Medical clinics rely on email, electronic medical records, cloud services, workstations, Wi-Fi, phones and connected equipment every day. A single compromised account or unpatched device can disrupt patient services and expose sensitive information. This healthcare cybersecurity checklist gives Ontario clinics a practical starting point for reducing common technology risks.
The checklist supports good security practices, but it does not replace a clinic-specific risk assessment, privacy program or legal advice. Under Ontario’s Personal Health Information Protection Act (PHIPA), health information custodians remain responsible for protecting personal health information under their custody or control, including when third-party providers are involved.
Healthcare Cybersecurity Checklist
1. Inventory every device, account and cloud service
Create and maintain a list of computers, laptops, tablets, firewalls, switches, wireless access points, printers, phones, cameras and clinical devices. Include operating-system versions, assigned users, warranty status and whether each device still receives security updates. Maintain a separate list of cloud services and administrative accounts.
You cannot reliably protect equipment or accounts that nobody knows exist. Inventory reviews also help identify unsupported systems, unused subscriptions and former staff access.
2. Require multi-factor authentication
Enable multi-factor authentication for Microsoft 365, remote access, cloud storage, administrative accounts and clinical applications whenever supported. The Canadian Centre for Cyber Security recommends MFA as an important protection against compromised credentials and increasingly recommends phishing-resistant authentication methods for higher-risk accounts.
Prioritize administrators and users with access to sensitive information. Avoid shared accounts whenever possible, and immediately remove access when a worker, contractor or vendor no longer requires it.
3. Patch operating systems and applications
Turn on managed updates for supported devices and establish a process for testing and deploying important patches. Include operating systems, browsers, Microsoft 365 applications, firewalls, VPN clients, line-of-business software and device firmware. Replace or isolate systems that can no longer be securely updated.
4. Protect every endpoint
Use centrally managed endpoint protection with active monitoring and tamper protection. Apply disk encryption to portable devices, restrict local administrator rights, enforce screen locks and control removable storage. A clinic should also have a process for lost or stolen laptops, phones and USB devices.
5. Separate clinical, business and guest networks
Guest Wi-Fi, security cameras, building systems and personal devices should not have unrestricted access to clinical systems. Use business-grade firewalls, secure wireless settings and network segmentation to reduce unnecessary communication between devices. Review firewall rules and remote-access services regularly.
BiTS provides healthcare-focused managed IT services, network design and ongoing support for Ontario organizations.
6. Strengthen email security
Configure anti-phishing and anti-malware controls, attachment scanning and domain protections. Train staff to independently verify unusual payment requests, password-reset messages and unexpected file-sharing notifications. Report suspicious messages quickly so other mailboxes can be checked.
Review the Canadian Centre for Cyber Security’s email security guidance and explore BiTS cybersecurity services.
7. Maintain protected and tested backups
Back up critical systems and data according to documented recovery requirements. Protect backup accounts with MFA, encrypt backup data and keep at least one recovery copy isolated from everyday administrative access. Monitor backup jobs and perform scheduled restore tests. A successful backup notification is not the same as a proven recovery.
8. Monitor access and security alerts
Collect useful logs from Microsoft 365, firewalls, endpoints, remote access and important applications. Review repeated login failures, impossible travel, newly created administrators, disabled security tools and unusual access to health information. Access should be based on job responsibilities and reviewed regularly.
The Information and Privacy Commissioner of Ontario explains that unauthorized access includes improper viewing of personal health information in electronic systems. Clinics should combine technical monitoring with clear privacy policies and staff training.
9. Prepare an incident response plan
Write down who will lead the response, which IT, privacy, insurance and legal contacts must be notified, and how affected systems will be isolated. The plan should cover ransomware, compromised email, lost devices, inappropriate record access and accidental disclosure. Preserve relevant logs and avoid destroying evidence during recovery.
The IPC provides official guidance for responding to a privacy breach. Clinics should understand their notification and reporting obligations before an incident occurs.
10. Review vendors and service providers
Document which vendors can access systems or personal health information, how that access is secured and how it is removed. Review contracts, support procedures, data locations, breach-notification terms and responsibilities for backups, logging and account management. Using a third party does not automatically transfer the clinic’s obligations.
Quick Monthly Security Review
- Confirm security updates are being installed.
- Review failed backup jobs and recent restore tests.
- Check endpoint and firewall alerts.
- Remove unnecessary accounts and permissions.
- Review new devices, vendors and cloud services.
- Discuss one phishing or privacy scenario with staff.
How BiTS Helps Ontario Clinics
BiTS Managed IT Solutions helps clinics improve cybersecurity without losing sight of reliability and daily operations. Services can include managed endpoints, Microsoft 365 security, network segmentation, backup monitoring, Wi-Fi, remote support, security reviews and incident-response preparation.
Learn more about our Healthcare IT solutions and our guide to PHIPA-compliant IT support for Ontario clinics.
Request a Healthcare Cybersecurity Review
If you want help applying this checklist to your clinic, contact BiTS Managed IT Solutions for a practical review of your current technology environment.
This checklist provides general information and is not legal, privacy or cybersecurity advice for any specific organization.