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.
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.
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.
See also: Top 12 HIPAA compliant email services
Internal communication is the exchange of information, messages, and updates within an organization among its employees.
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.
Employees should be trained to recognize PHI, which includes any information that can identify a patient and their health conditions, treatments, or payments.