Data security in the veterinary practice: Why your software matters

Many veterinary clinics are wholly reliant on their practice management software for day-to-day operations, including accessing medical records, scheduling appointments, communicating with clients, managing inventory, billing, and much more.

When using digital tools to store sensitive client, pet, and clinic information, veterinary practice data security becomes a critical responsibility. 

You might like to assume that all reputable practice management software companies employ strict data security standards, but not all PIMS are created equally – which is why the Provet Cloud team takes any opportunity to share what makes our approach to data security different.

What is data security?

Every action you take in a digital system generates data, some of which can be harmful in the wrong hands. Veterinary practice data security requires measures to protect digital information from unauthorized access, helping to prevent or reduce corruption, theft, or loss. A system with easily accessible data is vulnerable to cyberattacks, which can harm clients and your business.

Data security means safeguarding the following:

• Medical records
• Clients’ personal information and payment details
• Practice financial data
• Employees’ personal information
• Internal communications

A data breach or leak can damage client trust, disrupt operations, and lead to regulatory or legal liability consequences in some cases. Fortunately, it’s possible to prioritize data security without compromising on other PIMS features.

Why veterinary practice data security matters

Veterinary clinics handle a surprising amount of personal information, which hackers can use to commit fraud or theft against your clients. A ransomware attack – a technique some hackers use to hold your data hostage until you pay to have it released – is another possible threat.

Legally, veterinary practice data security must adhere to privacy laws that govern the storage and processing of personal data. Pet owners also expect that their data will be treated with the same care and professionalism as in human healthcare, and it won’t be lost or sold to other companies for nefarious purposes.

Additionally, data breaches or loss can corrupt your management system, leaving your practice unable to care for pets, schedule appointments, pay staff, or generate revenue until you find an expert to help.

Data security methods: Traditional server-based systems

Server-based systems – also known as “on-premises” software – require the practice to host data locally, usually on physical servers in the building. While this gives the practice full control over the hardware and environment, it also places the entire security burden on the clinic.

Security practices for server-based systems may include:

• Installing firewalls and anti-virus software
• Running regular manual security updates
• Performing backups to external drives
• Restricting physical access to server rooms

However, many small practices lack the in-house information technology (IT) expertise or infrastructure to manage data security and prevent loss or theft. A single misconfiguration, missed update, or failure to back up data can create significant vulnerabilities.

Data security methods: Cloud-based systems

Cloud-based practice management systems like Provet Cloud store data on secure, remote servers managed by experts. A cloud-based system offers several advantages over legacy software systems when protecting data, including:

• Encryption – Data is encrypted to render it unreadable to unauthorized users.
  
  
• Automatic updates – Security patches are quickly rolled out digitally when needed to address newly discovered vulnerabilities.
  
  
• Disaster recovery – Automatic backups ensure that data is recoverable in the event of a catastrophic loss.
  
  
• Role-based access – Limits on who can view data and perform actions in the system help safeguard data from within.
  
  
• Two-factor authentication – Extra security ensures you know who’s accessing your clinic’s data when staff log in.
  
  

Provet Cloud's advanced data security features

Provet Cloud was designed with veterinary practice data security in mind. Here’s a closer look at our advanced security features:

• Passwordless authentication – Provet Cloud is one of the first systems in the veterinary space to adopt passwordless authentication. Instead of vulnerable, user-generated passwords, users can log in using smart cards, biometric data (e.g., fingerprints), or YubiKeys.
  
  
• IP locking – IP locking restricts data and system access to only those IP addresses on an approved list.
  
  
• ISO/IEC 27001:2022 certification – This globally recognized standard reflects our commitment to mitigating risks, protecting data, and continually improving our security.
  
  
• GDPR compliance – The General Data Protection Regulation is a comprehensive data privacy law enacted by the European Union that requires strict personal data protection. We follow this standard everywhere Provet Cloud is available, even if local laws don’t require it.
  
  
• Data ownership – We believe your data is your data, so you have complete authority over everything generated in your system. 
  
  

Data security: The European advantage

Nordhealth, Provet Cloud’s parent company, is based in Europe, which means we are subject to stricter regulations and enforcement than companies located in other parts of the world. Wherever you practice, you can rest assured that Provet Cloud adheres to the highest veterinary practice data security standards and will never handle data in a way that puts you or your clients at risk.

Data security regulations we follow include:

• Explicit and informed user consent
• Data minimization (only collecting what’s necessary)
• Breach notification protocols
• Rights to access and alter personal data

Data security features are critical components of veterinary practice management systems. Whether your clinic is a solo practice, a specialty hospital, or a large multi-location organization, ensuring the safety of your digital information is vital to protecting your reputation and the trust you've built with your clients.

Key takeaways

• Veterinary practice data security is essential to protect sensitive client, patient, and practice information from breaches, loss, theft, and inappropriate handling.
  
  
• Server-based systems require in-house management, which can be challenging to maintain and require expert help.
  
  
• Cloud-based systems offer advanced built-in protections, including encryption, automated updates, disaster recovery, and secure access.
  
  
• Provet Cloud follows European data security standards, ensuring top-tier protections no matter where you are in the world.
  
  

The Provet Cloud difference

The Provet Cloud team stands behind our software’s modern cloud-based features, integrations, and global commitment to data protection. We adhere to strict data security regulations so your team can focus on patient care.

Contact us to schedule a demo and learn how our security standards can free you from server-based IT hassles.