Remote access can help an optometry practice handle approved work away from the office, but every connection needs a defined purpose and an owner. Start by asking which tasks genuinely require remote access and which systems should remain unavailable from outside the practice.
Define the approved access path
Have your IT provider and software vendors confirm a supported remote-access method. Depending on the environment, that may involve a managed remote application, a secure gateway, or a VPN. A VPN alone does not make an untrusted device or stolen account safe.
Review accounts and devices together
Use named accounts where supported, approve access by role, and remove access when it is no longer needed. Review MFA availability for administrator and remote-access accounts. Confirm the device’s update, encryption, and security requirements before approving it for work.
Make the workflow practical for staff
Write down where staff should sign in, how they should verify an unusual request, and whom to contact if access fails. Avoid encouraging workarounds such as forwarding sensitive files to a personal account or sharing a colleague’s credentials. Test the agreed workflow before it is needed during a busy day.
Prepare for a lost device or compromised account
Agree how staff will report loss, unexpected authentication prompts, or suspicious activity. Your provider should have a defined process for assessing the event and controlling access. Keep support contact details available through a channel that does not depend entirely on the affected account.
Review the arrangement when staff roles or systems change. For a discussion of your practice’s access needs, contact ClearPHI for a free 20-minute remote discovery call. Client services are planned to begin December 1, 2026.
Reference: CISA and NSA guidance on common security misconfigurations.
This article provides general educational information. It is not legal, medical, or individualized compliance advice. Security measures reduce risk but cannot eliminate it; changes to clinical systems should be coordinated with your IT and software providers.