How HIPAA compliant email fits into every stage of the care journey

The common patient care journey shared by healthcare organizations of any size typically begins with patient onboarding. This process often includes initial consultations and setting up health records. Following onboarding, the journey continues with appointment scheduling and reminders to ensure patients keep their appointments. 

A PLoS One study provides the following insight into the need for the consideration of the patient journey, “The Beryl Institute defines patient experience as “the sum of all interactions, shaped by an organization’s culture, that influence patient perceptions, across the continuum of care.” Wolf et al. specify that interactions are “The orchestrated touchpoints of people, processes, policies, communications, actions, and environment” and patient perceptions are “what is recognized, understood and remembered by patients and support people.”

During medical consultations, healthcare providers diagnose conditions, propose treatment plans, and offer follow-up visits to monitor progress and adjust care as needed. Patients receive test results and medical records, and healthcare providers could share educational materials to help patients understand their conditions and treatments better.

The healthcare providers take on the role of caregivers, educators, and coordinators. They guide patients through each step, offering personalized and timely care. Effective communication methods, like HIPAA compliant email and text messaging, make this this role that much easier. These tools allow secure and efficient exchanges of sensitive information, such as test results, treatment updates, and appointment reminders. 

How HIPAA compliant email fits into every stage of the care journey

Initial engagement

The initial engagement stage of patient care is when a healthcare provider first connects with a new patient. During this stage, the provider collects information like medical history, insurance details, and personal information to set up the patient's health records. It also involves scheduling appointments and sending reminders to ensure patients don't miss their visits. 

HIPAA compliant email like Paubox, is invaluable in this process. It allows for the secure transmission of sensitive information, like medical history forms and insurance details, and provides a safe way to send appointment confirmations and reminders. This protects patient data and makes the onboarding process smoother and more efficient.

Consultation and diagnosis

The consultation and diagnosis stage is where doctors assess a patient’s condition through exams and tests to determine what’s wrong and how to treat it. By communicating through email, doctors can quickly send test results, detailed explanations of diagnoses, and follow-up instructions directly to the patient’s inbox, cutting down the wait time associated with phone calls or mail. This timely delivery of information helps patients understand their health status and treatment options quickly. 

Treatment and management

The treatment and management stage is where healthcare providers implement and monitor a patient's care plan. This includes administering treatments, prescribing medications, scheduling follow-up appointments, and adjusting care plans based on the patient's progress. 

Communication requirements during this stage include sending treatment instructions, medication reminders, and progress updates directly to the patient's inbox. During this stage email allows for the patient in turn to report side effects and receive advice from their healthcare provider. This secure, direct line of communication helps patients stay engaged and informed throughout their treatment. 

See also: Using HIPAA compliant emails in PTSD interventions

Ongoing support and administration

Follow-up care can take many forms, the ways email can assist with this include: 

1. Educational content: Healthcare providers can send articles and fact sheets about specific medical conditions and treatments, helping patients understand their health better. Infographics and videos can be particularly effective in explaining complex medical information in an easily digestible format. 
2. Treatment instructions: Sending detailed instructions for taking medications, including dosage schedules and potential side effects. Providers can also send instructions for using medical devices or equipment at home, reducing the likelihood of misuse.
3. Health monitoring tools: Providers can help patients track their health by sending symptom tracking charts and logs for conditions like asthma, pain, or blood sugar levels. Self-assessment forms allow patients to monitor their health status and report any changes, facilitating early detection of potential issues.
4. Support resources: Information about local and online support groups can be a lifeline for patients dealing with chronic conditions or health challenges. Contact information for mental health resources, counseling services, and crisis hotlines provides support for patients in need. 
5. Preventive care materials: Reminders for preventive screenings, vaccinations, and wellness visits help patients stay proactive about their health. Seasonal health tips, such as flu prevention strategies, ensure that patients are prepared to protect their health throughout the year.
6. Personalized health tips: Tailored health advice based on a patient’s condition and treatment plan can be sent regularly to provide ongoing support. Wellness tips and motivational messages can encourage patients to maintain healthy habits and stay engaged in their care.
7. Emergency and contingency plans: Providers can send instructions on what to do in case of a medical emergency related to the patient's condition, ensuring they are prepared for urgent situations. Guidance on preparing for and managing health issues during natural disasters or other emergencies helps patients stay safe and maintain their health during challenging times.

See also: Top 12 HIPAA compliant email services

FAQs

What is HIPAA compliant email?

HIPAA compliant email is a secure email service that adheres to the requirements of HIPAA to make sure patients' health information remains private.

How do I know if an email service provider is HIPAA compliant?

The main thing to look for is a provider offering to sign a business associate agreement (BAA).

Who needs to be HIPAA compliant?

HIPAA compliance is required for healthcare providers, health plans, healthcare clearinghouses, and their business associates who handle protected health information (PHI).