A study titled, Email as an Encumbrance to Physician-patient Communication, found that among patients who use email to contact their physicians, approximately 90% of them share critical information. According to the study authors, “Despite these security issues, approximately 1%-10% of patients in the United States communicate with their physicians through email.”
The Health Insurance Portability and Accountability Act (HIPAA), was established to protect sensitive patient information from unauthorized access and breaches. When dealing with protected health information (PHI), healthcare providers must ensure their email systems comply with HIPAA regulations. But what is the difference between a HIPAA compliant email and a standard email?
Compliance with HIPAA regulations
HIPAA compliant email adheres to specific regulatory requirements designed to protect PHI. This includes stringent security measures to prevent unauthorized access and data breaches. Standard email services, such as Gmail, Outlook, and Yahoo Mail, do not automatically comply with HIPAA unless additional safeguards are implemented.
Read also: How to make your email HIPAA compliant
Encryption and security measures
Although not required, encryption of HIPAA compliant emails is a feature that distinguishes itself from standard email. This means that even if an email is intercepted, the information remains unreadable without the proper decryption key. Standard email, on the other hand, often lacks encryption, leaving messages vulnerable to cyber threats like hacking and phishing.
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Access controls and authentication
HIPAA compliant email systems enforce strict access controls, ensuring that only authorized individuals can view or send PHI. Multi-factor authentication (MFA), which requires users to verify their identity through multiple steps, is often used. Standard email services typically lack such authentication measures, making them more susceptible to unauthorized access.
Audit logs and monitoring
HIPAA regulations require organizations to maintain detailed audit logs that track who accessed or modified PHI-containing emails. These logs help healthcare organizations monitor for unauthorized access and potential security threats. In contrast, standard email providers do not offer such monitoring, making it difficult to track security breaches.
Business associate agreements (BAAs)
A business associate agreement (BAA) is a legally binding document required for HIPAA compliance. Email providers offering HIPAA compliant services must sign a BAA, ensuring they follow HIPAA security guidelines. Standard email providers do not offer BAAs by default, meaning their services are not suitable for transmitting PHI.
Message retention and data backup
HIPAA requires email systems to have secure data retention and backup protocols to prevent data loss. These measures ensure that PHI remains accessible even in the event of system failures. Standard email services may not include structured backup policies, increasing the risk of losing critical patient information.
Risk of data breaches & non-compliance penalties
Using non-compliant email for PHI transmission puts healthcare organizations at risk of costly data breaches and HIPAA violations. Fines for non-compliance can range from thousands to millions of dollars, depending on the severity of the violation. HIPAA compliant email helps mitigate these risks by providing built-in security and compliance measures.
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Using Paubox
Paubox offers seamless encryption and advanced security features without requiring recipients to log into portals to access secure messages. Paubox automatically encrypts all outbound emails, ensuring compliance without disrupting workflow. It also provides BAAs, robust audit logs, and multi-factor authentication to enhance security. Unlike standard email services, Paubox ensures that PHI remains protected while maintaining a user-friendly experience for both healthcare providers and patients.
FAQs
What happens if a healthcare provider uses non-compliant email?
Using non-compliant email can lead to severe penalties, including hefty fines and legal consequences for HIPAA violations. Data breaches may also result in loss of patient trust and damage to an organization’s reputation.
How can healthcare organizations ensure their email is HIPAA compliant?
Organizations should use a dedicated HIPAA compliant email provider, like Paubox, that offers encryption, access controls, audit logs, and a signed BAA. Training staff on HIPAA email best practices is also essential.
Is HIPAA compliant email more expensive than standard email?
While HIPAA compliant email services may have additional costs, they help avoid costly fines, legal risks, and data breaches. Investing in a secure email solution is crucial for protecting patient information.
Tshedimoso Makhene
