Restrictions on outside removable media remain in place. Official policies relevant to removable media are in the process of being revised and updated to reflect our current stance.
What is removable media?
Removable media includes CDs, jump drives, general SD cards, or any outside peripheral device that would be inserted directly or via a cable into a Vanderbilt Health device to have its data downloaded into our systems.
Are there exceptions for wearable/biometric devices?
If patients have a biometric device, such as a glucose monitor, many of these have data that is transmitted to the cloud, and we have established workflows for securely importing that information into our systems. We may continue these workflows.
We may also continue to support workflows around accessing data from the following devices that are inserted directly or via a cable into a Vanderbilt Health device:
- Glucometers
- Insulin pumps
- Continuous glucose monitors
- Implanted cardiac devices
- SD cards from CPAP machines
At this time, no other wearable devices may be inserted directly or via cable into a Vanderbilt Health device.
We must discontinue all workflows for any biometric devices that must have their data physically downloaded to removable media, such as an SD card (except from CPAP machines) or jump drive. We cannot insert removable media into a Vanderbilt Health device. We can advise these patients to print their data off and bring it to their visit.
What if a patient brings in a CD or jump drive with diagnostic images?
Special laptops/kiosks are available in high-volume and high-needs clinical areas—these laptops can safely review removable media for cyberthreats and upload diagnostic images to Vanderbilt Health’s clinical systems and into the patient’s chart. Only these laptops are approved for use with removable media.
Can the dedicated laptops upload other types of clinical data (other than diagnostic images) to a patient’s chart?
No, these laptops/kiosks are used to review removable media with diagnostic images only.
How can my area get one of these dedicated laptops for reviewing removable media?
Dedicated laptops may be requested via Pegasus. Please note that areas must budget for new or replacement devices.
I work in an area that does not touch clinical data—can we accept removable media from outside facilities?
No, restrictions on removable media apply to all areas of Vanderbilt Health, including back office/business operations and research areas.
Are there other ways to view imaging studies?
ImageShare by Inelerad (formerly known as Ambra) has a web-based portal that is an approved solution to use. Its web-based portal offers online “scrubbing” of data that makes it low risk to Vanderbilt Health.
Employees may use ImageShare’s web-based portal to view and import imaging studies performed at other locations. More information is available in the Intelerad Quick Start Guide.
Patients can share images directly with us via ImageShare. More information is available at vanderbilthealth.com/imageshare
Have other questions around removable media or wearable devices? please contact the VUMC Help Desk at 615-343-HELP, or provide all pertinent information in a Pegasus General Request to the VUMC Enterprise Cybersecurity (VEC) Workgroup “VEC SECURITY OPERATIONS CENTER-NO PAGE.”
More FAQs are available at: https://www.vumc.org/main/ascension-cybersecurity-event.