‘Many doctors, nurses improperly share electronic medical records’

Most medical staff surveyed have accessed an electronic medical record (EMR) system using a password improperly supplied by a fellow medical staffer.

A nurse works at a hospital (photo credit: INGIMAGE)
A nurse works at a hospital
(photo credit: INGIMAGE)
Strict regulations for keeping confidential data secure often make it difficult for caregivers to get the information they need. As a result, most medical staff surveyed have accessed an electronic medical record (EMR) system using a password improperly supplied by a fellow medical staffer.
Published in Healthcare Informatics Research by Ben-Gurion University researchers and colleagues, “Prevalence of Sharing Access Credentials in Electronic Medical Records” is the first study to examine EMR access among medical doctors and nurses. EMRs store extensive, highly sensitive information about patients, including personal, demographic and financial data. Healthcare organizations also use EMRs for billing, appointment-scheduling and managing critical life-supporting devices.
In the study, researchers gathered survey responses from 299 medical professionals, including medical residents and students, interns and nurses. The research team included researchers from BGU, Harvard Medical School, Duke University, Hadassah-Hebrew University Medical Center and the Interdisciplinary Center Herzliya.
Nearly three-quarters (73%) of the 299 participants claimed to have used another medical staff member’s password to access an EMR at work. More than 57% of participants admitted to having used someone else’s password an average of 4.75 times.
Of the medical residents, all said they had at one time obtained another medical staff member’s password with his or her consent. Within the student and intern groups, 77% and 83%, respectively, used someone else’s access credentials because they “were not given a user account.”
Similarly, 56% of students and almost 70% of interns cited that their user access had inadequate permissions “to fulfill my duties,” so they had to ask for someone else’s access credentials. Only half of the nurses surveyed reported using someone else’s password.
“The strength of an information security system is determined by the strength of its weakest link,” said researcher Dr. Florina Uzefovsky, an associate professor of developmental psychology at BGU and member of its Zlotowski Center for Neuroscience. “Even a single breach may render an information system ineffective.”
Breaching patient privacy – which is protected under the strict Health Insurance Portability and Accountability Act (HIPAA) rules in the US and International Standards Organization criteria in Israel and other countries – can result in large fines. In addition, an EMR system attack could seriously disrupt healthcare operations and cause direct injury to patients, such as with the manipulation of a prescription or medical device.
Thus, the HIPAA requires US healthcare organizations to establish and enforce comprehensive security policies, which include clear definitions of each worker’s role and access privileges. Organizations must also supply a way to authenticate the identity of each worker, control his or her access to relevant data and audit editing.
“Medical staff must provide timely and efficient care while maintaining patient confidentiality,” said the primary investigator, Dr. Ayal Hassidim, at Hadassah. “This may sometimes cause conflict between their duty and their obligation to meet security regulations.”
The researchers offer a number of recommendations. First, attaining access credentials needs to be less difficult and time-consuming. For example, in Israel – where junior staff change clinical rotations weekly – medical school students, interns and other new employees often resort to using another employee’s credentials to fulfill their duties while waiting for the strict, lengthy registration process to take place.
The researchers recommended that understaffed hospitals, especially during on-call hours, delegate administrative tasks and extend EMR system access to para-medical, junior staff, interns and students. Nurses, who generally carry out more precisely defined duties, are more likely to have the EMR privileges they need.
An understanding of the requirements of the medical staff and extending broader access privileges can actually lead to less password sharing and better medical data protection. The researchers also recommended adding an option for each EMR role that grants maximum privileges for one-time use only.