Provider-to-provider (P2P) inquiries in healthcare typically involve communication between medical professionals regarding patient care, referrals, test results, treatment plans, and second opinions. These interactions ensure continuity of care and improve patient outcomes.
Common types of provider-to-provider inquiries
Email allows healthcare professionals to share critical information, such as:
- Referral requests: Connecting with specialists for further evaluation and treatment.
- Medical record sharing: Requesting or providing patient history, lab results, and imaging reports.
- Medication reconciliation: Clarifying prescriptions, dosages, and interactions.
- Care coordination: Aligning treatment plans across different providers and healthcare teams.
- Second opinions: Seeking expert guidance on complex cases.
Best practices for secure P2P email communication
A study published in the National Library of Medicine found that “internal communication as experienced among healthcare professionals was overwhelming and insufficient at the same time. It created an environment promoting closer collaboration among different specialists and suggestions for necessary improvements.” Here are some best practices to consider:
Use secure, HIPAA compliant email platforms
Regular email services (e.g., Gmail, Outlook) do not automatically encrypt messages. Healthcare providers should use HIPAA compliant email platforms like Paubox. These offer encryption, access controls, and audit logs to ensure secure communication.
Encrypt emails and attachments
Encryption protects sensitive data by converting it into unreadable code that can only be accessed by authorized recipients. Providers should use email services with built-in encryption or attach encrypted files when sending protected health information (PHI).
Read also: Understanding the difference between secure and encrypted email
Verify recipient information
Before sending an email containing patient data, double-check the recipient’s email address to avoid misdirected messages. Implementing an internal validation process (e.g., requiring confirmation before sending PHI) can help prevent errors.
Minimize PHI in the email body
To reduce exposure, limit the amount of PHI shared in the email body. Instead, reference patient numbers or use secure attachments. If discussing a case, avoid including full names, birth dates, or Social Security numbers unless absolutely necessary.
Use password-protected attachments
When sending medical records or other sensitive files, use password-protected PDFs or documents. Send the password separately via a secure channel (e.g., a phone call or text message) to minimize risk.
Include a HIPAA compliant disclaimer
A disclaimer in your email footer can reinforce privacy policies and compliance expectations. Example: "This email may contain confidential and protected health information intended only for the recipient. If you are not the intended recipient, please notify the sender immediately and delete this email."
Educate staff on email security protocols
Regular training on secure email practices ensures that all healthcare professionals understand compliance requirements, recognize phishing attempts, and avoid accidental breaches.
Paubox for internal communication
Paubox Email Suite is a HIPAA compliant email encryption solution that ensures secure healthcare communication without requiring recipients to log into portals or use additional passwords. With seamless encryption for both inbound and outbound emails, Paubox protects PHI while maintaining ease of use for healthcare professionals. Its automatic encryption eliminates human error, making it an effective tool for P2P inquiries, including referrals, lab result sharing, and care coordination.
FAQs
Is email a secure method for provider-to-provider communication?
Email can be secure if it is encrypted and follows HIPAA compliance guidelines. Using a HIPAA compliant email provider is recommended.
Related: Is email secure enough to transmit medical records?
What is the best way to verify recipient identity before sending PHI via email?
Double-check the recipient's email address and, if necessary, confirm their identity through a secure internal process before sending PHI.
Tshedimoso Makhene
