Cyber security has been a hot topic recently, and many clinics are understandably thinking about how to keep their systems and patient data secure. Even small disruptions can affect daily operations, so it is important to have systems in place that keep data safe and services running smoothly.
Modern software solutions, when properly managed, can be both secure and resilient. Digital systems like PPS, when paired with the right security practices, allow clinics to operate confidently even in the face of outages or cyber threats.
Staying Secure with Best Practices
Following a few key best practices will make a significant difference for your clinic’s cyber security:
Managing data access:
Make sure that only the right people in your clinic can access sensitive patient information. Take a moment to review who has access to what on a regular basis, and encourage everyone to use strong, unique passwords that are regularly updated. Simple steps like this can make a big difference in keeping patient data safe.
PPS provides comprehensive user access controls, letting you grant staff access to patient data according to their roles and responsibilities, ensuring that data access is kept to the minimum necessary.
Follow our guide on user access controls here.
Keep your software and devices up to date:
Make sure your software, apps, and devices, including operating systems like Windows, macOS, iOS, and Android, are kept up to date. Updates often include security fixes, bug fixes, and improvements that help keep your clinic running smoothly and your patient data safe. Installing updates promptly helps prevent issues before they occur.
All PPS Express updates happen automatically as soon as they are ready. If you’re using PPS online, you’ll get a notification when an update is available, so you can install it whenever it’s convenient. For offline PPS, you’ll need an active support contract to get the latest updates.
Staff awareness and training:
Your team plays a key role in keeping your clinic secure. Training your team to recognise phishing emails, suspicious links, or unusual requests, handling patient information carefully, and following your clinic’s security procedures can prevent most common issues. Regular discussions and reminders help everyone stay alert and confident in protecting patient data.
For practical guidance and tips, the NCSC Cyber Security Toolkit is a great resource!
Backups and contingency planning:
Regular backups are non-negotiable when it comes to keeping your data secure. Alongside this, having a clear contingency plan ensures your clinic knows exactly what to do if there’s an outage or unexpected issue, helping you continue operations with minimal disruption.
Online PPS & PPS Express users: Regular backups of your data are included in your service as standard. You can read more on our security page. PPS also offers an offline version that can sync with online services, as an extra layer of security should online systems be inaccessible, it’s a great addition to your business continuity planning.
Offline PPS users: If you have a local installation of PPS, it’s important to ensure backups are performed regularly and stored securely. To make this easier, we offer an optional online backup service, which helps relieve the burden while keeping your data safe.
If you’re unsure about your current setup or would like to discuss backup options, please get in touch with us, we’re happy to help.
If you’re unsure about your current setup or would like to discuss backup options, please get in touch with us, we’re happy to help.
Hardware security and maintenance:
The devices used in your clinic, such as laptops, tablets and mobile phones, are an important part of your security setup. Where possible, access to PPS and other clinical systems should be limited to devices that are owned or managed by your clinic and follow your security procedures.
If personal devices are used, they should meet the same standards as clinic devices. This includes secure logins, device encryption, operating system updates (Windows, macOS, iOS or Android) and screen locks.
For shared devices, make sure staff log out of their accounts after use so information is only available to the right people. Keeping devices updated and replacing outdated hardware reduces risks from loss, theft or misuse
Shared logins:
Using a single login for multiple staff members might seem convenient, but it can create problems for both security and record-keeping. Shared logins make it hard to track who accessed or updated patient data, which can affect your data audit and accountability.
PPS allows unlimited users so every team member can have their own, specific login, minimising the risk of unauthorised access, compromised passwords and unnecessary data access across departments or roles.
Here’s a quick guide to making sure everyone on your team has their own login in PPS.
Two-factor authentication (2FA):
2FA adds an extra step when logging in, usually by asking for a code from a mobile device or authentication app after entering a password. It means that even if someone gets hold of a password, they still cannot access the account without that second step.
We recommend turning on 2FA in PPS for extra protection. You can find out how to set it up and learn more in our blog post on using two-factor authentication in your clinic.
Are Paper Records the Answer?
Some clinics may wonder if keeping patient records on paper is a safer alternative to digital systems. While paper records might feel tangible and straightforward, they come with their own vulnerabilities and obligations, especially in private healthcare.
Paper records can be lost, damaged, or accessed by unauthorised personnel if not securely stored. Clinics must also comply with UK data protection regulations, including secure storage, controlled access, accurate records, and safe disposal after retention periods.
Maintaining paper records alongside digital systems can also create extra work and risk, such as the need to keep multiple copies in separate locations to ensure continuity. For full guidance, the ICO provides clear recommendations for managing patient data in paper format.
In most cases, digital systems with robust security practices, like PPS, can provide better protection, continuity, and compliance with less manual effort.
How PPS Supports Security
At PPS, we operate on a very low downtime policy and invest in secure infrastructure to protect your data. Beyond the offline contingency option, we also provide:
- Encrypted data storage and secure data transfer
- Regular backups across multiple servers and server replication every 30 seconds.
- Regular monitoring and audits to detect potential issues
- Constant review of our processes, set-up and hardware
- Guidance for clients on safe use of the software
- Cyber security Essentials Certification
By combining these measures with strong clinic-level practices, your data remains secure, and services stay uninterrupted.
Next Steps
We encourage all clients to review their clinic’s security practices and consider:
- Watching our security webinar for practical guidance
- Booking a training session or health check with us to review your system security
- Trying PPS with a free trial if you are not yet a client
With the right systems and simple best practices, digital tools like PPS help clinics stay compliant, protect patient data, and continue delivering care safely and efficiently.