Vet Practice Network Security Check

Your PMS (RxWorks, Merlin, Teleos, etc.) contains client data, financial records, and clinical histories. Lose control of it and you lose client trust, your billing and every clinical record in one hit.

Access Control:

• Individual logins for every staff member
• Role-based permissions (reception vs clinicians)
• Automatic logout after inactivity
• Strong password requirements

Data Protection:

• Daily backups (automatic, verified)
• Offsite/cloud backup copy
• Encryption for sensitive data
• Regular access audits

Cloud vs On-Premise:

Cloud PMS (like ezyVet) handles security for you, but you're dependent on internet connectivity. On-premise systems give control but require more IT management.

Integration Security:

• Secure connections to labs
• Encrypted communications with suppliers
• No patient data via personal email

Digital X-rays and imaging generate large files that need fast access and reliable backup.

File Sizes:

• Standard X-ray: 10-50MB
• Dental X-ray series: 50-100MB
• CT scan: 500MB-2GB
• MRI: 1-5GB

Local Storage Strategy:

• NAS (Network Attached Storage) for instant access
• SSD storage for active cases
• Automatic sync to cloud for backup
• Archive older images to cheaper storage

Network Requirements:

• Gigabit ethernet to imaging workstations
• Dedicated VLAN for imaging traffic
• QoS to prioritise DICOM over general traffic

PACS Integration:

If you're using a PACS (Picture Archiving and Communication System):

• Ensure redundancy (what if PACS server fails?)
• Regular backup verification
• Access logging for compliance

Clients waiting for their pets expect WiFi. But connecting them to your practice network is a security risk.

The Risk:

An infected client device on your network could:

• Spread malware to practice PCs
• Scan for and attack other devices on the network
• Attempt to access clinical systems
• Slow down your internet connection

The Solution: Network Segmentation

Create separate networks (VLANs):

• Practice Network: PMS, workstations, imaging
• Guest Network: Client WiFi only
• IoT Network: Blood analysers, smart devices

Guest WiFi Best Practices:

• No password (or simple daily password)
• Bandwidth limit per device
• Block access to local network entirely
• Content filtering (optional but recommended)
• Branded login page (marketing opportunity)

If your internet goes down and you use cloud PMS, you can't access patient records, process payments, or contact clients.

Internet Redundancy Options:

1. Dual-WAN Router: Two broadband connections, automatic failover
2. 4G/5G Backup: Mobile connection activates if primary fails
3. Starlink: Satellite backup for rural areas

What to Keep Working:

• Card payments (4G card machines as backup)
• Patient record access (local cache if cloud PMS)
• Phone system (VoIP needs internet - have mobile backup)
• Prescription printing (keep a local copy of templates)

Power Resilience:

• UPS on critical equipment (server, router, phones)
• Enough battery for graceful shutdown (15-30 minutes)
• Consider generator for rural locations

Documentation:

• Emergency contact numbers (IT provider, internet, phone)
• Manual procedures (what to do when systems are down)
• Client communication templates (for outage notifications)