Access control segmentation is grounded in the principle of least privilege, which restricts user access to only the minimum permissions necessary for their roles in the organization. When applied to email communications, it allows only those who are required to perform specific administrative functions to access email accounts, send and read emails.
Using access segmentation in HIPAA compliant email
HIPAA’s Security Rule requires covered entities to implement appropriate administrative, physical, and technical safeguards. Access segmentation aligns with the technical safeguards requirement which includes the implementation of policies to grant access to ePHI based on the users role. The HHS Security Series specifically states, “Access controls should enable authorized users to access the minimum necessary information needed to perform job functions.”
Using access segmentation protects HIPAA compliant email communications by limiting access to the information shared to authorized personnel only. This minimizes the risk of unauthorized disclosures of ePHI. Enforcing access controls through segmentation, organizations also allows organizations to better audit email communications by identifying the specific staff member involved in any potential breaches.
Best practices for the use of access segmentation in HIPAA compliant email
Role based access control (RBAC)
- Define user roles based on their job functions and responsibilities.
- Assign access rights to ePHI according to these roles.
Limit distribution lists
- When sending emails containing ePHI, avoid broad distribution lists.
- Send emails to specifically identified individuals who require the information.
Access logging and monitoring
- Implement logging mechanisms to track access to emails containing ePHI.
- Regularly monitor these logs for unauthorized access attempts or anomalies.
Periodic access reviews
- Schedule regular reviews of access permissions to email accounts that handle ePHI.
- Make sure that users who no longer require access have their permissions revoked promptly.
FAQs
What is the purpose of the Security Rule?
The prupose of the Security Rule is to establish standards for safeguarding ePHI to ensure confidentiality, integrity, and availability.
Is access control a required implementation?
Yes, it is a required implementation.
Is access segmentation beneficial to zero trust architecture?
Yes, access segmentation is beneficial to zero trust architecture as it helps enforce strict access controls based on user roles and needs.
Kirsten Peremore
