Guide for cybersecurity

Our teams work behind the scenes to monitor and protect our systems from cyberattacks. We can’t stress enough the important role that every member of our community plays in keeping our systems safe and our patients’ data secure. Additionally, the same principles and caution we ask you to use to keep our systems and data safe, can also be used to keep your personal finances and information safe. Please use our guide to cybersecurity to help you stay safe online.

Be cautious: Email impersonation/spoofing is on the rise!

Cyber criminals have gotten increasingly savvy at creating emails that look legitimate. In some cases, rather than using malicious URLs or attachments, an attacker will use social engineering and personalization to trick you into transferring money or sharing sensitive data. Read about recent incidents (requires login) and review the 4 signs that an email is a potential scam to keep yourself safe from scammers. 

The following are 4 signs that an email is a potential scam.

  1. PRETEND – Scammers may pretend to be from an organization you know. They may send a message using an email that looks like it is from UCLA, Social Security, the IRS or an organization that sounds official.
  2. PROBLEM/PRIZE – Scammers may say there is a problem or a prize/reward. They may say there is an issue with an account, need your help, or that you won money/reward.
  3. PRESSURE – A scammer will want you to act immediately. This is in hopes that you act before you have time to think.
  4. PAY – If money has been requested, a scammer will often insist that you pay in a specific way. This may be done though a money transfer company, putting money on a gift card and asking for you to provide the number on the back, or by providing you a check that they instruct you to deposit and send them money.

 

Think before you click

Always be wary of attachments you receive from external or unknown email addresses. Before you click on a link, hover your mouse over embedded links in the body of an email to view where the link will direct you. If the hyperlinked address is different than the address that is displayed, the message may be fraudulent or malicious. 

You can always directly browse to a trusted site and look up information as opposed to clicking links from untrusted emails.

 

Report suspicious email

If you receive a questionable email to your Mednet email account, use the Report Suspicious button within Outlook to have it sent off to our teams. A member of our team will look over the email and, if found to be dangerous, automatically have it removed from your mailbox.

image of how to report phishing emails from outlook

 

If you suspect a phishing scam in your personal email, you can report it through the Federal Trade Commission (FTC) Learn More →

 

Keep software, hardware, and mobile devices updated

At Work
Our teams are constantly working to ensure that the IT-managed devices (devices we supply to you) are secure.  

Part of these efforts are to keep your operating systems and software updated. Many updates happen in the background, however there are times when we require your help with getting your device(s) updated or upgraded. We appreciate your attention to notifications that are sent to you that require an upgrade or update when a security vulnerability is identified.

If you are ever unsure if a notification is legitimate, you can always call our Customer Care team to find out if an email you received is legitimate.

At Home
We recognize that you may want to use a personal device to connect to our network. In order to maintain a safe computing environment, these devices must be set up with the appropriate security in place. Our Device Security Toolkit provides the information needed to connect to our network from a personal device.

In general, our computers/tablets/phones may hold a large amount of financial and personal data that is valuable to criminals. One way to protect yourself is to set up auto updates for software you use. Software updates may include security patches that work to fix a vulnerability and keep criminal out of your information.

 

Report cybersecurity incident

The Federal Bureau of Investigation (FBI) defines a cybersecurity incident as "a past, ongoing, or threatened intrusion, disruption, or other event that impairs or is likely to impair, the confidentiality, integrity, or availability of electronic information, information systems, services, or networks."

At UCLA Health IT, we prioritize keeping our computing environment safe and staff and patient data secure. If you are unsure about when to report an incident or activity, please do not hesitate to call Customer Care as our teams are here to help and provide support. Please be sure to report the following types of incidents:

  • Phishing emails (use Report phishing in Outlook)
  • Lost/stolen laptop, computer, USB/thumb drive, Smart Phone
  • Lost/stolen paper records and printouts
  • Inappropriate access to medical records
  • Compromised servers and workstations
  • Exposure of passwords

If you suspect a cybersecurity incident for any of your UCLA Health IT managed devices or accounts, contact Customer Care at 310-267-2273 (CARE) immediately. Specialists are available 24/7 to provide support. 

For UCLA Campus accounts or devices, please refer to the UCLA Office of the Chief Information Security Officer Website →

 

 

 

Additional Information and Resources