Part 3: Best Practices to Prevent Ransomware in Behavioral Health

Preventing a ransomware attack is far preferable to dealing with one. Behavioral health organizations can significantly reduce their risk by adopting a multi-layered defense strategy that combines technology, policies, and people-focused measures. This part outlines core cybersecurity best practices and practical daily habits that can protect against ransomware, as well as a quick checklist for busy executives to ensure key protections are in place.

Core Cybersecurity Measures

Implementing robust technical safeguards is the foundation of ransomware prevention. Here are the most important measures every behavioral health provider should take:

• Keep Systems Updated and Patched: Ensure all computers, servers, and software (including EHR platforms and mobile devices) are kept up to date with the latest security patches. Cybercriminals often exploit known vulnerabilities in outdated software (Do These 5 Things to Enhance Cybersecurity in Behavioral Health – Xpio Health). For example, the WannaCry ransomware spread rapidly by targeting unpatched Windows systems; behavioral health organizations that applied patches in time avoided disruption (Do These 5 Things to Enhance Cybersecurity in Behavioral Health – Xpio Health). Establish a regular patch management schedule or enable automatic updates to close these security gaps.

• Use Strong Anti-Malware Protection: Deploy reputable antivirus/anti-malware solutions on all endpoints and servers, and keep them updated. Modern endpoint detection and response (EDR) tools can identify suspicious behavior (like a program suddenly encrypting numerous files) and stop ransomware in its tracks. Also, maintain a strong firewall and, if possible, segment your network so that an infection in one department (e.g., front-office billing) doesn’t immediately spread to clinical systems.

• Implement Multi-Factor Authentication (MFA): MFA adds an extra layer of security by requiring users to provide a second form of verification (such as a push notification through an authenticator app or a hardware toke) in addition to a password. This simple step dramatically reduces the chance of unauthorized access. Even if an attacker steals an employee’s password through phishing, MFA can prevent them from logging in (Do These 5 Things to Enhance Cybersecurity in Behavioral Health – Xpio Health). Prioritize MFA for remote email access, VPN connections, EHR logins, and administrator accounts.

• Encrypt Sensitive Data: Encryption encodes your data so that it’s unreadable without the correct decryption key. All sensitive patient information—both in transit and at rest—should be encrypted (Do These 5 Things to Enhance Cybersecurity in Behavioral Health – Xpio Health). This means using HTTPS for all web-based systems and encrypting databases, server drives, and device hard disks. If a device is lost or a hacker steals files, encryption ensures they cannot read patient records without authorization. (Encryption is also a HIPAA best practice for protecting ePHI.)

• Maintain Offsite Backups: Regularly back up all critical data (patient records, schedules, billing information, etc.) to a secure offsite location that ransomware cannot reach. In practice, this could be an encrypted cloud backup service or offline storage that is disconnected from your network after backups. The key is that backups must be isolated; if they are continuously connected, sophisticated ransomware might try to encrypt or delete those as well. Test your backups periodically by restoring a sample of data. A proven, working backup is your ace card – it means you can restore data without paying criminals. One behavioral health agency avoided a huge ransom demand because their secure off-site backups allowed them to restore systems quickly (Do These 5 Things to Enhance Cybersecurity in Behavioral Health – Xpio Health).

• Apply Least Privilege Access: Limit user access rights to the minimum necessary for their role. For example, therapists and RBTs should not have administrator rights on their computers, and front desk staff shouldn’t be able to access all clinical records. By restricting privileges, even if one user’s account is compromised, the attacker’s reach will be limited. Regularly review user accounts and disable any that are no longer needed (e.g., accounts of former employees) to reduce potential entry points.

• Perform Regular Vulnerability Scans and an Annual Pen Test: At least once every quarter, scan all critical systems—servers, workstations, EHR platforms, and connected devices—to detect and remediate security weaknesses before attackers exploit them. These scans can reveal unpatched software, misconfigurations, or other issues that might serve as entry points for ransomware. Additionally, conducting an annual penetration test simulates real-world attacks, uncovering deeper vulnerabilities that automated scans may miss. By proactively identifying and fixing these gaps, behavioral health organizations significantly reduce the risk of a successful ransomware incident—and are better prepared to respond if one occurs.

  
  

Daily Cyber Hygiene Habits

Technology alone is not enough – staff behavior plays a huge role in preventing ransomware. Building good “cyber hygiene” habits across your team creates an additional human firewall. Key daily practices include:

• Think Before You Click: Instruct staff to be cautious with email attachments and links. Most ransomware infections start with a phishing email. If something looks even slightly suspicious or unexpected, employees should verify it independently (e.g., call the sender) or consult IT before clicking. Encourage a “when in doubt, throw it out” mindset regarding emails.

  
  

• Use Strong, Unique Passwords: Weak or reused passwords make it easy for attackers to break in. All staff should use strong passwords (or passphrases) that are at least 12 characters long and unique to each account. Consider a password manager tool to help staff manage their credentials securely. Never share login credentials, and avoid writing passwords down where others might find them.

  
  

• Lock Devices and Secure Accounts: Remind clinicians and technicians to lock their computer screens (Ctrl+Alt+Delete or Windows+L) when stepping away from their desks, even for a moment. Mobile devices and laptops that access patient data should have auto-lock enabled and use secure PINs or biometrics. This prevents opportunistic access if a device is left unattended.

  
  

• Be Wary of Unknown USB Drives: Malware can also spread via infected USB flash drives. Establish a policy that unknown USB drives or personal devices should not be plugged into work computers without scanning or approval. Provide staff with secure, approved means to transfer files so they aren’t tempted to use personal drives.

  
  

• Report Incidents and Strange Behavior: Foster a culture where staff immediately report anything odd – whether it’s a strange pop-up on their screen, unusual slowness, or files that won’t open. Early reporting can mean the difference between isolating a problem computer and having a domain-wide outbreak. Make sure employees know they won’t be punished for reporting a mistaken click; the emphasis is on prompt notification so IT can respond.

  
  

• Regular Security Awareness Training: Make cybersecurity education an ongoing effort, not just an annual checkbox. Short refreshers, newsletters with security tips, or even simulated phishing drills can keep awareness high. When people understand how ransomware attacks happen and feel personally invested in prevention, they are far less likely to make mistakes. (For instance, an alert staff member who recognizes a phishing attempt can thwart an attack before any damage is done (Do These 5 Things to Enhance Cybersecurity in Behavioral Health – Xpio Health).)

  
  

Executive Cybersecurity Checklist

For decision-makers, ensuring ransomware prevention measures are implemented can feel daunting. An executive-friendly approach is to maintain a simple checklist of security essentials and verify them regularly. Below is a sample executive cybersecurity checklist for a behavioral health organization. Leaders can use this to drive discussions with their IT teams or vendors and track progress on key safeguards:

Security Practice	In Place?
Latest security patches applied to all systems (OS, EHR, apps)	✅/❌
Off-site, encrypted backups tested regularly	✅/❌
Multi-factor authentication enabled for all critical accounts	✅/❌
All staff received cybersecurity training in the past 6-12 months	✅/❌
Email spam filtering and up-to-date antivirus in use	✅/❌
Data encryption on laptops, servers, and portable devices	✅/❌
Incident response plan and business continuity plan tested	✅/❌
Annual security risk assessment conducted & remediated	✅/❌
Implement Quarterly Vulnerability Scans and Annual Third-Party PenTest	✅/❌

This checklist highlights immediate action items. An executive doesn’t need to be a technical expert to ask these questions and demand evidence that they are being addressed. By regularly reviewing such a checklist, leadership reinforces that cybersecurity is a priority and ensures accountability within the organization.

Preventing ransomware requires vigilance and a proactive stance. It may seem like a lot of boxes to tick, but each best practice significantly lowers the risk of a devastating breach. In an industry as sensitive as behavioral health, investing in these cybersecurity fundamentals is ultimately an investment in uninterrupted patient care and trust.

What's Next?

Start strengthening your defense today. Share these best practices with your team and make cybersecurity a standing agenda item in leadership meetings. For more actionable guidance, subscribe to our bulletin on healthcare cybersecurity tips. You can also download our Top 10 Cybersecurity Best Practices guide for a handy summary to distribute in your organization, or schedule a consultation to get expert help implementing these measures tailored to your clinic.