Internal communication is the cornerstone of organizational efficiency, creating pathways for information to flow between departments, teams, and business associates. Poor communication has been identified as the cause of approximately 27% of the instances of medical malpractice.
Beyond its HIPAA complaint email platform, Paubox Marketing’s specialized functionalities address the unique challenges healthcare organizations face when communicating sensitive information internally, offering a competitive advantage through improved workflow efficiency. The platform's foundation in HIPAA compliance makes it uniquely positioned to handle sensitive internal communications that may contain protected health information (PHI), which standard communication tools cannot legally accommodate.
The personalization capabilities that allow healthcare marketers to create targeted patient communications can be equally effective for segmenting internal audiences by department, role, or information access requirements, ensuring that staff members receive relevant information without being overwhelmed by unnecessary communications. Additionally, the platform's automated workflow capabilities can streamline recurring internal communications such as training sequences, policy updates, or compliance reminders.
The use cases for internal communication
Internal alerts
According to the journal article ‘Substance, Discourse, and Practice: A Review of Communication Research on Automation’ published in the Annals of the International Communication Association, “Communication is increasingly being automated. Unlike previous waves of automation, intelligent machines can complete more complex communication tasks.”
Paubox Marketing’s automation capabilities allow for the creation of structured communication sequences that guide staff through complex processes, such as training or compliance updates. By automating these workflows, organizations can ensure consistent information dissemination without manual intervention, reducing administrative burdens while maintaining operational efficiency.
Communication with business associates
A review article ‘The Role Of Business Communication For Business Success: A Comprehensive Review’ from the peer reviewed Research Journal of English Language and Literature notes, “Effective external communication is essential for organizations as it helps to build and maintain relationships with stakeholders and to promote the organization's brand and reputation and support the achievement of its goals and objectives.”
Paubox Marketing makes facilitating these relationships easy as it integrates with existing tools like Google Workspace and Microsoft 365. Its automation features allow healthcare providers to schedule recurring updates or alerts for business associates without manual intervention, ensuring consistent and timely communication. The ability to create segmented lists ensures targeted messaging based on specific roles or needs, improving the relevance and efficiency of communications.
Paubox marketing features for effective internal communication
HIPAA compliant infrastructure ensures that all internal communications containing protected health information are securely transmitted and stored. This compliance framework allows for the use of the platform for sensitive communications without risking legal consequences.
Another valuable feature is the personalization and segmentation capability. Paubox Marketing allows organizations to segment internal audiences based on roles, departments, or specific information access requirements. Information retention reduces the likelihood of information overload, a common issue in environments where multiple stakeholders need to be informed about different aspects of operations.
The automated workflow capabilities of Paubox Marketing are also beneficial for internal communication. These features enable organizations to create structured communication sequences that guide staff through complex processes like training or compliance updates. By automating these workflows, organizations can ensure consistent information dissemination without manual intervention
Setting up Paubox Marketing for internal communication
- Sign up: Create a Paubox Marketing account, which includes a free trial option for up to 100 contacts.
- Configure account details: Enter your organization’s physical address, default sender name, and email address in the settings section.
- Import contacts: Add internal contacts via CSV files, manual entry, or API integration from systems like EHRs.
- Segment contacts: Build segmented lists based on roles, departments, or other criteria for targeted communication.
- Design email campaigns: Use the drag-and-drop builder to create visually appealing and personalized emails for internal alerts or updates.
- Schedule and send emails: Choose recipients, set delivery times, or send emails immediately to ensure timely communication.
- Monitor analytics: Track open rates and engagement metrics to assess the effectiveness of internal communication campaigns.
Related: Getting started with Paubox Marketing
FAQs
Why is Paubox not just for healthcare organizations?
Paubox is primarily designed for healthcare organizations to securely engage with patients.
Are internal communications subject to HIPAA?
Internal communications containing PHI are subject to HIPAA regulations and must be handled securely.
Who needs to sign a business associate agreement with Paubox Marketing?
Covered entities and business associates must sign a business associate agreement (BAA) with Paubox Marketing if they will have access to PHI during their services.
Kirsten Peremore
