You set it. You forget it. And while you’re packing for a long overdue weekend at the shore, your inbox starts auto-replying:
“Hi there! I’m out of the office until [date]. For urgent matters, please contact [coworker’s name and e-mail].”
Seems helpful, right?
Unfortunately, for cybercriminals, it’s a gift.
That out-of-office message — the one meant to keep things moving while you’re away — can also hand hackers the exact information they need to launch a targeted attack.
Why OOO Replies Are Gold for Cybercriminals
A typical vacation auto-reply might include:
- Your name, title, and return date
- Alternate contacts and their emails
- Internal team structure
- Location details (“I’m attending a conference in Atlantic City…”)
To a hacker, that’s actionable intelligence.
Two big reasons it’s dangerous:
- Timing: You’re away — less likely to catch or flag something suspicious.
- Targeting: They now know who else to impersonate — and who to pressure.
That’s the foundation for a classic phishing or Business E-mail Compromise (BEC) attack.
How This Scam Targets Healthcare Practices
Let’s say you’re a practice administrator in Hackensack. Your OOO message includes the office manager’s email.
A hacker sees that and sends this to your billing team:
“Hi, this is Dr. Russo. Can you process that invoice we discussed before I left? It’s urgent. Use this new payment link.”
The sender name looks familiar. The urgency feels real. And your billing lead, trusting the source, sends the payment.
You return Monday to find out $45,000 just went to a fraudulent “vendor.”
This exact scheme has hit New Jersey clinics, surgical centers, and even solo providers. It preys on speed, trust, and a lack of verification.
Why Healthcare Practices Are Prime Targets
- Admins often handle time-sensitive financial and patient data.
- OOO messages frequently redirect to the front office or billing contacts.
- Teams are multitasking, especially when staff is out.
When multiple people share responsibilities while someone’s away, impersonation scams slip in more easily.
How to Write a Safer Out-of-Office Message
You don’t have to ditch OOO replies — just rewrite them with security in mind:
Bad:
“I’m at the NJMGMA Conference through Friday. For urgent billing requests, contact Susan at susan@practiceemail.com.”
Better:
“I’m currently out of the office and will respond to messages upon my return. For immediate assistance, please call our main line.”
Avoid giving direct names, titles, or tasks. Keep it vague and centralized.
5 Ways NJ Healthcare Practices Can Stay Protected
- Train Your Team: Make sure employees know:
-
- Never act on urgent payment or data requests from email alone.
- Always verify unusual requests by phone or in person.
- Use MFA on Every Account: Multifactor Authentication should be enabled across email, EHR portals, billing systems — everywhere. It stops most attacks cold.
- Implement Advanced Email Security: Use anti-spoofing tools (like SPF, DKIM, DMARC) and phishing filters. A strong IT partner will have these in place.
- Monitor for Suspicious Behavior: Unusual logins, password resets, or bulk email activity while someone is out? That’s a red flag.
- Work With a Proactive IT Partner: Choose an MSP who understands healthcare and watches for threats in real-time — especially during vacation season.
Want to Vacation Without Giving Hackers an Opening?
We help New Jersey healthcare practices build cybersecurity systems that work quietly in the background — even when your inbox is on vacation.
Click here to book your FREE Healthcare IT Security Assessment.