Password Management
What is Password Management
Password management refers to the processes, policies, and tools used to create, store, and safeguard passwords that provide access to systems containing Protected Health Information (PHI). In the context of HIPAA, password management is a critical safeguard to ensure only authorized individuals can access sensitive data.
Why Password Management Matters for HIPAA
Weak or shared passwords are one of the most common causes of healthcare data breaches.
HIPAA’s Security Rule requires covered entities and business associates to implement technical safeguards that protect access to electronic PHI (ePHI) and maintain HIPAA compliance. Strong password management is part of this compliance.
Best Practices in Healthcare Settings
- Unique Credentials – Each workforce member must have a unique username and password to allow traceable access.
- Complex Passwords – Require a minimum length (8+ characters) with a mix of letters, numbers, and symbols.
- Regular Updates – Change passwords every 60–90 days or after suspected compromise.
- Multi-Factor Authentication (MFA) – Add an extra layer of protection beyond just a password.
- Secure Storage – Encourage the use of HIPAA-compliant password managers instead of sticky notes or spreadsheets. Do not collect and store user account passwords for your team.
- Account Lockouts – Implement automatic lockouts after a specific number of failed attempts to deter brute-force attacks that keep guessing at passwords until one works.
Related Terms
Two Factor Authentication
End-to-End Encryption
Privacy Policy