Email scheduling is a feature that allows users to compose an email and set it to be sent automatically at a specified future date and time. In healthcare, this functionality can be used for sending patients appointment reminders, follow-up instructions, medication reminders, and other time-sensitive information.
Scheduling emails helps healthcare providers optimize communication, ensuring that messages are delivered at the most effective times, such as before appointments or during office hours. This improves patient engagement, adherence to medical advice, and overall efficiency in managing patient care. Ensuring email scheduling is HIPAA compliant is mandatory for protecting sensitive patient information and maintaining trust in the healthcare system.
Related: A guide to HIPAA's minimum necessary standard
See also: HIPAA Compliant Email: The Definitive Guide
Yes, email scheduling is allowed under HIPAA, provided that appropriate safeguards are in place to protect the privacy and security of PHI. This includes using HIPAA compliant email service providers and scheduling tools, as well as implementing strong security measures.
A HIPAA compliant email service provider must sign a BAA and implement necessary security measures, such as encryption, access controls, and audit logging.
Inform patients about the risks associated with email communication and the protective measures in place. Obtain their written consent, which should detail these risks and protections.
Go deeper: How to obtain patient consent for email communication