Oasis Medical Solutions Article
July 25, 2025

The 2025 Compliance Mandate
An Arkansas Practice's Guide to Windows 10 End-of-Life, HIPAA, and State Law

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Until Windows 10 EOL

Image shows Windows 10 End-of-Life with Window disintegrating, a security shield and HIPAA stack, and outline of Arkansas.

For independent healthcare practices across Arkansas, from the Ozarks to the Delta, the mission is to provide quality patient care. But a critical technological deadline is approaching that demands your immediate attention. On October 14, 2025, Microsoft will officially end support for Windows 10, the operating system running on computers in clinics throughout the Natural State.

This isn't just an IT issue for large hospital systems in Little Rock or Fayetteville. For a small or rural practice, this event has profound consequences for your cybersecurity, operational stability, and your legal standing under both federal HIPAA regulations and Arkansas state law.

This guide is written specifically for you—the practice owners, office managers, and dedicated staff of Arkansas—to provide a clear, actionable plan to protect your patients, your business, and your peace of mind.

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1.1 The End of an Era: Why October 14, 2025, is a Critical Deadline

For nearly a decade, Windows 10 has served as the operational backbone for Arkansas healthcare practices. However, this era is coming to a definitive close. Microsoft has officially scheduled the end-of-life (EOL) for its Windows 10 Home and Pro editions for October 14, 2025. This date is a non-negotiable deadline with significant security and legal implications.

After this date, Microsoft will no longer provide free technical support, non-security updates, or, most critically, security patches and fixes for the operating system. While a computer running Windows 10 will still function, it will become a static target for malware. From a security perspective, this is a catastrophic event. Every new vulnerability discovered by cybercriminals after the deadline becomes a permanent, unpatched entry point into your practice's network—effectively an open door for cybercriminals to exploit.

1.2 HIPAA Security Rule and the "Reasonably Anticipated Threat"

The HIPAA Security Rule serves as the foundation for protecting patient data. It does not mandate specific technologies, but it does require all covered entities to "Protect against any reasonably anticipated threats or hazards to the security or integrity of" electronic Protected Health Information (ePHI).

The continued use of an operating system for which the vendor has publicly declared an end to all security updates is the textbook definition of a "reasonably anticipated threats". This is not a hypothetical risk; it is a documented and impending certainty. This failure to act directly undermines the core tenets of the Security Rule:

Confidentiality: An unpatched system is vulnerable to data theft.
Integrity: Malware can be used to alter patient records, posing a direct threat to patient safety.
Availability: Ransomware, which thrives on unpatched vulnerabilities, can encrypt your entire system, halting all clinical operations . This operational halt directly freezes your cash flow. The inability to access patient records, submit claims, or process payments can be financially devastating. A secure, modern infrastructure is the foundation of reliable Revenue Cycle Management—a core service Oasis Medical Solutions provides to ensure the financial health of Arkansas practices.

1.3 The Inevitable Failure of the HIPAA Risk Analysis

The most direct violation of HIPAA from using an EOL operating system is the failure to comply with the Risk Analysis requirement. The Security Rule, at 45 C.F.R. § 164.308(a)(1)(ii)(A), mandates that all covered entities conduct an "accurate and thorough assessment of the potential risks and vulnerabilities" to ePHI.

Guidance from the Department of Health and Human Services (HHS) is unambiguous, stating that a risk analysis must consider any known security vulnerabilities of an operating system, specifically citing systems that are no longer supported by their manufacturer as an example.

This is not a theoretical interpretation. The HHS Office for Civil Rights (OCR) has established a clear precedent. In a landmark case, Anchorage Community Mental Health Services (ACMHS) was fined $150,000 after a breach that was the "direct result of ACMHS's failure to identify and address basic risks, such as not regularly updating their IT resources with available patches and running outdated, unsupported software." This case provides a clear indication that OCR views the use of unsupported software as a core compliance failure worthy of significant financial penalties.

2.1 The Dual Mandate: Arkansas Medical Records Law and PIPA

In Arkansas, healthcare providers are bound by a dual legal mandate. State law firmly establishes the confidentiality of medical records, restricting access and complementing the protections provided by HIPAA.

Layered on top of this is the state's primary enforcement tool: the Arkansas Personal Information Protection Act (PIPA). PIPA is critically important because it requires any entity collecting personal information to implement and maintain
"reasonable security procedures and practices" to protect that information. The Act's definition of "Personal Information" was specifically expanded to include "medical information" and "health insurance policy numbers," leaving no doubt that your patient data falls squarely within its jurisdiction.

The connection is clear: continuing to use an unsupported Windows 10 operating system is, on its face, a failure to maintain "reasonable security procedures" as required by PIPA. A data breach traced to a compromised Windows 10 EOL machine would constitute a clear violation of the Act, exposing your practice to state-level enforcement action in addition to federal HIPAA penalties.

2.2 Breach Consequences: The Arkansas Attorney General Steps In

In the event of a breach, PIPA imposes strict notification duties that are more aggressive than HIPAA's requirements:

Notification Timeline: You must notify affected Arkansas residents no later than 45 days after determining a breach has occurred and is likely to cause harm. This is significantly shorter than HIPAA's 60-day window.
Attorney General Notification: If a breach impacts more than 1,000 Arkansas residents, you must also notify the Arkansas Attorney General within the same 45-day period. The AG's office provides a specific online portal for this reporting, signaling an active regulatory interest.
Penalties: The Arkansas Attorney General has the exclusive authority to enforce PIPA and can bring legal action to seek civil penalties and other sanctions against non-compliant practices.

2.3 Local Threat Context: It's Happening Here

The threat to Arkansas healthcare practices is not theoretical. Recent major data breaches demonstrate that our state is a prime target for cybercriminals.

The ransomware attack on Mainline Health Systems, a provider serving Southeast Arkansas, compromised the data of over 101,000 individuals, including Social Security numbers and medical information.
Arkansas Heart Hospital suffered a data breach affecting patients when a third-party vendor's systems were compromised during a transition to a new electronic medical records platform.

3.1 The Proactive Path: A 3-Step Mitigation and Modernization Plan

A structured approach is crucial for managing this transition smoothly.

Step 1: Assess - Conduct a Comprehensive IT and Compliance Audit.
Inventory every device in your practice. For each machine running Windows 10, evaluate it against the hardware requirements for Windows 11, which include a compatible 64-bit processor, UEFI with Secure Boot, and, most critically, a Trusted Platform Module (TPM) version 2.0. Many PCs purchased before 2021 may lack the required TPM 2.0 chip, making a direct upgrade impossible.

At the same time, you must verify critical software compatibility. This is more than a technical check. An outdated OS may be preventing you from using the latest, most efficient version of your EHR or PM software. As EHR and Practice Management specialists, Oasis Medical Solutions helps practices evaluate if their current software is optimized for a modern operating system and whether the upgrade presents an opportunity to improve clinical efficiency and data access.
Step 2: Budget - Account for the Total Cost of Transition.
Develop a realistic budget that includes hardware, software, labor, and potential training costs. New business-grade desktops with Windows 11 Pro typically range from $600 to $1,200, with laptops costing between $800 and $1,800. Refurbished machines that meet Windows 11 specs can be a cost-effective alternative, often available for $250 to $400. While your IT provider will handle the physical hardware swap, a healthcare technology consultant, such as Oasis Medical Solutions, is essential for the strategic planning phase. We help Arkansas practices analyze how this transition impacts EHR performance, clinical workflows, and revenue cycle management, ensuring the technology serves your practice's goals, not the other way around.
Step 3: Plan - Develop a Phased Migration Schedule.
Don't try to upgrade all computers at once. Create a phased rollout that prioritizes the most critical systems first, such as the front desk and billing computers. Schedule upgrades during off-peak hours to minimize disruption to patient care. Keep in mind, time is running very short, so a phased migration schedule should be closely monitored for practices with many PCs to update or replace.

3.2 Analyzing the Options: A Cost-Benefit Framework

Practices have three primary paths forward. The Extended Security Updates (ESU) program from Microsoft provides patches for up to three years, but at a steep and escalating cost: $61 for year one, $122 for year two, and $244 for year three, totaling $427 per device.

Arkansas Medical Society (AMS): As the primary professional organization for physicians in the state, the AMS offers practice management support and helps keep members informed about critical compliance issues. They also provide access to cybersecurity resources from the American Medical Association.
Arkansas Small Business and Technology Development Center (ASBTDC): With offices across the state, the ASBTDC is a premier resource offering no-cost, confidential consulting on business management and technology. They have developed a specific, free online training course, "Cyber Safe" to help businesses recognize and thwart common cyber threats.
State and University Cyber Hubs: The Arkansas State Cybersecurity Office (SCSO) serves as the front line of defense for public entities and provides structured governance for cybersecurity statewide. Additionally, academic institutions like the University of Central Arkansas offer programs and resources, including a Cybersecurity Center for Business, aimed at protecting Arkansas businesses from cyber threats.

Data Privacy: Safeguarding sensitive patient information remains a top priority, and practices need to ensure that AI platforms comply with HIPAA regulations.
Seamless Integration: Doctors want AI systems to work seamlessly with existing platforms like EHRs (Electronic Health Records). Disruption to workflows can deter adoption.
Education and Training: Proper training on how to effectively use AI tools is essential for both clinicians and administrators.

Conclusion: Turn a Mandate into an Opportunity

The end of support for Windows 10 is a serious compliance deadline that cannot be ignored. However, it also presents a strategic opportunity for your practice. This is the perfect moment to modernize your technology, enhance your security posture, and re-evaluate your clinical and administrative workflows to ensure they are as efficient as possible.

By planning, you can turn this IT obligation into an investment in your practice's resilience, security, and future success.

Other Guides Available

While HIPAA sets the federal floor for compliance, it is not the only law you must follow. Many states have their own data privacy and breach notification laws that impose additional, often stricter, requirements. These can include faster notification deadlines and separate financial penalties.

A security failure caused by outdated software not only violates HIPAA but also puts you at odds with state-level mandates. To understand the specific legal requirements, risks, and resources for your practice, please select your state below.

Overview

Relevant to all states, read our general guidelines article for Windows 10 EOL mitigation steps, a checklist, and FAQs.

Read More →

Mississippi

Mississippi Practices: Learn how the end-of-life of Windows 10 affects your cybersecurity, operational stability, and your legal standing under both federal HIPAA regulations and Mississippi state law, including

Read More →

Oklahoma

Oklahoma Practices: Learn how the end-of-life of Windows 10 affects your cybersecurity, operational stability, and your legal standing under both federal HIPAA regulations and Oklahoma state law, including 2026 updated breach notification rules.

Read More →

We look forward to connecting with you online!

Oasis Medical Solutions is a trusted partner for healthcare practices, offering comprehensive services and support for Azalea Health's suite of electronic health record (EHR) and practice management solutions. Focusing on personalized implementation, training, and ongoing support, Oasis Medical Solutions helps clients optimize their technology to improve efficiency and deliver exceptional patient care.

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Oasis Medical Solutions

Oasis Medical Solutions is a healthcare technology company that helps medical practices streamline their operations and maximize revenue. We specialize in providing Electronic Health Records (EHR) systems and related services, including practice management software, billing solutions, and consulting.

With a focus on personalized service and customized solutions, Oasis aims to empower healthcare providers to navigate the complexities of the healthcare industry and focus on delivering quality patient care.

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The 2025 Compliance Mandate
An Arkansas Practice's Guide to Windows 10 End-of-Life, HIPAA, and State Law

Part I: The Foundational Risk - Unsupported Technology as a Federal Violation

1.1 The End of an Era: Why October 14, 2025, is a Critical Deadline

1.2 HIPAA Security Rule and the "Reasonably Anticipated Threat"

1.3 The Inevitable Failure of the HIPAA Risk Analysis

Part II: The Arkansas Mandate - Navigating State Law and Local Threats

While HIPAA sets the federal standard, Arkansas has enacted laws that create an additional layer of legal and financial risk. For practices in our state, understanding these specific statutes is essential.

2.1 The Dual Mandate: Arkansas Medical Records Law and PIPA

2.2 Breach Consequences: The Arkansas Attorney General Steps In

2.3 Local Threat Context: It's Happening Here

Part III: Your Strategic Roadmap for Compliance and Modernization

Navigating the end of Windows 10 support requires a strategic plan that ensures legal compliance, protects patient data, and modernizes your practice's IT infrastructure.

3.1 The Proactive Path: A 3-Step Mitigation and Modernization Plan

3.2 Analyzing the Options: A Cost-Benefit Framework

Part IV: Local Resources for Arkansas Practices

Navigating this transition can be challenging, but Arkansas practices have access to valuable local resources to assist them.

Your Action Plan

Visit our Windows 10 End-of-Life page for a four-step process to manage your Windows 10 transition and ensure compliance. Our checklist includes:

Conclusion: Turn a Mandate into an Opportunity