, and sensitive data, falling victim to such scams could be devastating. This is where a secret word or PIN system can serve as a powerful line of defense.
Why Your Veterinary Practice Needs a Secret Word or PIN
A secret word or PIN is a pre-agreed code that is known only by a select group of individuals. In the same way that families once used a secret word to protect children from strangers, Veterinary practices can implement this system to authenticate sensitive requests and prevent fraud.
Here’s how a secret word or PIN can protect your practice:
- Prevent Financial Fraud: Deepfake scams often target financial transactions. Requiring a secret word before authorizing any payments or transfers adds an extra layer of security.
- Safeguard Sensitive Client Data: If someone calls claiming to be a colleague requesting client records, verifying their identity with a secret word can prevent data breaches.
- Protect Your Reputation: Falling victim to a deepfake scam can severely damage client trust. Implementing this system demonstrates that your practice takes cybersecurity seriously.
- Avoid Internal Miscommunication: In fast-paced environments where multiple team members may handle sensitive tasks, a secret word system ensures that critical actions are verified.
5 Steps to Implement a Secret Word or PIN System in Your Practice
1. Choose a Unique Secret Word or PIN
Select something that is easy for your team to remember, but difficult for outsiders to guess. Avoid common phrases or easily accessible information, such as birthdays or pet names. A random combination of words or a memorable acronym works best. For example:
“SilverPaws2025” – A unique phrase that’s easy to recall but hard to crack.
“PineappleVet7” – Uncommon and memorable.
Pro Tip: Change your secret word periodically to maintain security.
2. Educate Your Team on the Importance of the Secret Word
Conduct a training session to explain the purpose of the secret word and how it protects the practice. Ensure that all team members, from receptionists to veterinarians, understand when and how to use it.
Highlight potential scenarios where the secret word might be necessary, such as:
- Verifying requests for financial transfers.
- Confirming identity during phone calls about client records.
- Authenticating unexpected vendor requests.
3. Establish Clear Protocols for Using the Secret Word
Create a policy that outlines when and how the secret word should be used. For example:
- Phone Verification: If a team member receives a call from someone claiming to be a supervisor or vendor, they should ask for the secret word before proceeding.
- Financial Approvals: Before approving any payment or transfer, require verbal or written confirmation of the secret word.
- Emergency Situations: Ensure that team members know to use the secret word to verify urgent or unusual requests.
4. Practice and Reinforce the System
Just like fire drills prepare staff for emergencies, periodic practice ensures that your team remembers the secret word protocol. Conduct mock scenarios to test how employees respond to potential scams or unexpected requests.
Consider scheduling quarterly cybersecurity reviews where secret word protocols are reviewed, updated, and practiced. This helps keep security measures fresh in everyone’s mind.
5. Communicate with Vendors and Partners
It’s not just internal staff who should be aware of your security measures. Inform trusted vendors and business partners about your secret word protocol and instruct them to expect verification steps. This minimizes confusion and ensures that everyone involved in your practice’s operations is aligned.
Consider this scenario:
Dr. Stevens, the owner of a busy Veterinary practice, receives a call from someone claiming to be the practice manager. The caller’s voice is nearly identical to her real manager’s, requesting an urgent transfer of $10,000 to a new vendor due to an “emergency.” But instead of panicking, Dr. Stevens asks for the secret word. The caller stumbles, unable to provide the correct answer, and hangs up.
Because Dr. Stevens implemented a secret word protocol, her practice avoided a potentially devastating financial loss.
Additional Cybersecurity Tips for Veterinary Practices
- Enable Multi-Factor Authentication (MFA): Protect sensitive accounts and software with an additional verification step.
- Regularly Update Security Policies: Stay ahead of evolving threats by conducting regular cybersecurity audits.
- Train Your Team to Recognize Phishing and Deepfake Scams: Encourage staff to question unexpected requests and verify authenticity.
- Limit Access to Sensitive Information: Only allow essential personnel to handle financial and client data.
Final Thoughts: Strengthen Your Practice’s Defenses Today
As deepfake scams become more advanced, Veterinary practice owners and managers must stay one step ahead. Implementing a secret word or PIN system is a simple yet highly effective strategy that can prevent costly mistakes, protect client data, and maintain the trust you’ve worked hard to build.
By taking these proactive steps, you can safeguard your practice against the rising tide of AI-powered threats. Don’t wait until it’s too late—set up your secret word today and empower your team to stay vigilant in the face of evolving cyber risks.
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!