What Every Veterinary Practice Needs to Know About PCI DSS 4.0

By: Merchant Advocate

If your veterinary practice accepts credit card payments, you may be familiar with PCI DSS (Payment Card Industry Data Security Standard), widely recognized as the gold standard for protecting financial data. What you may not know is that PCI DSS has recently been updated, and its latest version, 4.0, could significantly impact how businesses manage payment security. With full compliance required starting in March 2025, now is the time for all practice managers to understand what’s changing and how to prepare.

Why PCI DSS 4.0 Matters

The move from PCI DSS version 3.2.1 to 4.0 represents a significant update in security requirements implemented to address emerging threats. While businesses across all sectors are impacted, industries handling sensitive financial or customer data—such as healthcare and e-commerce—are particularly at risk if they fail to comply.

Despite this, many practice managers are still unaware of PCI DSS 4.0’s requirements, and some haven’t even begun making the necessary changes. Noncompliance not only increases your vulnerability to cyberattacks but also exposes your clinic to potential fines, data breach costs, and credibility damage.

Key Updates in PCI DSS 4.0

The first update is a series of revised SAQs (self-assessment questionnaires), which now require more detailed reporting, reflecting stricter security protocols. While these updates were already considered best practices, they became mandatory on March 31, 2025. Veterinary practices should review and update their SAQs as soon as possible to ensure compliance.

In addition, PCI DSS 4.0 introduces stricter measures for controlling who can access cardholder data. This includes multi-factor authentication, user authentication protocols, and physical security measures to prevent unauthorized access.

PCI DSS compliance isn’t a one-time event—it’s an ongoing process. Managers must ensure their practices meet 12 core requirements, including maintaining secure networks, encrypting transmitted data, and enforcing strict password policies. Regularly monitoring and testing systems is critical to staying compliant and minimizing vulnerabilities.

Risks of Noncompliance

Noncompliance with PCI DSS 4.0 isn’t illegal but can be costly. Businesses may face monthly fines ranging from $20 to $5,000 or more, depending on the severity of the noncompliance or data breach. In the event of a breach, you could also be held liable for reissuing cards, covering fraudulent charges, and paying additional penalties. The financial and reputational damage could be devastating.

To prepare for PCI DSS 4.0, follow these steps:

1. Understand PCI DSS 4.0 Requirements
   Review the updated standards and assess how they apply to your business operations.
2. Update SAQs
   Complete the new self-assessment questionnaires to ensure they align with the revised requirements.
3. Enhance Security Measures
   Invest in tools like firewalls, encryption software, and access control systems to protect cardholder data.
4. Monitor and Test Networks Regularly
   Schedule routine checks to ensure your systems are secure and compliant.
5. Optimize Payment Processing Fees
   Review your monthly processing statements to identify noncompliance fees and excessive charges.

Reducing Costs and Staying Compliant

Did you know that 72% of businesses pay excessive or avoidable processing fees? In 2023, U.S. merchants spent $172 billion on processing fees—an increase of over 7.5% from the previous year. PCI noncompliance fees often appear as additional charges on monthly statements, so it’s essential to review these closely.

Consider working with a consultant, like VHMA partner Merchant Advocate, to help reduce processing costs and navigate the complexities of PCI DSS 4.0. By optimizing your payment systems and ensuring compliance, you can protect your practice from risks while improving your bottom line.

Urgency is Key

Proactively updating your payment security practices to align with PCI DSS 4.0 will safeguard your business against threats, ensure compliance, and position you for long-term success.