7 Common IT Practices Putting Your Senior Care Facility at Risk (and How to Fix Them)

Introduction

Senior care facilities handle some of the most sensitive data in healthcare from protected health information (PHI) to insurance details, medication records, and staff credentials. Yet many long-term care organizations still rely on outdated or insecure IT practices that leave them wide open to cyberattacks, HIPAA violations, and operational disruptions.

This article outlines seven widespread but avoidable IT habits that can quietly undermine your entire facility and what you can do instead.

1. Running Outdated Software and Hardware

Why it’s risky: Older systems eventually stop receiving security updates from manufacturers. That means any known vulnerabilities remain exposed like an open door with a “welcome hackers” sign. For example, Windows 7 reached end-of-life in 2020 but is still used in many facilities because it “just works.”

Real-world consequence: In 2017, the WannaCry ransomware attack exploited a vulnerability in outdated Windows systems crippling hospitals across the UK. A single unpatched machine can infect your whole network.

Fix:

• Schedule quarterly IT audits to identify outdated operating systems, EMR platforms, or unsupported software.

• Replace hardware every 4–6 years.

• Budget for regular lifecycle upgrades.

2. Using Shared or Generic Logins

Why it’s risky: Generic logins like NurseStation1 or Admin are common in facilities where staff rotate or devices are shared. But this creates serious problems:

• You can’t trace who did what (no accountability).

• If a breach occurs, there’s no audit trail.

• Terminating access after a resignation becomes difficult.

Fix:

• Implement unique user credentials for all systems with role-based permissions.

• Use Active Directory or similar tools to manage user access centrally.

• Set automatic account deactivations for dormant users.

3. Weak or Reused Passwords

Why it’s risky: Using simple or reused passwords across multiple systems increases the risk of a brute-force attack or credential stuffing. Hackers often obtain leaked passwords from unrelated websites and test them on healthcare portals.

Example: In one breach, attackers accessed a hospital’s system using an administrator password that had been exposed in a previous LinkedIn data leak.

Fix:

• Require strong password policies (12+ characters, symbols, and numbers).

• Implement Multi-Factor Authentication (MFA), especially for remote access.

• Use a password manager to prevent reuse and simplify compliance.

4. Failing to Train Staff on Cybersecurity

Why it’s risky: Over 90% of breaches begin with human error like clicking on a phishing email or plugging in a compromised USB drive. Frontline staff (nurses, admin) often don’t receive proper training.

Example: A phishing email disguised as a “COVID-19 policy update” was responsible for dozens of breaches in senior care facilities during the pandemic.

Fix:

• Run quarterly training on phishing, social engineering, and safe device usage.

• Use simulated phishing tests to measure awareness.

• Make cybersecurity part of onboarding for all employees.

5. Inadequate Network Segmentation

Why it’s risky: If your residents’ Wi-Fi, staff computers, and medical devices all share the same network, a single infected device can spread malware across your entire environment.

Example: A smart thermostat infected with malware in one assisted living facility led to a full network compromise due to a lack of segmentation.

Fix:

• Separate networks using VLANs (Virtual Local Area Networks).

• Create dedicated segments for guest Wi-Fi, operations, medical devices, and staff systems.

• Limit device-to-device communication unless absolutely necessary.

6. No Formal Backup or Disaster Recovery Plan

Why it’s risky: If a ransomware attack encrypts your data and you don’t have clean backups, your only options are to pay the ransom or lose everything. Many facilities think they have backups, but those backups are outdated, incomplete, or untested.

Fix:

• Back up critical systems daily (or hourly for EMRs).

• Store backups offsite and in the cloud, not just on local servers.

• Run disaster recovery drills twice a year to simulate real incidents.

7. Treating IT as a “Set and Forget” Function

Why it’s risky: Many facilities outsource IT to general providers who do only the bare minimum, like setting up Wi-Fi and troubleshooting issues. But cybersecurity requires active management:

• Monitoring for threats

• Keeping systems patched

• Managing compliance documentation

Fix:

• Partner with IT providers who specialize in healthcare or long-term care.

• Ensure they offer proactive services like monitoring, patching, and reporting.

• Ask for a quarterly review of your IT environment and risks.

Conclusion

In long-term care, cybersecurity failures don’t just lead to fines they risk resident trust, staff safety, and business continuity. The good news? Most risks are avoidable once you recognize them.

Fixing these seven issues will move your facility toward a more secure, compliant, and resilient IT environment, which is essential in today’s regulatory landscape.