Encryption isn’t optional
Many healthcare organizations assume that as long as their email provider is "secure," their messages are automatically HIPAA compliant.
That’s not the case.
HIPAA mandates that any email containing Protected Health Information (PHI) must be encrypted while in transit to protect patient data. If your email system doesn’t provide end-to-end encryption by default, you may be violating HIPAA without realizing it.
Read more: HIPAA compliant email–the definitive guide
The cost of non-compliance
HIPAA violations come with serious consequences:
- Regulatory fines and audits – The Office for Civil Rights (OCR) actively investigates HIPAA violations, which can lead to costly fines and required corrective actions.
- Lawsuits and settlements – Healthcare organizations face legal action if patient data is compromised due to unencrypted emails. Some settlements have reached millions of dollars.
- Operational disruptions – A HIPAA violation can trigger time-consuming audits, staff retraining, and IT overhauls, taking focus away from patient care.
- Loss of partnerships – Business associates, vendors, and insurance providers may sever ties with noncompliant organizations to avoid shared liability.
- Reputation damage – Patients are less likely to trust a provider that has suffered a data breach, leading to lost business and declining patient retention.
If you’re sending PHI via Google Workspace, Microsoft 365, or any standard email provider, your emails are not encrypted by default—meaning you may already be at risk of a compliance violation.
Read more: The consequences of not using HIPAA compliant email
How encryption works under HIPAA
Encryption protects PHI by ensuring that only the intended recipient can read an email. HIPAA’s Security Rule requires that covered entities:
- Implement a mechanism to encrypt PHI when sending electronically.
- Ensure that unauthorized individuals cannot access PHI in transit.
- Maintain compliance without adding unnecessary complexity to workflows.
Some organizations try to meet these requirements using manual encryption methods—such as adding passwords or attachments—but this approach leaves room for human error and noncompliance.
Read more: Reduce healthcare errors with HIPAA compliant emails
Why most email providers fall short
Google Workspace and Microsoft 365 do not automatically encrypt outgoing emails. While they offer some encryption options, they require users to manually enable encryption settings or use additional plugins. This creates gaps in security and increases the risk of PHI being exposed.
Some providers offer portal-based solutions, requiring recipients to log in to read messages. But portals create barriers that lead to unread messages, delayed responses, and frustrated patients.
Read more: The disadvantages of patient portals
How Paubox ensures compliance
Paubox ensures 100% of outbound email is encrypted automatically, eliminating the risks associated with manual encryption or portal-based workarounds.
✅ No extra steps—Every email is encrypted without requiring staff to enable settings.
✅ No logins or portals—Patients can read encrypted emails just like normal.
✅ Seamless integration—Works with Google Workspace and Microsoft 365 without requiring a new email provider.
✅ Full compliance—Meets HIPAA’s encryption requirements while maintaining an effortless user experience.
Don’t leave your email security to chance
If your organization sends PHI via email, encryption is required under HIPAA—but most standard email providers don’t offer it by default. Manual encryption creates room for human error, while patient portals reduce engagement and slow communication. Paubox removes these obstacles by encrypting every email automatically, without disrupting your workflow.
With HITRUST CSF Certification, Paubox is a trusted, high-security solution for healthcare organizations looking to meet HIPAA compliance standards effortlessly. If your organization is still relying on manual encryption, portals, or unsecured email, now is the time to switch to a HIPAA compliant solution that works effortlessly.
