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Ensuring HIPAA Compliance: A Guide to Secure Email Communication in Healthcare

In the rapidly evolving landscape of healthcare, where digital data exchange is prevalent, the significance of maintaining HIPAA compliance cannot be overstated. This comprehensive guide delves into the intricacies of HIPAA-compliant email solutions, providing insights, best practices, and crucial information for healthcare professionals and organizations.


healthcare professional working on a computer and calculator.

What is HIPAA Compliant Email?

Most healthcare-related entities grapple with the digital exchange of sensitive data in their day-to-day operations. Sending such information through a standard email application poses the risk of HIPAA violations. The default nature of email is not conducive to HIPAA compliance, even if Transport Layer Security (TLS) encryption is in place. TLS security depends on the recipient having it integrated into their email application, making it imperative to seek additional measures.



Is My Email HIPAA Compliant?

Email, by default, is not designed to protect messages. Despite TLS encryption in standard email applications, complete protection is not guaranteed. This uncertainty extends to widely used providers like Microsoft Outlook, Edge, Office 365, and Gmail, which often transmit data over unencrypted servers. The good news is that with careful steps, confidence in HIPAA-compliant email communication can be achieved.



Tips for Utilizing HIPAA Compliant Email

To navigate the complex landscape of HIPAA compliance successfully, organizations must adopt proactive measures. The following tips offer valuable insights into aligning with HIPAA privacy practices:


1. Understand the HIPAA Guidelines

Staying informed about state and Federal laws is essential. Regularly researching changes to HIPAA/HITECH violation laws is a good practice. For those lacking the resources, hiring a HIPAA/HITECH third-party consultant can provide the necessary expertise. Recognize that 100% compliance cannot be ensured by any single policy, procedure, or product; therefore, educating all staff members on the laws and regulations is crucial.


2. Work with an Email Compliance Solutions Provider

For organizations lacking the time or expertise to achieve compliance, a third-party HIPAA-compliant solutions provider can prove invaluable. These providers handle the complexities of compliance and assist in confirming that policies align with HIPAA regulations.


3. Implement a Business Associates Agreement (BAA)

Establishing a Business Associates Agreement (BAA) between associated parties creates a partnership of liability. When hiring a third-party solutions provider, a signed BAA is mandatory to comply with HIPAA regulations.


4. Create a HIPAA Checklist

Having a readily available HIPAA-compliant checklist tailored to the organization's specifics is crucial. This checklist aids in learning the intricacies of compliance and implementing procedures aligned with HIPAA guidelines.


5. Train Your Staff in Email Security

Annual training sessions for staff on compliance laws, secure messaging, and identifying HIPAA violations are vital. Ensure that up-to-date policies and procedures are easily accessible for review. All parties handling electronic Protected Health Information (ePHI) should sign an agreement confirming their understanding of consequences for violating HIPAA laws.


6. Get Consent Before Handling Sensitive Data

HIPAA-covered entities must obtain written consent from patients before sending ePHI via email, even with a HIPAA-compliant email provider. Patients should be informed of the associated risks to the confidentiality of information sent via email.


7. Understand HIPAA Breaches May Still Happen

Despite engaging a third-party HIPAA consultant, organizations should be aware that breaches can still occur. Common violations include lost or stolen devices, improper record-keeping, lack of employee training, sharing of PHI, improper disposal of records, unauthorized release of information, and sending unencrypted sensitive data.


8. The Cost of a HIPAA Violation

Healthcare facilities can be found guilty of HIPAA violations even without ill intent. The average cost of a breach varies based on factors such as malicious intent, negligence degree, the number of people affected, and the projected risk to victims. Severe violations can result in significant financial penalties and even legal consequences.



Secure Your Healthcare Communications with Preferred Office Technologies


We at Preferred Office Technologies understand what it means to ensure

HIPAA compliance in email security.


HIPAA, enacted to protect private data in health systems, underscores the necessity for compliance in healthcare-related companies. As the reliance on digital communication grows, healthcare professionals must ensure all email communication adheres to HIPAA standards.


Preferred Office Technologies, being a third-party vendor, offers effective HIPAA-compliant email solutions. These solutions encompass email encryption, ease of use, Business Associates Agreement, technical support, and affordability. For a nominal annual fee, healthcare businesses can enhance their position in protecting patient data and staying compliant with HIPAA regulations.


Learn more about the best HIPAA-compliant email solutions – contact us today!






Disclaimer: The content displayed in this article is for educational purposes only and is not intended as a substitute for legal or professional advice. Acting upon any information listed above is done at your own risk. While the information has been thoroughly researched, we cannot guarantee the absence of mistakes or errors. We reserve the right to edit or change this policy at any given time, with updates listed at the top of the article on the specified date.

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