Patient referrals via HIPAA compliant email

Patient referrals via email offer a convenient way to share critical healthcare information between providers, but they must be handled with care to comply with HIPAA regulations. By using HIPAA compliant email services and following best practices, healthcare organizations can securely manage referrals and protect patient privacy.

Understanding HIPAA requirements for email communication

HIPAA regulates the transmission of patient information to ensure it remains confidential and secure. For patient referrals via email, this means ensuring that the email communication meets specific standards:

• Encryption: Email services must encrypt data both at rest and in transit. This ensures that the patient’s personal health information (PHI) is protected from unauthorized access.
• Access control: Only authorized healthcare providers should have access to the email referral. This may involve using secure login credentials and limiting access to the email system.
• Audit controls: Healthcare organizations must have mechanisms in place to track and record who accesses PHI through email. The HHS mentioned in a cybersecurity letter that “The HIPAA Security Rule provision on Audit Controls (45 C.F.R. § 164.312(b)) requires Covered Entities and Business Associates to implement hardware, software, and/or procedural mechanisms that record and examine activity in information systems that contain or use electronic protected health information (ePHI).” By monitoring email communications and the systems that manage patient referrals, organizations can ensure compliance with HIPAA, mitigate the risk of data breaches, and maintain the integrity of patient information.

Choosing a HIPAA compliant email service

Not all email services are HIPAA compliant by default. Many popular platforms like Gmail, Outlook, and Yahoo! are not suitable for sending PHI unless configured with enhanced security features. Here are the essential characteristics of a HIPAA compliant email provider:

• Encryption: Emails should be encrypted to prevent unauthorized access.
• Business associate agreement (BAA): HIPAA requires that covered entities (healthcare providers) sign a BAA with any service provider handling PHI. This agreement holds the email provider accountable for safeguarding the information.
• Data backup: The email provider must securely back up all communications to prevent data loss.
• Access management: Ensure that the email service allows strict control over who can access the system.

Paubox

Paubox Email Suite is a HIPAA compliant email platform designed specifically to provide secure communication for healthcare organizations. Unlike many traditional email services, Paubox ensures seamless encryption without requiring recipients to log in to a separate portal to view emails, making it user-friendly for both healthcare providers and patients. This seamless encryption occurs automatically, ensuring that sensitive information, such as patient referrals or medical records, is protected at all times during transmission.

Paubox also complies with the HIPAA Security Rule by offering features such as encrypted attachments, access control, and audit logging, which allow healthcare organizations to track email activity and ensure compliance with regulations. Furthermore, Paubox signs a BAA with its users, taking responsibility for the safeguarding of ePHI under HIPAA guidelines. Its ease of integration with popular email clients like Gmail and Outlook makes it a convenient option for healthcare entities looking to enhance the security of their email communications without overhauling their current systems. 

See also: HIPAA Compliant Email: The Definitive Guide

What should I include in a patient referral email?

A patient referral email should include only the necessary information required for the referral, such as the patient’s name, the reason for the referral, and any relevant medical information. Avoid including detailed medical histories unless absolutely necessary, and ensure all attachments are encrypted. The subject line should be kept general, avoiding the inclusion of PHI.

Best practices for email referrals

• Limit PHI to necessary information: Only include the minimum necessary information in the referral email. Avoid sharing detailed medical records unless absolutely required.
• Use a secure subject line: Do not include any PHI or identifying patient information in the subject line of the email.
• Verify the recipient: Always verify the email address of the recipient before sending a referral to prevent misdelivery of sensitive information.
• Authorization and consent: Before sending PHI via email, healthcare providers must ensure that the patient has given explicit consent for their information to be shared electronically. This is important both for compliance with HIPAA and for maintaining patient trust.

FAQs

What is HIPAA and why is it important for email referrals?

HIPAA (Health Insurance Portability and Accountability Act) is a set of U.S. regulations designed to protect patient health information (PHI). When sending patient referrals via email, healthcare providers must comply with HIPAA's Privacy and Security Rules to safeguard sensitive data from unauthorized access or breaches.

Is it necessary to get patient consent before sending referrals via email?

Yes, it is essential to obtain explicit patient consent before sending any PHI electronically. Patients should be informed of how their information will be transmitted and the security measures in place. Consent can be obtained via signed forms or as part of the intake process.

Read more: How to obtain patient consent for email communication

Are there alternatives to using email for patient referrals?

Yes, many healthcare organizations use HIPAA compliant referral platforms or secure messaging systems that integrate with electronic health records (EHR). These platforms are specifically designed for secure communication between healthcare providers and often provide more robust tracking and collaboration features than email.