In today’s complex healthcare landscape, compliance is both a regulatory requirement and a patient trust imperative. From HIPAA audits to cybersecurity threats, providers are under constant pressure to ensure sensitive data is protected, employees are trained, and systems are up to date. The consequences of non-compliance—ranging from steep fines to public reputation damage—are too costly to ignore.

The good news? Most compliance risks are preventable with the right safeguards, processes, and partnerships in place. Below are the top five compliance risks healthcare organizations face, and actionable strategies to help you stay ahead.

1. Unauthorized Access to Protected Health Information (PHI)

One of the most common and dangerous violations in healthcare is unauthorized access to PHI. Whether it’s an employee snooping on a relative’s medical records or a shared login giving inappropriate access to sensitive data, these breaches are among the top causes of HIPAA enforcement actions.

According to the U.S. Department of Health and Human Services, the average cost of a healthcare data breach in 2023 was over $10 million, with unauthorized access being a key contributor to these incidents.

How to avoid it:

• Implement Role-Based Access Controls (RBAC): Ensure each employee only has access to the minimum necessary information required for their role.
• Use Identity and Access Management (IAM): Solutions that enforce secure logins, timeouts, and multifactor authentication can drastically reduce unauthorized access.
• Monitor and Audit: Set up continuous audit logging and real-time alerts for unusual behavior, such as large data downloads or off-hours access.

2. Inadequate Staff Training on Privacy and Security

Human error is still the weakest link in healthcare cybersecurity. Even the best systems can’t prevent mistakes if employees aren’t properly trained. From mishandling records to falling victim to phishing scams, employees unaware of security protocols can expose the organization to major risks.

In a 2023 report by Proofpoint, 84% of healthcare organizations reported at least one successful phishing attack, with many tied to insufficient training.

How to avoid it:

• Ongoing HIPAA and Cybersecurity Education: Move beyond annual check-the-box training. Instead, incorporate quarterly micro-learning, phishing simulations, and scenario-based exercises.
• Tailor Training to Roles: Make sure training is customized for clinical staff, administrative staff, and IT teams alike.
• Track and Reinforce: Use learning management systems to track completion, reinforce key concepts, and assess comprehension.

3. Failure to Perform Regular Risk Assessments

HIPAA requires covered entities to perform a comprehensive risk assessment of their systems and policies, but many organizations either skip this step or fail to take action on the findings. This opens the door to overlooked vulnerabilities and missed mitigation opportunities.

Notably, in several OCR enforcement actions, the failure to conduct an enterprise-wide risk analysis was cited as the primary reason for non-compliance.

How to avoid it:

• Conduct Annual Risk Assessments: Go beyond surface-level reviews—evaluate physical, technical, and administrative safeguards thoroughly.
• Engage Third-Party Experts: External audits can provide objective insights and uncover gaps internal teams might miss.
• Act on Results: Develop and implement a corrective action plan, then follow up regularly to ensure progress.

The HHS Security Risk Assessment Tool is a great starting point for smaller providers and clinics.

4. Improper Handling or Disposal of PHI

Data security doesn’t stop when information is no longer needed. Improper disposal of physical or digital PHI—like tossing patient records in a standard trash bin or failing to wipe old hard drives—remains a serious compliance concern.

Improper disposal not only violates HIPAA but also state-specific privacy laws, which may carry additional penalties.

How to avoid it:

• Establish Written Disposal Procedures: These should address paper records, physical media, and digital storage.
• Use Certified Destruction Vendors: Partner with providers who offer secure shredding and e-waste disposal with a documented chain of custody.
• Encrypt and Decommission: All data should be encrypted in transit and at rest. Before retiring old equipment, use data wiping tools or degaussing.

Train staff on what qualifies as PHI and ensure disposal policies are easy to follow and enforced consistently.

5. Outdated or Insecure Technology Systems

Using outdated technology puts healthcare providers at increased risk for cyberattacks, data loss, and compliance failures. Legacy systems often lack modern security features and may not be supported by regular updates.

For example, many smaller clinics still rely on legacy EHRs that are not compatible with modern encryption standards, leaving patient data vulnerable.

How to avoid it:

• Upgrade Systems Regularly: Budget for technology refresh cycles and prioritize the retirement of unsupported platforms.
• Invest in Endpoint Protection: Secure laptops, tablets, printers, and other connected devices with antivirus, firewalls, and access controls.
• Monitor Infrastructure: Use tools that offer real-time visibility into system health, unauthorized access attempts, and patch status.

Additionally, ensure all third-party software used for billing, recordkeeping, and communication is HIPAA-compliant and regularly updated.

How Trust Lineage Supports Healthcare Compliance

Navigating these challenges doesn’t have to be overwhelming. At Trust Lineage, we help healthcare organizations simplify compliance by providing secure, automated solutions that reduce risk and increase peace of mind.

• Secure Print-to-Mail Services: Ensure PHI is handled properly from document generation through delivery.
• Disaster Recovery & Business Continuity: Maintain audit readiness and uptime with our secure backup and recovery solutions.
• Workflow Automation: Minimize human error through intelligent routing, tracking, and compliance checkpoints.

With over 38 years of experience and a client base of 15,000+ organizations, Trust Lineage delivers trusted, technology-driven support that empowers healthcare providers to focus on what matters most: patient care.

Final Thoughts

Compliance is a journey, not a one-time fix. By proactively addressing these top five risks, healthcare providers can protect patient information, reduce regulatory exposure, and build a resilient, secure organization.

Whether you’re a small practice or a large hospital network, investing in the right tools, training, and partners can make all the difference. Trust Lineage is here to help you make compliance a built-in part of your operations, not an afterthought.

Want to learn more about how Trust Lineage can support your healthcare organization? Contact us today or explore our compliance-driven services.