Improving administrative communication using HIPAA compliant email

With increasing patient loads and administrative demands, healthcare professionals often find themselves overwhelmed. The time pressure contributes to burnout among staff and diminishes the quality of care that can be provided. The hierarchical structure of many healthcare organizations can also create barriers to open communication where lower-level staff feel disempowered to voice concerns due to a lack of connection to their superiors. 

How HIPAA compliant email improves administrative communication

HIPAA compliant email systems provide for better coordination among healthcare teams by allowing for quick and organized communication regarding patient care. Alternative communication methods, like phone calls or unsecured emails, often lead to fragmented information and delayed responses. 

A journal article published in the Cochrane Database of Systematic Reviews notes, “Relative to oral communication, the written nature of the communication can be valuable as reference for the recipient, aiding recall and providing evidence of the exchange…Email networks allow the wide dissemination of information amongst a specific group of professionals…Digital images can be transferred easily and quickly between healthcare professionals.”

A secure email platform allows for timely exchanges of critical updates, appointment confirmations, and care instructions, reducing the likelihood of miscommunication that can occur when information is relayed verbally or through less secure channels. The ability to document these communications also improves accountability and provides a clear record for future reference. 

Best practices 

1. Organize emails into categories based on projects or urgency to facilitate easy retrieval and declutter inboxes.
2. Set rules for how long emails should be kept to ensure compliance and reduce clutter.
3. Set up filters to automatically sort emails into designated folders, helping prioritize important messages and reduce distractions.
4. Periodically delete unnecessary emails to maintain an organized workspace and improve efficiency.
5. Ensure that sensitive information is protected through the use of HIPAA compliant email platforms like Paubox.
6. Aim to reply promptly to reduce back-and-forth communication and enhance efficiency.

FAQs

What constitutes the administrative burden in healthcare?

Administrative burden refers to the time and effort spent on tasks such as documentation, insurance claims, and coordination of care that detract from direct patient care.

How much of healthcare spending is attributed to administrative costs?

Administrative expenses account for approximately 15% to 30% of total healthcare costs in the U.S., depending on various factors including the complexity of the healthcare system and regulatory requirements.

What are some common administrative tasks that healthcare providers face?

Common tasks include managing patient referrals, handling prescription refill requests, navigating insurance claims, and ensuring compliance with regulations like HIPAA.