Email is a common communication tool in healthcare, as evidenced by the 361.6 billion emails sent daily. According to Paubox’s January 2024 breach report, email breaches affected 137,008 people, marking it as the third most common type of breach. These breaches occurred through unauthorized email access to or disclosure of protected health information (PHI).
As healthcare providers and organizations increasingly rely on digital communication channels like email and file sharing to facilitate efficient data exchange, understanding HIPAA regulations has become a pressing challenge.
As healthcare providers and organizations increasingly use digital communication channels to streamline data exchanges, they face unique HIPAA compliance challenges. Understanding these common pain points is the first step towards developing effective strategies to overcome them.
One of the most prevalent HIPAA compliance challenges arises from provider-to-provider PHI sharing. Healthcare professionals often need to exchange sensitive patient information, such as medical records, test results, and treatment plans, with other providers involved in the patient's care. Ensuring these communications remain secure and compliant with HIPAA regulations can be complex.
Similarly, the sharing of PHI between healthcare providers and payers, such as insurance companies, presents another area of HIPAA compliance concerns. Providers must be diligent in transmitting patient information, including billing and claims data, in a manner that protects the confidentiality and integrity of the information.
Healthcare organizations and other entities that handle sensitive employee data may also face challenges in maintaining HIPAA compliance when sharing PHI within their human resources departments. This can include the exchange of information related to employee health benefits, workers' compensation claims, and other HR-related matters.
Read also: Common HIPAA compliance issues and concerns
To overcome HIPAA compliance challenges inherent in email and file-sharing workflows, healthcare providers and organizations must adopt a data-centric security approach. A holistic strategy like this focuses on protecting the data itself, rather than relying solely on perimeter-based security measures.
At the core of a data-centric security approach is encryption, which ensures that sensitive PHI remains secure even if it falls into the wrong hands. Implementing encryption solutions helps organizations safeguard patient data throughout its entire lifecycle, from creation to sharing and storage.
Alongside encryption, data-centric security empowers organizations to maintain precise control over who can access, view, and interact with PHI. This includes setting detailed permissions, revoking access, and monitoring user activities to reduce the risk of unauthorized access or breaches.
Data-centric security solutions offer persistent data protection, ensuring that PHI remains secure even when shared or transferred outside of the organization's control. Protecting the data itself helps maintain security without depending solely on the recipient's environment.
Audit and compliance monitoring capabilities are mandatory for HIPAA compliant data sharing. Solutions that track and log all access, use, and disclosure of PHI allow organizations to demonstrate adherence to HIPAA regulations while identifying and addressing potential breaches or non-compliant activities swiftly.
To ensure HIPAA compliance while maintaining the efficiency and accessibility of digital communication channels, healthcare providers and organizations must carefully design and implement secure email and file-sharing workflows.
When transmitting PHI via email, organizations must employ encryption solutions that protect the confidentiality of the information. Achieving this involves using secure email platforms like Paubox that integrate encryption capabilities directly into existing email clients.
Similarly, sharing PHI through file-sharing platforms or cloud storage solutions requires implementing strong access controls, encryption, and persistent data protection. Using secure file-sharing tools allows organizations to facilitate seamless collaboration while maintaining the privacy and security of sensitive patient data.
In addition to email and file sharing, healthcare providers and organizations may also use secure messaging and collaboration platforms to facilitate real-time communication and data exchange. These solutions should be carefully evaluated to ensure they meet HIPAA compliance requirements, including implementing end-to-end encryption, access controls, and audit logging capabilities.
Read more: How to make sure you're using HIPAA compliant email.
As healthcare providers and organizations increasingly adopt cloud-based services and infrastructure, the challenge of maintaining HIPAA compliance in these dynamic environments is increasingly complex.
When selecting cloud service providers, thoroughly vet their HIPAA compliance credentials, data protection measures, and ability to meet the technical safeguards outlined in the HIPAA Security Rule. Assess the provider's encryption practices, access controls, and incident response capabilities.
In cloud computing, the responsibility for data security and compliance is often shared between the cloud service provider and the organization. Healthcare entities must understand their roles and responsibilities to ensure comprehensive HIPAA compliance.
Additionally, healthcare organizations must consider the data sovereignty and jurisdictional implications of storing and processing PHI in cloud environments. Depending on the location of the cloud infrastructure and the applicable data privacy laws, additional compliance requirements may need to be addressed.
Related: A guide to HIPAA and cloud computing
Understanding HIPAA compliance can feel overwhelming, especially when it comes to securing email communications. One way to ease the burden is by partnering with a HIPAA compliant email provider, like Paubox. They offer secure email services, including encryption, secure data storage, and detailed reporting. With a trusted partner handling email compliance, healthcare organizations can focus on their primary mission: delivering excellent patient care.
HIPAA compliant email is guaranteed through Paubox Email Suite, which provides protections without extra logins, passwords, or portals. With our HITRUST CSF certified solution, all emails are encrypted and sent directly from your existing email platform.
Compliance is further ensured with Paubox Marketing and Paubox Email API. Both allow covered entities to send targeted messages without stressing about possible HIPAA violations through email. Understanding and implementing HIPAA is fundamental to HIPAA compliance; let Paubox help you with an important aspect of HIPAA and its rules today.
Learn more: HIPAA Compliant Email: The Definitive Guide
PHI stands for protected health information. It refers to any individually identifiable health information that is created, received, or maintained by a healthcare provider and relates to the physical or mental health condition of an individual.
Yes, healthcare providers can use email to discuss health issues with patients as long as they apply reasonable safeguards, comply with the minimum necessary standard, and ensure the transmission of electronic PHI complies with the HIPAA regulations.
If a healthcare provider suspects a HIPAA violation in email communications, they should conduct a thorough investigation to determine the nature and extent of the violation. They should also take appropriate corrective measures and report the incident to the relevant authorities, such as the Office for Civil Rights (OCR) within the Department of Health and Human Services (HHS).
Read also: Top 10 HIPAA compliant email services