HIPAA compliant email checklist

Implementing a HIPAA compliant email system ensures the confidentiality and security of sensitive data, protecting patients’ privacy rights for any organization that handles patient information. 

Why HIPAA compliance matters

HIPAA compliance is about safeguarding patient trust and ensuring the confidentiality of protected health information (PHI). Non-compliance can lead to severe consequences, including hefty fines and reputational damage. Therefore, understanding how to communicate securely via email is a fundamental aspect of any healthcare organization's operations.

HIPAA compliant email checklist

Secure email service

• Use an email service that is HIPAA compliant.
• Ensure the provider offers encryption for emails in transit and at rest.

Read also: Top 12 HIPAA compliant email services

Encryption

• Encrypt all emails containing PHI.
  
  

Access control

• Limit access to email accounts containing PHI to authorized personnel only.
• Implement strong password policies and two-factor authentication.
  
  

Regular training

• Train employees on HIPAA regulations and proper email practices.
• Conduct regular refresher courses on identifying phishing attempts and secure handling of PHI.

Business associate agreements (BAAs)

• Ensure that a BAA is in place with the email service provider.
• Review and update BAAs as needed.
  
  

Audit logs

• Maintain logs of email access and PHI communications.
• Regularly review logs for unauthorized access or breaches.
  
  

Data minimization

• Only include the minimum necessary PHI in emails.
• Avoid sharing sensitive information unless absolutely necessary.
  
  

Recipient verification

• Verify recipient email addresses before sending emails containing PHI.
• Use secure methods to confirm identity when sending sensitive information.
  
  

Email retention and disposal

• Establish policies for the retention and secure disposal of emails containing PHI.
• Ensure emails are deleted following HIPAA retention requirements.

Read also: What are HIPAA's email archiving and retention requirements

Incident response plan

• Develop and implement an incident response plan for email breaches.
• Regularly test and update the plan.
  
  

Alternative communication options

• Consider using secure portals or messaging apps for sensitive communications.
• Evaluate the risks of using standard email versus secure alternatives.
  
  

Additional considerations

Earlier this year, HIPAA updated its Privacy Rule with a focus on reproductive health and substance use disorder to strengthen the protection of patient health information in response to evolving technology, new healthcare practices, and increased digital data sharing. HIPAA has also recently submitted updates to the Security Rule to the White House for review. This continuous evolution in healthcare regulations makes it important to stay informed about HIPAA updates and changes in regulations.

Related: Upcoming 2024 HIPAA updates and changes

HIPAA compliant email with Paubox

Paubox Email Suite is designed to simplify HIPAA compliance by providing a secure email platform tailored to meet the needs of healthcare organizations. With built-in, seamless encryption, Paubox ensures that all emails are encrypted in transit without requiring recipients to use portals or additional logins, making communication secure. The platform also includes critical features for HIPAA compliance, such as automatic email tracking, robust spam and virus protection, and the option for a BAA. Additionally, Paubox integrates easily with popular email services, allowing healthcare providers to maintain secure and HIPAA compliant email workflows with minimal disruption.

Read also: HIPAA Compliant Email: The Definitive Guide

FAQs

What does it mean for an email to be HIPAA compliant?

A HIPAA compliant email system must implement security measures to protect the privacy of PHI. This includes encryption, access controls, and proper handling of sensitive data to prevent unauthorized access.

Must all emails sent by healthcare providers need to be HIPAA compliant?

Yes, any email that includes PHI or sensitive patient data must be HIPAA compliant. If an email does not contain PHI, it may not need to meet HIPAA standards, but maintaining compliance across all communication is often simpler and safer.

Can I use regular Gmail, Outlook, or Yahoo for HIPAA compliant email?

Standard versions of Gmail, Outlook, and Yahoo do not meet HIPAA requirements on their own. However, with HIPAA compliant upgrades, secure email platforms such as Paubox Email Suite, and a BAA in place, some providers can be used in a HIPAA compliant way.

See also: How do I make my personal email HIPAA compliant?