Healthcare providers often rely on third-party vendors for a myriad of services, from billing and IT support to medical equipment and software. However, sharing sensitive patient data with vendors via email can pose significant risks if proper security measures aren’t in place.
Learn more: Best practices for healthcare organizations when partnering with vendors
Sharing protected health information (PHI) with vendors is often necessary, but it comes with risks. Unsecured email communications can lead to data breaches, HIPAA violations, and reputational damage. Since vendors may lack the same level of security as your organization, signing a business associate agreement (BAA) that details the third party’s commitment to protecting data can help mitigate this risk.
A BAA is a legal requirement under HIPAA when sharing PHI with third-party vendors. It ensures that vendors comply with HIPAA regulations and protect patient data. Without a BAA, your organization could be held liable for HIPAA violations. Ensure the vendor signs a BAA before sharing any PHI, and regularly review the agreement to ensure compliance.
Email encryption is required when sharing PHI with vendors. It ensures that sensitive data is protected during transmission and cannot be accessed by unauthorized parties. Use a HIPAA compliant email solution like Paubox to automatically encrypt all outgoing emails, and ensure the vendor can receive and decrypt encrypted emails without additional steps. Encryption helps meet HIPAA requirements and reduces the risk of breaches.
Read more: Creating an effective email security policy
Before sharing PHI with a vendor, verify that they have strong security practices in place. This includes encryption, access controls, and regular risk assessments. Ask vendors about their email security measures, including encryption and spam filtering, and ensure they have policies for handling PHI and responding to breaches. Regularly review and update vendor security practices to address emerging threats.
Your staff plays a major role in securing email communications with vendors. Training ensures they understand the risks and follow proper protocols. Train staff on recognizing phishing emails and other threats, and emphasize the importance of verifying recipient email addresses and attachments. Provide clear guidelines for sharing PHI with vendors, and conduct regular refresher courses to reinforce learning.
Go deeper: The importance of training for email security
Regularly monitoring and auditing email communications with vendors can help identify and address potential risks. Use email security tools to track and log communications with vendors, and conduct regular audits to ensure compliance with HIPAA and internal policies. Address any vulnerabilities or breaches promptly to prevent further damage.
Related: HIPAA compliance in communication
Even with strong safeguards, breaches can still occur. Having an incident response plan ensures your organization can respond quickly and effectively. Include vendor-related breaches in your incident response plan, and outline steps for containment, investigation, notification, and recovery. Train staff on their roles in the response process, and conduct regular drills to ensure preparedness.
Encryption protects the content of emails by converting it into a secure format that can only be read by authorized recipients. Secure email gateways filter incoming and outgoing emails to block threats like phishing and malware.
If a vendor refuses to sign a BAA, consider finding an alternative vendor that is willing to comply with HIPAA regulations. Sharing PHI with a vendor without a BAA puts your organization at risk of HIPAA violations and fines.
Signs that a vendor’s email system has been compromised can include receiving unusual or unexpected emails from the vendor, requests for sensitive information or unusual attachments, and reports from the vendor about a security incident or breach.