HIPAA, PCI-DSS, GLBA, and Cyber Insurance: What Your IT Provider Should Already Be Doing

In Healthcare, Dental, and Finance, Saying “We’re Compliant” Isn’t Enough Anymore

You’ve probably heard it before:
“We’re HIPAA compliant.”
“We support PCI.”
“We’ll help with your cyber insurance paperwork.”

But those vague reassurances don’t mean much without execution. The reality is, compliance frameworks and cyber insurance carriers now expect provable, auditable controls, not empty checkboxes. If your IT provider isn’t implementing and documenting the technical safeguards you need, they’re not just underdelivering—they’re putting your organization at financial and legal risk.

This is especially true in industries that carry real regulatory liability: healthcare, dental specialties, and finance. Let’s break down what your IT provider should already be doing to support HIPAA, PCI-DSS, GLBA, and cyber insurance—and how you can verify they’re doing it right.

1. HIPAA: Not Just About Encryption—It’s About Accountability

HIPAA isn’t a one-and-done checkbox. It’s an ongoing set of safeguards, policies, and audits meant to protect PHI (Protected Health Information). Your IT provider should be actively supporting:

• Encrypted Backups (At Rest and In Transit): AES-256 or better encryption, offsite replication, and regular testing.
• Multi-Factor Authentication (MFA) Everywhere: Administrative accounts, EHR systems, email, and remote access points.
• Role-Based Access Control (RBAC): Job-role based access to sensitive systems—no shared or universal access rights.
• Logging and Auditing: Retain logs for 6+ years per HIPAA requirements, with access tracking and alerts.
• Disaster Recovery Planning: A documented, testable DR plan with defined RTO and RPO objectives.

2. PCI-DSS: Compliance Is the Floor, Not the Ceiling

If you’re processing credit card payments—whether in a dental front office or a financial planning portal—you’re subject to PCI-DSS. Your IT provider should already be:

• Segmenting Your Network: Cardholder data environments (CDE) must be isolated from general-purpose networks.
• Using Updated Firewalls and Filters: Documented configurations and active logging, not “plug-and-pray” setups.
• Scheduling Quarterly Scans and Annual Pen Testing: Must be done by a certified third party and supported by your IT team.
• Enforcing Modern Password Policies: Strong, rotating credentials with lockout thresholds and storage best practices.
• Maintaining Asset and Software Inventories: Full tracking of systems touching cardholder data is required—no exceptions.

3. GLBA: CPA Firms Are Now Under the Microscope

The Gramm-Leach-Bliley Act (GLBA) and its updated FTC Safeguards Rule now apply to most CPA and tax firms, regardless of size. If your firm handles non-public personal information (NPI), you’re required to implement and document specific cybersecurity safeguards—and your IT provider is expected to make that happen.

Here’s what your IT provider should already be doing to support GLBA compliance:

• Written Information Security Plan (WISP): Your provider should help develop and maintain a WISP that reflects your systems and processes.
• Access Control and MFA: All systems with client data should require MFA and least-privilege access.
• Encryption of Data at Rest and in Transit: All client data should be encrypted, including email, backups, and cloud storage.
• Monitoring and Response: All systems should be monitored for anomalies, and a documented incident response plan should be ready to deploy.
• Annual Risk Assessments: You must review your security posture annually—and your IT provider should be leading that charge.

Non-compliance isn’t just a regulatory issue. Under GLBA, it can result in fines, litigation, and even the loss of licensure.

4. Cyber Insurance: They’ll Deny the Claim If You Can’t Prove the Controls

Here’s the cold reality of modern cyber insurance:
If you claim an attack and can’t prove you had the right controls in place, you won’t get paid.

Insurance companies now require documentation of technical safeguards. They’ll ask:

• Was MFA enabled for all remote and admin access?
• Were backups immutable and tested regularly?
• Was endpoint protection active and monitored?
• Were patches current and automated?
• Was a documented incident response plan in place and tested?

Your IT provider should already have answers to these questions—or better yet, provide a cyber insurance readiness report during renewal time.

What You Should Demand from Your IT Provider (Today)

If you’re in healthcare, dental, or finance, you need an IT partner who understands compliance isn’t optional—and liability is real. Here’s a minimum expectation list:

• MFA enforced across all accounts
• Backups encrypted, replicated, and tested monthly
• Security policies documented and signed
• Automated patch management
• Network segmentation and traffic filtering
• Access control tied to job roles
• Annual security awareness training
• Quarterly vulnerability scans
• Support for cyber insurance questionnaires
• Support for HIPAA, PCI-DSS, and GLBA documentation

What Makes Us Different

At Proactive Tech Wiz, we specialize in high-liability industries: healthcare, dental specialties, and finance. We don’t just say we help with compliance—we provide proof.

With offices in Sidney, Montana and the Dallas–Fort Worth Metroplex, we offer regionally optimized support with enterprise-grade tools and a compliance-first mindset.

Whether you’re navigating HIPAA, PCI-DSS, GLBA, or trying to keep your cyber insurance premiums under control, we’re already doing the work most MSPs leave to chance.

Ready to See What Proactive Looks Like?

Let’s have a conversation—no fluff, no fear tactics. We’ll show you exactly where your current posture stands and what it would take to get secure, compliant, and protected.

👉 Contact Us for a Compliance & Security Readiness Review.