The busyness of summer doesn’t slow down for healthcare and veterinary care practices; it piles on.
Whether you’re managing a physical office, running a fully remote practice, or somewhere in between, your technology is quietly working overtime. If it’s not ready for the heat (figuratively and literally), your system can break down at the worst possible moment.
More providers than ever are operating without a traditional office as telehealth and remote communications reduce the friction to accessing care. A setup of a laptop, internet connection, and a cloud-based practice management system comes with real advantages, but also with its own set of technology risks that are easy to overlook when you’re heads-down managing patients.
This guide is for practice managers and owners, whether you have a physical space or not, who want to stay ahead of summer IT problems before they become emergencies. No tech background is required. We’re listing a few smart habits that protect your practice, team, and patients.
Servers, routers, network equipment, and backup power devices all generate heat while running. When summer temperatures rise and air conditioning struggles to keep up, the heat where your technology sits, whether it be a closet, back room, or home office without great ventilation, builds up fast.
Here’s what can happen when equipment overheats:
- Your software runs slower or freezes unexpectedly
- Files and records take longer to open or save
- Devices shut down without warning to protect themselves
- In serious cases, hardware can be permanently damaged
None of that is something you want to happen mid-appointment.
To keep your practice’s software running efficiently, walk through where your hardware lives. Make sure nothing is blocked, cramped, or running in a room that gets noticeably warmer than the rest of your space. If you work remotely, the same applies to your home router and workstation. More breathing room is better for performance.
An Uninterruptible Power Supply is a battery backup connected to your servers or key workstations. UPS batteries are especially vulnerable to heat. If your UPS has batteries that appear swollen or are emitting an unusual odor, stop using it and replace the batteries immediately. These are signs of a failing battery that could become a hazard. A quick visual check takes less than a minute.
For practices that have always operated remotely, there’s no IT department down the hall and no office firewall protecting your connection. Your home internet is your practice’s internet. That means the security of your patient data depends heavily on what’s happening in your own home setup.
This isn’t meant to be alarming. Remote-first practices can be very secure—they require intentional setup that requires thought and consideration. Tools like Microsoft 365, which include email, OneDrive file storage, and collaboration through Teams, are already built with security in mind. However, this security is only effective if configured correctly and kept up to date. Many practices use these tools every day without realizing they are simple settings that could make them significantly more secure.
Whether you’re remote-first or have staff working from home, these basics apply to everyone:
- Unique login credentials for every staff member—no shared passwords
- Two-factor authentication on any system that touches patient data
- This means requiring a second step, like a passkey or authentication apps
- We do not recommend authenticating via a code texted to your phone as SMS is not secure. A Bloomberg investigation exposed how SMS-based two-factor authentication via global telecommunications networks is highly vulnerable to interception.
- Secure, encrypted connections for anyone accessing records remotely
- Strong, unique Wi-Fi password that is not a factory default
- Regular audits of who has access to your practice’s cloud tools and systems, and remove access for anyone who no longer needs it
If you’re not sure whether your current setup checks these boxes, that’s exactly what a quick IT consultation can help you figure out.
It’s easy to click “remind me later” on software updates when your schedule is packed. But those updates often contain important security fixes. Outdated software is one of the most common ways patient data gets compromised.
The good news is that updates don’t have to interrupt your day. Most updates can be scheduled to run overnight or on weekends, when your team barely notices. Ask your IT provider to set up automated updates if you haven’t already.
For practices that want a more active eye on things, Huntress is a cybersecurity tool that monitors your devices around the clock, looking for suspicious activity, not just known viruses. It’s the difference between a smoke alarm and a security guard. If something unusual starts happening to one of your devices, Huntress catches it and flags it before it becomes a serious problem. We offer it with co-managed support for practices of any size, so you don’t need an in-house IT person to benefit.
Backups are only useful if they actually work when you need them. Many practices have backup systems in place, but have never tested whether those backups can be restored. Now is the perfect time to verify this.
Make sure:
- Your patient data is being backed up regularly (ideally daily)
- Backups are stored somewhere separate from your main systems, and not on the same computer or server
- Someone has actually tested restoring a backup to confirm it works
- You know where your backups are and how to access them in an emergency
For remote-first practices, cloud-based storage through tools like Microsoft 365’s OneDrive and SharePoint can serve as a reliable backup layer, provided it’s set up correctly and you know how to recover files if something goes wrong. If you never walk through that process, it’s the perfect time to do it.
A ransomware attack, accidental deletion, or a server damaged by heat can wipe out patient records in minutes. Tested, working backups are your safety net.
During a busy season, your staff is moving fast, and that’s when a suspicious email gets clicked. It doesn’t take a sophisticated attack to compromise patient data. Sometimes it’s just one staff member, one distracted moment, and one convincing-looking email from a vendor or insurance company. A short team conversation before the summer surge can go a long way.
Things to talk about:
- How to spot a phishing email
- What feels off
- Who to call if something goes wrong
For something more consistent, our Fortify Advanced bundle includes security awareness training delivered to staff on a regular cadence. They are short, practical lessons on phishing, passwords, and safe habits. No scheduling required on your end.
Here’s everything we mentioned:
Hardware & Environment
- Check airflow around servers, routers, and network equipment
- Inspect your UPS, and replace the batteries immediately if they are swollen or smell unusual
- Make sure workstations and laptops aren’t overheating due to heavy use
- Confirm the rooms your equipment sits in stay cool on the hottest days
Security & Access
- Unique credentials for all staff—no shared passwords
- Two-factor authentication (passkeys or authentication apps) on everything that touches patient data
- Secure, encrypted remote connections for anyone accessing records offsite
- Strong Wi-Fi passwords on all home and office networks
- Audit cloud tool access and remove anyone who no longer needs it
Software & Monitoring
- Automate software updates to run overnight or on weekends
- Review Microsoft 365 security settings with your IT provider
- Enable 24/7 device monitoring
Backups
- Confirm daily backups are stored separately from the main systems
- Test a restore—don’t assume it works until you’ve confirmed it
- If you have Microsoft 365, walk through OneDrive or SharePoint file recovery
Team
- Brief staff on spotting suspicious emails and who to contact if something feels off
- Consider automated security awareness training to keep habits sharp all year
If you’re a solo practitioner and running a small team, our Private Practice Package covers device, software, security, and support for independent medical and veterinary practices—starting at $180/month. It includes a secure VPN, Microsoft 365, a fully managed laptop, and helpdesk support. No need to juggle vendors, no coverage gaps, and no guessing whether your setup is actually protecting your patients.
Book a free consultation today. Your patients are trusting you with some of the most personal information they have. That trust extends to every device, login, and backup in your practice. We’ll make sure it’s protected.
