Imagine this: a patient clicks your website to book an appointment – and ends up on a gambling site in another language.
You didn’t change anything. You didn’t even notice anything. But your website has been compromised, and now it’s quietly damaging your reputation behind your back.
It’s worth knowing that health care is one of the most frequently targeted sectors in Australia when it comes to cyber attacks.
And clinics – especially smaller ones – are seen as low-hanging fruit.
A 2023 Australian report noted that over 40% of healthcare organisations were targeted by online attacks in just that year.1 In another report, the Australian Cyber Security Centre revealed that 62% of small businesses have experienced a cyber incident.2
That’s not meant to scare you, but it should give you pause. As an eye care clinic owner, you are busy looking after patients, running your practice, keeping things afloat. But that’s exactly what makes small healthcare businesses such attractive opportunities for bad actors: valuable data, minimal internal information technology (IT) support, and too many competing priorities.
Let’s unpack what’s really at risk – and what you can do to keep yourself protected.
Patient trust extends beyond eye exams and treatment plans. It includes every digital interaction – personal data, email address, medical notes, billing information
Why Digital Security Matters
What happens when a patient trusts you with their vision health, but your systems quietly let them down?
Patient trust extends beyond eye exams and treatment plans. It includes every digital interaction – personal data, email address, medical notes, billing information. And when that layer is compromised, confidence fades fast.
In my work with independent eye care practices, I’ve noticed how often digital security is pushed aside for more immediate concerns. But I’ve also seen what happens when those digital gaps are exposed.
One client had their email account hijacked and used to blast spam to their entire contact list. Another very nearly fell for a phishing attempt to gain access to the clinic’s Facebook page. I also had to help clean up a site that had been hacked with malware because it hadn’t been updated in years.
These weren’t dramatic headline-grabbing attacks, but they still caused reputational damage, technical headaches, and plenty of wasted time.
For small practices, problems like these can feel particularly overwhelming. There’s no in-house IT team to fall back on. No legal department to handle privacy fallout. You’re the one who has to make the calls, fix the issue, and explain what happened – often while still trying to keep your patient schedule on track.
A few practical steps taken now can prevent a much larger headache later. Let’s look at where the common risks lie, and how you can stay one step ahead.
Most digital disasters could have been stopped with just a handful of good habits
Common Digital Security Failures
Most independent eye care practices aren’t careless. They simply haven’t been shown what to look for.
Here are the most common weak spots I’ve seen in eye care practices, and how they’re exploited:
SEO spam and site redirects. Improperly maintained websites are a common target for automated hacking attempts. Once inside your website, attackers often inject malicious code that redirects visitors to scam websites. Sometimes this includes injecting foreign search engine optimisation (SEO) spam. Google can detect this and may remove your site from their search results altogether.
Ransomware attacks. In extreme cases, these attacks lock down your systems until a ransom (usually in cryptocurrency) is paid, as infamously happened to a multi-million dollar American health care company in 2024.3 They’re often triggered by a staff member clicking a link or attachment in a fake email. If backups aren’t in place – or aren’t functional – your business could be paralysed for days.
Password mismanagement. Using the same password across multiple systems is one of the easiest ways to get compromised. If developers or past employees still have admin access, that’s another serious risk. One exposed credential can lead to a total breach of your website, booking system, and email.
Phishing and social engineering. Cybercriminals impersonate your service providers through realistic-looking emails from Google, Facebook, or some other reputable company. These messages often trick your team into sharing login details. Without proper training, even smart people fall for these scams.
‘Man-in-the-middle’ attacks. Data transferred through unsecured networks or forms can be intercepted – especially if your site isn’t using proper secure sockets layer (SSL) encryption, providing a web address that begins with HTTPS (hyper text protocol secure). Patient data, login details, or financial information can all be grabbed in transit. Be particularly careful when using public Wi-Fi points, such as in airports.
Insecure access to devices. Whenever you are accessing mission critical services, it’s important to always log out at the end of your session. This is particularly the case if you are using a shared digital device, otherwise the next person who uses your laptop, tablet, or phone has carte blanche to your accounts.
Brute force attacks. Hackers can use automated systems to guess weak passwords by trying thousands of combinations. Without strong password rules and security systems in place to limit login attempts, this kind of attack can easily crack open a user account.
Lost access to key accounts. Using generic email accounts like Gmail to register your domain, Google Business Profile, or Facebook Page can lead to disaster if access is lost. Without backup recovery options, you may never get those accounts back – and you’ll be left starting from scratch.
Each of these points represents a vulnerability that’s both real and preventable. The trick is knowing where to look – and taking action before someone else does.
Practical Tips to Prevent Digital Disasters
Most digital disasters could have been stopped with just a handful of good habits. It doesn’t require expensive tools or involve a steep learning curve. It just requires discipline, setting routines, and a little bit of cyber awareness.
Here’s a breakdown of what I recommend to protect your clinic from avoidable trouble.
Use strong, unique passwords for every account. Don’t reuse the same login across systems. Your booking platform, email, website, and social media accounts should each have different credentials. Use a reputable password manager to keep everything organised and secure. Some examples include 1Password (1password.com), Bitwarden (bitwarden.com), Dashlane (dashlane.com), or LastPass (lastpass.com).
Never share passwords through email or SMS. These channels are insecure. If credentials need to be shared, use an encrypted password manager that’s built for secure sharing. Tools like Onetime Secret (onetimesecret.com) and QuickForget (quickforget.com), which provide ‘one-time click’ and auto-expiring links can also be useful in some cases.
Secure physically stored passwords. If you’re writing passwords down on paper (sometimes it’s necessary), store them in a sealed envelope inside a locked safe. Review them periodically to make sure they are still valid.
Enable two-factor authentication (2FA) wherever possible. Use app-based 2FA tools like Google Authenticator for email, cloud platforms, website logins, and social media. Hardware keys are a solid option for higher-risk accounts.
Ensure reliable and secure hosting. Don’t base your clinic’s website on a cheap or unknown hosting provider. Look for one that includes malware scans, SSL encryption, backups, and protection from distributed denial of service (DDoS) attacks.
Keep all website components updated. This includes your content management core system (e.g. WordPress), plugins, and themes. Unused ones should be removed to reduce your exposure. For WordPress website owners, best practice is to subscribe to a monitoring service like PatchStack (patchstack.com) that sends notifications of any known vulnerabilities in commonly used plugins.
Automate and test backups. Schedule daily backups of your website and key systems. Store them in multiple locations (cloud and local) and test them periodically to confirm they work.
Handle patient data with care. Don’t collect personal details through generic contact forms unless they’re encrypted – JotForm (jotform.com/hipaa) has special plans for medical practices. If you need an online booking solution that connects to your patient management systems, use platforms like MyHealth1st (myhealth1st.com.au) or HotDoc (practices.hotdoc.com.au) that are designed for privacy compliance.
Avoid storing card details. If you process payments, use trusted payment processors like Stripe or PayPal. Don’t store card information within your own systems. Getting a black mark for Payment Card Industry (PCI) compliance can have implications for maintaining your merchant account.
Use domain-based clinic email addresses. Avoid using Gmail, Hotmail, or other free providers. Set up a proper clinic email using your domain – it boosts your credibility and keeps you in control.
Secure your domain registrar account. Apply 2FA and ensure recovery contact details are accurate and up to date. Losing access here could mean losing your entire web presence.
Invest in staff training. Run brief, regular awareness sessions. Show examples of phishing emails. Encourage your team to ask questions and report odd behaviour without fear.
Plan ahead for problems. Know who to contact in an emergency. Have a simple recovery plan written down that includes access information, backup contacts, and what to check first. It’s easier to act fast when the pressure is high if the plan is already there.
Use website security tools. Install a website firewall. Set rate limits on login attempts. Use IP blacklists to block known threats. Set up alerts on your system for suspicious changes or access attempts.
Use anti-virus software. A good anti-virus program on all your computers (yes, even Macs!) is essential. Keep them up to date and run them regularly.
Have a security review schedule. Create calendar reminders for account access and password audits. Run scheduled backup recovery tests. Make it part of your regular clinic rhythm.
Know your ‘stolen phone’ protocol. You should have a clear understanding of what steps to take immediately if you suspect your phone has fallen into the hands of criminals. This includes locking your phone remotely, and reporting the unique 15-digit International Mobile Equipment Identity (IMEI) number, to your mobile operator (so keep a record).
Protecting your online assets isn’t a ‘once and done’ task. A few small actions, done consistently, can shield you from enormous setbacks.
Digital security often flies under the radar in busy practices
Final Thoughts
Digital security often flies under the radar in busy practices. It doesn’t demand attention – until the moment it absolutely does. And when that moment comes, it can interrupt everything from your appointment schedule to your patient relationships.
A clear process for system updates, stronger access controls, and smarter data handling can make all the difference. This is part of running a modern health clinic. Not an extra, not a nice-to-have – a core responsibility that supports every part of your business.
You’ve built your reputation by caring for people. Protecting their information (and your digital assets) is part of that same commitment.
Paul Sallaway is the founder, owner, and web strategist behind Optics Digital Marketing. His agency specialises in assisting business growth for eye care practices through conversion optimised websites and data-driven marketing. For a free consultation, visit: opticsdigital.net.
References
- Chipeta C. Healthcare cybersecurity, data breach and cybercrime statistics in Australia, Eftsure (web article, 11 December 2024) available at: eftsure.com/en-au/statistics/healthcare-cybersecurity-data-breach-cybercrime-statistics-in-australia [accessed May 2025].
- Australian Signals Directorate and Australian Cyber Security Centre. Cyber Security and Australian Small Business. 2023. Available at: cyber.gov.au/sites/default/files/2023-03/2023_ACSC_Cyber%20Security%20and%20Australian%20Small%20Businesses%20Survey%20Results_D1.pdf [accessed May 2025].
- Greenberg A. Change Healthcare finally admits it paid ransomware hackers $22 million – and still faces a patient data link (web article, 22 April 2024) available at: wired.com/story/change-healthcare-admits-it-paid-ransomware-hackers [accessed May 2025].
