How to ensure HIPAA compliant email

HIPAA-secure email refers to email communication that adheres to the regulations set forth by the Health Insurance Portability and Accountability Act (HIPAA) for protecting sensitive patient health information. This type of email communication has to ensure that PHI remains confidential, intact, and accessible only to authorized individuals throughout the entire email lifecycle, from composition to transmission, storage, and eventual deletion.

To achieve HIPAA compliance, healthcare organizations must implement a set of security measures and best practices that safeguard patient data at every stage of the email process. These measures include, but are not limited to, encryption, authentication, secure protocols, data loss prevention, and digital signatures.

Components of HIPAA compliant email

Encryption

Encryption is the cornerstone of HIPAA compliant email. The HIPAA regulations mandate that all emails containing PHI must be encrypted both in transit and at rest, preventing unauthorized access and ensuring the confidentiality of sensitive information.

Healthcare organizations should implement encryption protocols, such as Transport Layer Security (TLS) 1.2 or 1.3, to protect emails during transmission. Additionally, emails stored on servers should be encrypted to maintain security even in the event of a data breach.

Proper management and protection of encryption keys are also necessary to uphold HIPAA compliance. Healthcare providers must ensure that encryption keys are securely stored and regularly updated to keep up to date with security threats.

Authentication

Healthcare organizations must implement multi-factor authentication (MFA) to verify the identity of email users and restrict access to PHI-containing messages.

In addition to MFA, strong password policies, such as regular password changes and restrictions on password reuse, should be enforced. Role-based access controls can further limit PHI access to only the necessary personnel, ensuring that sensitive information is shared on a need-to-know basis.

Secure protocols

Secure protocols protect sensitive information from manipulation, interception, and unauthorized access throughout the email process. HIPAA compliant email systems should use secure email gateways to filter incoming and outgoing messages for potential threats, such as malware or phishing attempts.

The implementation of S/MIME (Secure/Multipurpose Internet Mail Extensions) can provide an additional layer of security by enabling email signing and encryption. Healthcare providers should also use secure file transfer protocols when sending large files with PHI.

Regularly updating and patching email servers and clients to address security vulnerabilities is beneficial for maintaining the integrity of the HIPAA compliant email infrastructure.

Data loss prevention

Data loss prevention (DLP) policies are designed to monitor and prevent the unauthorized transmission of sensitive information, including PHI. These policies reduce the risk of accidental or intentional data breaches and uphold HIPAA compliance.

Healthcare organizations should implement DLP software to monitor and control the flow of PHI-containing emails. Content filters can detect and block emails with unencrypted PHI, and policies can be enforced to regulate the handling of sensitive information, such as rules for forwarding and replying.

Regular audits of email practices ensure ongoing compliance and identify potential risks or vulnerabilities within the system.

Digital signatures

Digital signatures are a component of HIPAA compliant email, as they validate the authenticity and integrity of the email message. By assigning digital signatures to email communications, healthcare providers can verify the sender's identity and ensure that the message has not been tampered with during transmission.

Implementing a Public Key Infrastructure (PKI) to manage digital certificates and signatures is a big step in establishing a HIPAA compliant email system. Healthcare organizations should also train their staff on the importance of digital signatures and how to use them correctly.

Implementing HIPAA-secure email

Encrypt emails using TLS

Enforcing Transport Layer Security (TLS) 256-bit encryption for all outgoing emails is a requirement for HIPAA compliance. Healthcare providers must verify that the recipient email servers support TLS before sending any PHI-containing messages.

To simplify this process, organizations should consider using email platforms like Paubox that automatically encrypt emails containing sensitive information, ensuring that the necessary security measures are in place without relying solely on manual intervention.

Implement secure login methods and two-factor authentication

Healthcare organizations should enforce strong password policies, such as regular password changes and restrictions on password reuse.

Additionally, the implementation of two-factor authentication (2FA) adds an extra layer of security, requiring users to provide a second form of verification (e.g., a one-time code sent to a mobile device) to access their email accounts.

Where possible, healthcare providers should also explore the use of biometric authentication methods, such as fingerprint or facial recognition, to further enhance the security of their email systems.

Utilize a secure email gateway

A secure email gateway is a component of a HIPAA compliant email infrastructure. It helps to filter and monitor emails for potential threats.

Healthcare organizations should configure their email gateways to detect and quarantine potential phishing emails and malware, as well as to automatically encrypt emails containing PHI. The gateway can also be used to enforce organization-wide email policies, such as preventing the sending of unencrypted sensitive information.

Logging and monitoring

HIPAA compliance requires healthcare organizations to maintain detailed access and transmission logs for all email activities involving PHI. This logging and monitoring system enables thorough audits and rapid response to potential security incidents.

By closely tracking email activities, healthcare providers can quickly identify and address any unauthorized access or data breaches, ensuring the ongoing security and integrity of their HIPAA compliant email system.

Why not opt for 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.

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.