An article from The Health Care Manager provided the connection between effective internal communication and patient care, “It was concluded that continuous exchange of information among health care professionals, together with learning and shared decision making or a positive emotional climate…”
Using HIPAA compliant email systems ensures that information shared during internal communication is protected from unauthorized access and potential cyber threats. Think of it as a digital vault, guarding the personal and medical information that patients trust healthcare providers to keep safe.
When do internal memos need to be HIPAA compliant?
Internal memos need to be sent through HIPAA compliant email whenever they contain protected health information (PHI) or any other sensitive patient data. This isn't just a recommendation—it's a requirement to protect patient privacy and maintain compliance with federal regulations.
Memos that discuss patient diagnoses, treatment plans, medical histories, billing information, or any other personal health details; all fall under the category of PHI. Even if these memos are intended solely for internal use among healthcare staff, the presence of PHI means they must be transmitted through secure, encrypted email systems.
Why internal memos should be sent through HIPAA compliant email even if it doesn't contain PHI
Imagine a scenario where employees are accustomed to using HIPAA compliant email for all internal communications. This habit reduces the chance of an error occurring, where PHI might inadvertently be included in an insecure email. It also simplifies processes, as staff don't have to constantly evaluate whether a memo contains PHI—they can confidently use the secure system every time.
Adopting this practice eliminates the risk of accidentally transmitting sensitive information through unsecured channels. This isn't just about compliance—it's about fostering a culture of security and vigilance among staff.
Best practices to always send HIPAA compliant email
- Always use a HIPAA compliant email service that provides secure encryption. Encryption should be applied both in transit and at rest to protect the data from unauthorized access at all stages.
- Keep your email systems and related software up-to-date with the latest security patches and updates. This helps protect against vulnerabilities that could be exploited by hackers.
- Implement an email archiving solution that complies with HIPAA standards. This allows for all emails to be stored securely and retrieved for compliance purposes.
- Regularly monitor and audit email activity to detect any unauthorized access or potential breaches. Use automated tools to flag suspicious behavior and investigate anomalies promptly.
- Use email filtering and anti-malware solutions to prevent malicious emails from reaching your inbox. It reduces the risk of phishing attacks and malware infections that could compromise PHI.
- Develop clear policies for email usage, including guidelines for handling PHI, using encryption, and reporting security incidents.
- Deploy DLP tools to automatically detect and prevent the unauthorized sharing of PHI via email. These tools can scan email content and attachments for sensitive information and block or encrypt emails that contain PHI.
- If you use third-party email services, ensure they are HIPAA compliant and that you have a signed business associate agreement (BAA) in place. This agreement legally binds the third party to comply with HIPAA regulations regarding the handling of PHI.
See also: Top 12 HIPAA compliant email services
FAQs
What is internal communication?
Internal communication is the exchange of information, messages, and updates within an organization among its employees.
Where can I find more information on HIPAA compliant email practices?
You can find more information on HIPAA compliant email practices on the official Health and Human Services (HHS) website and through your organization's compliance resources.
How can employees recognize PHI in their communications?
Employees should be trained to recognize PHI, which includes any information that can identify a patient and their health conditions, treatments, or payments.
Kirsten Peremore
