Sofia Spatola
Posted by Computer Solutions on June 16, 2025
Most veterinary professionals don’t take extended vacations, but even a quick day off or conference trip can open a window for cybercriminals — especially if your out-of-office reply is doing more talking than you realize.
A typical auto-reply might include:
- Your name and title
- Dates you’re unavailable
- Alternate contact names and email addresses
- Team structure or internal workflows
- Even where you’ll be (“attending a conference in Chicago”)
While helpful for your colleagues and clients, these messages are also valuable intel for hackers looking to exploit a quiet moment.
How Cybercriminals Exploit Auto-Replies
1: Your auto-reply gets triggered.
2: A hacker now knows you’re unavailable and who’s covering for you.
3: They send a fake email, posing as you or your backup, requesting something urgent.
4: The team member responds quickly, not thinking twice.
5: Credentials are shared, money is wired, or data is exposed.
This kind of social engineering attack is called business email compromise (BEC), and it often starts with nothing more than a well-written out-of-office message.
Veterinary Practices Are Especially at Risk
In a fast-paced clinic, receptionists or practice managers often juggle multiple emails, vendors, and financial responsibilities. A hacker posing as a doctor, vendor, or manager can easily slip into that workflow — especially if staff are trying to move quickly and keep operations running smoothly.
How to Keep Your Clinic Safe Without Ditching Auto-Replies
1. Keep Your Message Vague
Avoid detailed itineraries. Instead of listing specific names and roles, try:
“I’m currently out of the office and will respond when I return. For immediate needs, please contact our main line at [clinic phone number].”
2. Train Your Team
Make sure everyone knows:
- Never respond to unusual requests involving money, passwords, or sensitive data via email alone.
- Always confirm these requests through a second method, such as a phone call or in-person check-in.
3. Use Email Security Tools
Make sure your clinic has filters in place to catch spoofed domains and malicious links.
4. Require Multifactor Authentication (MFA)
MFA protects your email accounts even if a password is compromised.
5. Work With an IT Partner Who’s Watching
A proactive IT partner like Computer Solutions monitors login attempts, phishing activity, and system anomalies — even when your team steps away.
Take a Break Without Inviting a Breach
You shouldn’t have to worry about cyberattacks while attending a CE conference, taking a personal day, or stepping out for lunch. With a few smart precautions, your auto-reply can stay helpful — without becoming a hacker’s roadmap.
Want to make sure your clinic’s systems aren’t leaking information when no one’s watching?
Schedule a FREE Network Security Assessment with Computer Solutions. We’ll identify any vulnerabilities in your communication setup and help you build safeguards that work even when you’re not in the office.
Visit welinku.com to get started.
Want to read more about veterinary IT and cyber security? Check out another blog post here!
