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Requiring each employee to have a password to log into the computer system and having random business-wide changes in passwords. Cari Richmond, practice manager for Gull Lake Animal Hospital in Richland, Mich., says the practice was able to trip up one thief that way. A woman who had obtained others’ passwords altered computer records under different log-ins to hide her thefts. Richmond changed everyone’s passwords and stopped the thefts. However, it took Richmond weeks to compare time clock records and computer changes to pinpoint the thief.
Performing spot checks of such products as heartworm preventives, pet food and medications.
A single-card access-control system is more difficult to violate through key replication or lock-picking.
Performing regular checks on deleted invoices, returns and canceled appointments. Keefe suggests performing database comparisons.
Having security features in your computer software that limit deletions and changes.
Limiting access to certain areas. Having staff work in pairs and not allowing anyone to open or close alone. At one veterinary clinic, the thief would occasionally offer to lock up and allow the others to leave. In those extra 5–10 minutes, she stole client credit card numbers and ran transactions.
Having mandatory vacations. Those running fraud schemes often skip vacations so that someone else does not step in and uncover the deception.
Reviewing computer reports to make sure that invoice numbers are consecutive, that activity dates are within reason and what credits are going to which client accounts.
Reviewing credit card bills to verify that purchases are practice-related and reviewing credit card slips for credits.
Install security equipment Surveillance products can be both
deterrents and investigative tools. Each product can add a layer of protection. The basic security alarm can detect intrud- ers when exits or windows are violated. A single-card access-control system can limit entry to a storage room, drug sup- ply closet or office with financial records. Such a system is more difficult to violate through key replication or lock-picking. Emerging technology is offering ever-
more affordable and customized ways to integrate security options. Costs for video surveillance can include a few hun- dred dollars per camera and/or record- ing device, with about $10 for monthly remote management fees. If you have business Wi-Fi, for example,
one new high-definition video-monitor- ing camera uses it to allow viewing from your laptop, iPhone, iPad, Android phone or tablet. The video stream is located on a server accessed through the Internet, so memory is not a concern, but there are fees for the “cloud” recording plans. A different setup offers a four-camera and four-chan- nel digital video recorder (DVR) setup. Add a router, Internet connection and apps for remote access. Check out home-monitoring systems for business use to remotely man- age door locks, one or more surveillance cameras and lights via a web-enabled com- puter, and most smartphones.
Determine camera needs As far as which cameras to choose,
security expert Ramm suggests those that provide color images in fine detail are important for prosecution. Cameras that are motion-activated will save on storage space if your system records to a DVR. Other camera considerations include: Overt or covert—Experts suggest visibility is a deterrent.
Number—A large hospital might want cameras in the reception area, cashier area, entrances to storerooms, treatment room, entrances and exits, parking lot, pharmacy and perhaps exam rooms.
Trends magazine, April 2012
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