Small businesses must use HIPAA compliant emails to safeguard protected health information (PHI), build client trust, and avoid potential legal issues. Additionally, HIPAA compliant solutions can improve workflow, helping small businesses uphold their reputation.
What is a HIPAA compliant email?
HIPAA compliant emails adhere to the Health Insurance Portability and Accountability Act (HIPAA), safeguarding protected health information (PHI) during transit and at rest.
Encryption
All emails containing PHI should be encrypted. Advanced encryption methods, like transport layer security (TLS), encode the information, making it unreadable to anyone without a decryption key, even if intercepted.
Access controls
HIPAA compliant email solutions, like Paubox, offer access controls and multi-factor authentication methods to enhance security. These features limit PHI access, so only authorized individuals can view or send PHI.
Audit trails
HIPAA mandates that covered entities (healthcare providers, health plans, and healthcare clearinghouses) and their business associates log PHI access and modifications. HIPAA compliant email solutions keep track of these logs so covered entities can identify and respond to security incidents.
Business associate agreements (BAAs)
HIPAA compliant email solutions must be willing to sign a business associate agreement (BAA), acknowledging their responsibilities for safeguarding PHI and upholding HIPAA regulations. Without a signed BAA, the emailing platform cannot be held accountable for potential PHI breaches, leaving the covered entity liable for costly HIPAA violations.
Staff training
Covered entities must regularly train employees to handle PHI. Training should occur at least once a year or whenever there are new regulatory standards. HIPAA training should cover how to send a secure email, recognize phishing attempts, and emphasize the consequences of HIPAA violations.
What small businesses gain from using secure emails
Improved patient trust
“Healthcare is the only industry in which internal actors are the biggest threat to an organization” with 58% of incidents involving insiders, explains the 2018 Verizon Protected Health Information Data Breach Report.
HIPAA compliant emails help providers address this issue, protecting patient privacy and promoting a trusting patient-provider relationship.
Regulatory compliance
HIPAA compliant emails adhere to federal regulations regarding the privacy and security of PHI. So, small businesses must use a HIPAA compliant platform to prevent the legal issues and financial penalties associated with non-compliance.
Operational efficiency
HIPAA compliant emails streamline communication and data management. These features can improve efficiency in handling patient information and responding to inquiries.
Small-business owner, Matthew S., explains, "It is a very easy way to get secure email with NO change to my workflow. I can compose an email, attach files, and send it without any additional clicks, steps, or work to make the email secure. I have tried many other solutions, this is by far the easiest, most frictionless way to send secure emails."
Another small-business owner, Jessica S., finds Paubox’s compliance features particularly beneficial stating, "I don't have to worry about HIPAA compliance when emailing. It makes my life easier and I use it all day long. It works seamlessly with Outlook and if I have a question or issue, customer support is quick and efficient at resolving any issue that comes up."
How to choose a HIPAA compliant email solution
- Choose a reputable vendor that automatically encrypts all outgoing emails.
- Check that the email solution offers HIPAA compliant features like audit trails and access controls.
- Verify that the vendor will sign a BAA.
- Choose a vendor that offers ongoing technical support if any issues arise.
- Check that the email solution is easy to use and offers scalability as the business grows. - Support and Training: Look for vendors that provide support and training to help you implement and maintain compliant email practices.
Learn more: Top 5 reasons users choose Paubox for HIPAA compliant emails
FAQs
What kind of information does HIPAA protect?
HIPAA safeguards protected health information (PHI), which includes any information that can identify a patient and relates to their health condition or treatment.
Can HIPAA compliance give an organization a competitive advantage?
Yes, being HIPAA compliant can attract more patients and business partners, differentiating an organization from its competitors.
Go deeper: Why HIPAA compliance pays off
Do small businesses need consent for HIPAA compliant emails?
Yes, small businesses must obtain individuals’ explicit consent before sending their protected health information (PHI) via HIPAA compliant email.
