Is Your Veterinary Practice at Risk?

Running a veterinary practice is busy work. Between caring for patients, managing staff schedules, and handling the day-to-day operations, some tasks might slip through the cracks. One commonly overlooked area? Deleting old logins for staff who no longer work at your clinic.

At first glance, this might not seem like a big deal. After all, it’s easy to think, “I’ll handle it later.” But leaving unused login details active can pose significant security risks to your practice.

Here’s why ignoring this small task could have big consequences—and what you can do about it.

The Risk of Unused Logins in Veterinary Practices

1. Vulnerability to Cyber Threats
Cybercriminals are always looking for easy entry points, and old, inactive accounts are often the weakest links. These forgotten logins can act as open doors into your practice’s sensitive data—client information, patient medical histories, and even financial records.

Example: Imagine a former receptionist’s login is still active on your practice management software. If that account is compromised, a hacker could access confidential client details, potentially violating data protection laws and damaging your reputation.

2. Increased Costs
Inactive accounts don’t just pose security risks—they can drain your budget. Many subscription-based services charge per user. If old logins are still active, you may be paying for accounts that aren’t being used. For a veterinary practice, where every dollar counts, this is an unnecessary expense.

3. Compliance Issues
Veterinary practices often handle highly sensitive data, from client contact details to pet medical records. Failing to manage login details properly could put your practice at risk of non-compliance with data protection regulations.

How to Protect Your Practice

Step 1: Audit Your Logins
Start by reviewing all accounts and login details used in your practice. Check your:

  • Practice management software
  • Cloud-based appointment scheduling systems
  • Telemedicine platforms
  • Email and communication tools
  • Any other software used for billing, diagnostics, or client interactions

Identify accounts belonging to former staff and ensure they are fully deactivated—not just left inactive.

Step 2: Revoke Access Immediately When Staff Leave
When an employee leaves, their access to systems should be revoked as part of your offboarding process. This should include removing their login credentials, canceling any email forwarding, and ensuring they no longer have access to shared drives or systems.

Step 3: Review Software Subscriptions
Over time, practices may switch software providers or stop using certain tools altogether. Conduct a review of all subscriptions to identify services you no longer need—or ones where old user accounts might still be active.

Step 4: Create a Security Policy
Establish a clear policy for managing accounts and logins. This should include:

  • Procedures for onboarding new staff and setting up accounts
  • Immediate steps for removing access when staff leave
  • Regular reviews of active accounts and subscriptions

Why It Matters for Veterinary Practices

Veterinary practices operate in a unique environment where client trust is paramount. A single data breach can erode that trust and lead to significant financial and reputational damage.

Additionally, as more practices adopt cloud-based tools for scheduling, telemedicine, and diagnostics, the risk of a cyberattack only grows. Staying vigilant about account management isn’t just a good habit—it’s essential for safeguarding your practice and your clients’ peace of mind.

Need Help? We’ve Got You Covered

Managing accounts and logins might not be the most exciting part of running a veterinary practice, but it’s one of the most important steps you can take to protect your business.

At MoreMax, we specialize in providing IT solutions tailored to veterinary practices. Whether you need help auditing your accounts, securing your systems, or optimizing your subscriptions, we’re here to help.

Don’t let old logins put your practice at risk. Contact us today for a security review and ensure your clinic is safe, compliant, and efficient.