Healthcare information technology (IT) teams continue to invest in high-tech defenses such as endpoint security and zero-trust architecture. Despite these efforts, basic physical vulnerabilities remain widespread across hospitals and clinics. These low-tech incidents may not generate headlines like ransomware attacks, but they can trigger fines and reputational damage just the same. Cybersecurity programs that ignore physical and procedural gaps leave health systems open to avoidable breaches, even as digital infrastructure becomes more advanced.
Why Low-Tech Crimes Still Work in High-Tech Environments
Hospitals and clinics often experience constant foot traffic from vendors, patients and family members, which creates a challenging environment for access control. In 2022, there were approximately 1.6 billion outpatient visits to physician offices across the U.S., highlighting the scale of daily movement through healthcare facilities.
Amid this activity, employees may unintentionally hold doors open or allow others to follow through secure areas without question. Suspicious behavior can go unnoticed in fast-paced clinical settings, especially when staff prioritize courtesy or efficiency. Without reliable inventory tracking or physical asset audits, theft of devices or sensitive documents may never be reported or even discovered.
Common Examples of Overlooked Low-Tech Threats
Devices like shared PCs and workstations on wheels are often left unattended in hallways or patient rooms, making them easy targets for theft. Paper documents like printed intake forms and medication lists are frequently left in plain sight, which exposes patient information.
In 2022, more than 51 million healthcare data records were compromised across the U.S., many through low-tech breaches. Staff may also share or lend badges when access cards are forgotten, which weakens identity controls and tracking. Adding to the risk, individuals posing as contractors or IT personnel often bypass security checks by blending into the daily rush of clinical operations.
Tips to Prevent Physical Theft and Low-Tech Fraud in Healthcare
Physical security gaps may not trigger alerts like cyber threats, but they still put patient data and hospital operations at risk. From stolen laptops to fake vendors, low-tech crimes demand targeted safeguards that healthcare IT teams can influence directly.
1. Implement Role-Based Badge Access
Restricting physical access based on job roles and departmental responsibilities strengthens internal security and reduces unnecessary exposure to sensitive areas. Not every employee needs access to server rooms or records offices, yet many facilities still rely on overly broad badge permissions.
Implementing role-based access controls allows healthcare IT and security teams to define who can enter specific zones and when. These restrictions help create clear audit trails and make it easier to investigate incidents when they occur. Tailoring access to actual job functions prevents opportunistic theft and minimizes the risk of unauthorized entry during off-hours.
2. Partner With Finance to Detect Fraud Signals
Cross-checking sudden changes in vendor banking details and duplicate or suspicious invoice patterns is critical to catching low-tech fraud early. Healthcare organizations that rely on mailed checks for payments or refunds face a growing risk. In fact, mail theft has increased by 140% over the past three years, becoming a key enabler of check fraud schemes.
Criminals use stolen mail to forge or alter checks or impersonate vendors, often without triggering standard cybersecurity alerts. When IT teams collaborate with finance departments, they can help flag these anomalies and put controls in place to verify changes before any payment is processed. Proactive monitoring and verification workflows can prevent financial losses long before fraud escalates.
3. Enforce Secure Print and Paper Disposal Practices
Badge-based printing reduces the risk of unauthorized access to printed protected health information by requiring staff to authenticate at the printer before documents are released. This simple control helps prevent sensitive records from being left in open trays or picked up by mistake.
Locked shredding bins that are placed near workstations and nurse stations provide a secure way to dispose of paper records and help ensure consistent handling of printed data. Every healthcare organization should also maintain a clear, written policy on medical record retention. That policy should be based on compliance deadlines and the continuity of care each patient requires.
4. Tag and Track Mobile Devices and Carts
Using barcode systems to track laptops and workstations on wheels gives healthcare IT teams a clearer picture of where assets are and how they’re used. These tools create real-time visibility across departments, which reduces the risk of loss or theft in busy clinical environments. Devices can be scanned during transfers or log check-in or check-out events, adding accountability to mobile technology use.
This tracking supports faster recovery when items go missing and simplifies audits for compliance or inventory reporting. As portable devices become central to patient care, securing their movement is a practical step toward stronger data protection.
5. Limit Shared Workstation Access
Automatic timeouts and personal authentication tokens help secure shared workstations by limiting unauthorized access and enforcing accountability. These safeguards ensure sessions close quickly when unattended and only reopen with verified user credentials. Physical security measures also play a role in protecting sensitive zones and high-traffic areas.
Jake Stauch of Verkada — an enterprise security provider — highlights how video surveillance adds visibility into hallways and other common areas. By combining video analytics with real-time alerts, organizations can detect suspicious movement or tailgating, making it easier to respond quickly and prevent breaches before they escalate.
Closing the Security Gap with Physical Controls
Not all threats come through firewalls or email inboxes. Simple, overlooked gaps like an unattended cart or a borrowed badge can still result in costly data breaches and compliance failures. By closing those gaps, healthcare IT teams strengthen their security posture and reinforce trust across the facility.
By Zac Amos, ReHack
