Are interactive emails HIPAA compliant?

Interactive emails, like any form of communication in a healthcare organization, need to meet specific criteria to be considered HIPAA compliant. 

Understanding interactive emails

Interactive email incorporates elements like buttons, forms, accordion tabs, and even quizzes that recipients can interact with without leaving their email environment. Technically, this functionality is achieved through the use of HTML (HyperText Markup Language) and CSS (Cascading Style Sheets), which are standard technologies used to create and design websites. 

When this technology is applied to emails, it creates interactive features that can respond to user actions. For instance, clicking a button within the email can reveal more content or allow the user to submit information via a form embedded within the email itself.

Are interactive emails HIPAA compliant?

HIPAA’s Security Rule, specifically Subpart C of Part 164, requires that any sharing, storing, or handling of sensitive information is done in a way that keeps it secure and only accessible to authorized people. Since interactive emails can involve sending and receiving health information directly within the email content, making sure this process is secure enough to meet HIPAA standards is tricky. 

For an interactive email to be considered HIPAA compliant, it must ensure that any health information sent is protected against unauthorized access or leaks. This is a high bar to meet, given the technical challenges of securing email communications. So, while not impossible, making interactive emails fully compliant with HIPAA involves addressing security concerns.

How to make interactive emails HIPAA compliant

A BMC Health Services Reseach study focused on the privacy concerns within patient-provider communications provided the following finding “...data privacy and security challenges persist and may impede patients’ willingness to disclose health information to their clinicians.” Methods of creating a more secure environment for patient communications while using interactive emails include: 

1. Use encryption: Ensure all data transmitted through interactive emails is encrypted, making it unreadable to unauthorized users.
2. Implement access controls: Only allow authorized personnel to access the PHI contained in emails, using secure login credentials.
3. Utilize HIPAA compliant email software targeted for secure data collection: Incorporate Paubox Forms within your emails for securely gathering patient information. Paubox Forms are designed to be HIPAA compliant, ensuring data is encrypted and handled safely.
4. Conduct regular security assessments: Regularly evaluate your email security practices to ensure they meet HIPAA standards and adapt to new threats.
5. Train staff on HIPAA compliance: Ensure all employees who handle PHI are trained on HIPAA requirements and understand how to maintain email security.
6. Secure email servers: Use secure servers for sending and receiving emails that contain PHI, applying security measures like firewalls and intrusion detection systems.
7. Obtain Business Associate Agreements (BAAs): If using third-party services like Paubox, ensure you have a BAA in place to confirm they adhere to HIPAA requirements on your behalf.

See also: How to send HIPAA compliant emails

The use cases of interactive email

Here’s how interactive emails can not only enhance patient engagement but also contribute to better health outcomes by simplifying and securing communication processes in healthcare: 

1. Appointment scheduling: Patients can directly book, confirm, or reschedule their appointments from within the email.
2. Patient surveys: Collect patient feedback on their experiences or satisfaction with healthcare services directly through email.
3. Health assessments: Patients can complete preliminary health assessments or screenings via embedded forms in the email.
4. Medication reminders: Interactive emails can be used to send medication reminders, where patients can confirm adherence or request prescription refills.
5. Educational content: Deliver personalized health education materials that patients can interact with, such as quizzes to understand their health better.
6. Event registration: Enable patients to register for health workshops, webinars, or community health events directly through email.
7. Follow-up care instructions: Provide patients with interactive follow-up care instructions post-appointment or surgery, including the ability to ask questions or clarify doubts within the email.
8. Insurance information updates: Allow patients to update their insurance details or verify coverage information securely through email.
   
   

FAQs

When is an email not HIPAA compliant?

An email is not HIPAA compliant when it contains protected health information (PHI) and is sent without encryption or proper security measures.

Can I add media to my emails to patients?

Yes, you can add media to your emails to patients.

How can I make sending HIPAA compliant emails easier?

You can make sending HIPAA compliant emails easier by using a secure email service designed for healthcare providers that automatically encrypts emails such as Paubox email suite.