HIPAA compliant email for delivering genetic testing results

With more people seeking insights into their health, family history, and potential health risks, the demand for genetic testing has surged. However, delivering genetic test results requires careful handling due to the sensitive nature of genetic information. HIPAA compliant email platforms offer a secure way for healthcare providers and genetic testing labs to share these results, allowing patients timely access while keeping their privacy intact. 

Why genetic testing results require extra care

Genetic information is deeply personal and has implications for a person’s health, insurance, and personal decisions. According to the National Institute of Health (NIH), many people are concerned about the misuse of genetic data, especially regarding potential discrimination in employment or insurance. HIPAA safeguards genetic information by setting strict rules for managing and sharing protected health information (PHI), which includes genetic data.

When handling genetic test results, healthcare providers and labs must comply with HIPAA’s Privacy and Security Rules. These standards ensure that genetic information shared via email is protected with the right technical, administrative, and physical safeguards.

Why HIPAA compliance is required for genetic testing

The U.S. Department of Health and Human Services (HHS) and the Genetic Information Nondiscrimination Act (GINA) stress the protection of genetic data. Using HIPAA compliant email platforms to deliver genetic test results offers:

• Confidentiality: Only authorized individuals, like patients and designated healthcare providers, can access genetic information.
• Integrity: Encrypted email and secure storage prevent unauthorized changes to genetic information.
• Accessibility: Patients can receive their results promptly without needing to schedule in-person visits, making the process more convenient.

Read also: Why HIPAA compliance pays off 

Benefits of email for delivering genetic test results

• Accessibility: Email allows patients to review results when they’re ready, giving them space to process complex information. This flexibility is especially valuable for genetic data, which often requires reflection.
• Efficient communication: A survey by the Journal of Medical Internet Research found that nearly 80% of patients prefer receiving test results digitally. HIPAA compliant email meets this need, providing a secure way to share information quickly.
• Record keeping: HIPAA compliant email platforms serve as an organized record of patient-provider communication, which patients can refer to for future healthcare decisions. Providers also benefit from this digital trail, which makes reviewing past discussions easier.
• Convenience for providers: Email lets providers share results without needing to arrange additional appointments, saving time for both patients and providers. They can also attach helpful resources, like links to genetic counseling or educational material.

Steps for implementing HIPAA compliant email in genetic testing

Delivering genetic test results through email requires strict adherence to HIPAA’s security rule. Here are the best practices to keep communication secure:

• Use encrypted email services: Platforms like Paubox offer HIPAA compliant email services with encryption, keeping genetic data safe by encoding it so only the intended recipient can access it.
• Get patient consent: HIPAA requires that patients consent to receive genetic information via email. 
• Enable multi-factor authentication (MFA): MFA adds an extra layer of protection by requiring verification steps beyond a password, further securing genetic information.
• Train staff on secure communication: Staff should be well-trained in HIPAA-compliant email practices, including encryption, email etiquette, and spotting phishing attempts. This training reinforces confidentiality and secure handling of sensitive data.

Read more: HIPAA compliant email best practices 

Addressing privacy concerns with genetic testing emails

While HIPAA compliant email offers a secure way to share genetic test results, providers must also address any concerns patients may have:

• Fear of misuse: Patients may worry about their genetic data being misused, especially for insurance or employment discrimination. HIPAA and GINA laws protect against this, and providers can reassure patients that encryption and authentication measures help keep their information safe.
• Misinterpretation of results: Genetic test results can be complex and might need further explanation. Providers can help by offering follow-up appointments or genetic counseling sessions to discuss the results.
• Emotional impact: Some genetic results may be sensitive or emotional for patients. Providers should consider whether email is appropriate for certain results and may choose to share high-risk results over a phone call or in-person meeting when needed.

In the news

The data breach at 23andMe was first acknowledged by the company in October 2023. At the time, they revealed that threat actors had gained unauthorized access to approximately 14,000 user accounts, which represented just 0.1% of their total customer base. However, the full scope of the incident was not disclosed until December 2023, when 23andMe admitted that the ancestry data of 6.9 million individuals had been compromised.

The leaked information included a wide range of personal details, such as users' account information, locations, ancestry reports, DNA matches, family names, profile pictures, and birthdates. Additionally, the data breach impacted the family tree information of 1.4 million 23andMe customers.

The 23andMe data breach and ensuing legal action draw attention to concerns regarding the privacy and security of genetic information. With a growing number of people using genetic testing and ancestry services, safeguarding this data has become a challenge. The breach exposed millions of users' details, revealing weak points in how this sensitive information is stored and handled. The $30 million settlement proves the financial and reputational damage that companies can face when security measures fall short.

Paubox: A simplified approach

Paubox ensures HIPAA compliant email by providing seamless encryption for all outgoing emails, requiring no extra steps from users or recipients. With Paubox Email Suite, every email is automatically encrypted, integrating smoothly with existing platforms like G Suite and Office 365. This eliminates the risk of human error in selecting encryption options. Advanced security measures, including two-factor authentication and inbound threat protection, safeguard against scams, viruses, and phishing attacks. Paubox also offers business associate agreements (BAAs) with all paid plans, guaranteeing compliance with HIPAA regulations. By making secure email communication straightforward and hassle-free, Paubox effectively protects sensitive healthcare information while maintaining ease of use.

Learn more: HIPAA Compliant Email: The Definitive Guide

FAQs

What is HIPAA? 

The Health Insurance Portability and Accountability Act (HIPAA) is a U.S. law that sets standards for protecting sensitive patient information from being disclosed without the patient’s consent or knowledge.

Why is HIPAA important? 

HIPAA helps ensure that personal health information is kept confidential and secure, and it gives patients rights over their health data, including how it is used and shared.

Who must comply with HIPAA? 

HIPAA applies to healthcare providers, health plans, and healthcare clearinghouses that handle protected health information (PHI). It also affects their business associates who perform services involving PHI.

What is HIPAA compliant email? 

HIPAA compliant email refers to an email system that adheres to HIPAA regulations for protecting patient information. This typically involves using encryption to secure emails and ensuring that email services have appropriate safeguards to prevent unauthorized access to sensitive health data.