HIPAA compliant text messaging checklist

A HIPAA compliant text messaging checklist can help ensure any text-based communications in healthcare meet legal requirements for protecting patient information. Your checklist should include signing a BAA, creating access controls, and more. 

HIPAA and texting

Texting in healthcare settings provides a convenient way to streamline communication. Although HIPAA protects the privacy and security of protected health information (PHI), traditional SMS and personal mobile devices generally lack the safeguards for compliant texting. As a result, unauthorized access to sensitive patient data becomes a potential risk. 

The Department of Health and Human Services (HHS) notes, “Although the HIPAA Rules do not protect this information, there are steps that you can take to increase the privacy of your information when using your personal mobile device.” For example, using encrypted messaging apps, enabling device passcodes, and educating patients on secure communication options can help increase the privacy of shared information. By adopting secure, HIPAA compliant messaging solutions, healthcare providers can meet regulatory requirements while delivering efficient, confidential care.

See also: The guide to HIPAA compliant text messaging

Paubox Texting

Paubox Texting is designed specifically for healthcare organizations seeking a secure, HIPAA compliant solution. Unlike traditional SMS platforms, Paubox Texting offers encryption to protect sensitive patient information from unauthorized access. It ensures PHI is only accessible to authorized individuals, thus meeting HIPAA requirements for data privacy and security. 

By using Paubox Texting, healthcare providers can leverage the convenience of texting while adhering to HIPAA regulations, ultimately enhancing patient communication and care.

Read also: Defining authorized users in your healthcare organization

HIPAA compliant text messaging checklist

• Use a secure messaging platform: Select a platform that encrypts data in transit and at rest. 
• Verify user authentication and access control: Require unique logins and two-factor authentication for users to access the messaging app and ensure access to messages is limited to authorized individuals only.
• Sign a business associate agreement (BAA): If the platform is provided by a third-party vendor, sign a BAA with them to ensure they adhere to HIPAA standards.
• Restrict PHI content in messages: Avoid sharing unnecessary or excessive PHI in messages; limit information to the essentials for patient care.
• Implement device security policies: Ensure that all devices used for messaging are secured with passwords, screen locks, and encryption. Require mobile devices to have remote wipe capabilities if lost or stolen.
• Educate staff on HIPAA compliance: Provide regular training to staff on HIPAA requirements, especially focusing on appropriate and inappropriate use of text messaging. 
• Obtain consent: Obtain written patient consent before sending PHI via text. Inform patients of the risks associated with receiving PHI via text and allow them to opt out.
• Enable message auditing and monitoring: Ensure the messaging platform has logging and auditing features to monitor access and message activity.
• Regularly review and update policies: Regularly review text messaging policies to ensure ongoing HIPAA compliance and adjust as regulations or technology evolve.

See also: Features of a HIPAA compliant text messaging platform

FAQs

How can healthcare providers verify that their texting platform is HIPAA compliant?

Providers should confirm that the texting platform includes HIPAA-required security features, such as encryption, secure logins, and message auditing. Additionally, the vendor should be willing to sign a business associate agreement (BAA), indicating they understand and meet HIPAA standards.

Is there a difference between encrypted and HIPAA compliant text messaging?

While encryption is a core element of HIPAA compliance, it’s only one part of the requirements. A HIPAA compliant texting platform must also include features like secure user access, message expiration, activity logging, and a BAA with the service provider.

What are the risks of using non-compliant texting for healthcare communication?

Using non-compliant texting can lead to data breaches, unauthorized access to PHI, and significant fines for HIPAA violations. Non-compliant practices also risk eroding patient trust and can have serious legal consequences for healthcare organizations.