Federally qualified health centers (FQHCs) offer primary care to underserved communities, specifically “in areas where economic, geographic, or cultural barriers limit access to affordable health care services.”
While FQHCs are not defined as covered entities, when they handle protected health information (PHI) they must adhere to the Health Insurance Portability and Accountability Act (HIPAA).
What is HIPAA?
HIPAA is a federal law that safeguards PHI. The law primarily applies to health care providers, health plans, and clearinghouses. However, since FQHCs provide the same healthcare services as other providers and handle the same patient data, they must use HIPAA compliant communication methods.
HIPAA compliant email solutions, like Paubox, use advanced security measures, including encryption and access controls, to safeguard PHI during transit and at rest.
Related: How to become HIPAA compliant
How FQHC can use HIPAA compliant emails
Patient communication and scheduling of appointments
FQHCs can use HIPAA compliant emails for direct patient communication with patients. Each time a patient makes an appointment, the FQHC can send a confirmation email with the details of the date, time, and location while protecting patient privacy.
Additionally, they can send automated appointment reminders to help reduce the center’s no-show rate.
Sharing test results
FQHCs can use HIPAA compliant email to securely send patients’ lab results directly to their inboxes. These healthcare providers can also send patients personalized follow-up care instructions based on their test results. Like, if a patient has high cholesterol, they can get dietary recommendations to help manage their condition.
Provider collaborations
HIPAA compliant emails also facilitate inter-provider communication. FQHCs can securely email specialists regarding patient referrals, treatment plans, and updates on care coordination so the health team stays informed in real-time without compromising patient privacy.
These providers can also securely email other providers for second opinions, accelerating the referral process and staying HIPAA compliant.
Patient education
FQHCs can securely send specific educational materials on chronic disease management or preventive care, like managing diabetes or nutrition tips. HIPAA compliant emails also allow FQHCs to inform patients of enrollment opportunities into health programs, like weight management.
Communicating billing and insurance
HIPAA compliant emails allow FQHCs to securely send billing statements with sensitive financial information to patients. FQHCs can also email insurance companies for coverage verification without exposing their PHI.
Patient satisfaction surveys
At the end of a patient’s visit, FQHCs can use HIPAA compliant email to distribute satisfaction surveys, allowing patients to provide feedback on their experience and help the health center improve its services.
What happens if they don’t use HIPAA compliant emails?
FQHCs who don’t use HIPAA compliant emails are at risk of disclosing PHI and potential data breaches, resulting in legal action, fines, and even losing their federal funding.
In the process, this could harm their reputation, impacting patient trust and the facility’s profitability.
Learn more: What are the consequences of non-compliance with HIPAA email rules?
FAQs
Are FQHCs obligated to follow HIPAA rules?
Yes, even though FQHCs are federal agencies when handling protected health information (PHI), they must follow HIPAA policies to protect and maintain patients’ data integrity.
How do FQHCs ensure they are HIPAA compliant?
FQHCs can only be HIPAA compliant if they have safe data handling policies, use a HIPAA compliant email solution, like Paubox, and regularly train staff on HIPAA rules.
Can secure email improve patient communication?
Yes, HIPAA compliant emails can send brief updates or appointment reminders, keeping them informed and engaged in their care journey. Additionally, patients can conveniently ask questions or provide feedback, enhancing their overall experience with the healthcare provider.
Go deeper: How automated HIPAA compliant emails can increase patient satisfaction
