Security features of a HIPAA compliant email solution

Prioritizing security features such as encryption, access controls, audit logs, and user training, organizations safeguard PHI while maintaining compliance with HIPAA regulations. 

HIPAA and email communication

According to the HHS, HIPAA’s “Privacy Rule allows covered health care providers to communicate electronically, such as through e-mail, with their patients, provided they apply reasonable safeguards when doing so.” 

Related: HIPAA Compliant Email: The Definitive Guide

Features of a HIPAA compliant email solution

• Encryption: This ensures that email contents are encrypted from the sender to the recipient, preventing unauthorized access during transmission. Both in transit and at rest encryption are important.
• Access controls: According to HIPAA’s Security Rule, covered entities must establish suitable administrative, physical, and technical measures to protect the confidentiality, integrity, and security of electronic protected health information (ePHI). As part of these requirements, they must implement technical safeguards that include an access control system designed to ensure only authorized personnel have access to ePHI.
• Audit logs: Comprehensive logging of all email activities, including sent and received messages, access attempts, and administrative actions, keeps track of and reports potential breaches.
• Secure authentication: Multi-factor authentication (MFA) and strong password policies help ensure that only authorized users can access the email system.
• Data loss prevention (DLP): DLP tools help monitor and protect sensitive data from being shared outside the organization, either accidentally or maliciously.
• Automatic email archiving: Compliance with HIPAA requires maintaining records for a specified period. An email solution should automatically archive emails to ensure they can be retrieved when needed.
• Secure file sharing: Features that allow secure sharing of documents (e.g., links that expire, password-protected files) help ensure that PHI is not sent via unsecured means.

Paubox Email Suite

Paubox Email Suite offers a comprehensive range of security features designed to ensure HIPAA compliance and protect sensitive patient information. One of its standout features is encryption, which automatically secures emails as they are sent, preventing unauthorized access during transmission. The suite also includes robust access controls, allowing administrators to manage user permissions effectively and restrict access to PHI. Additionally, Paubox provides seamless integration with existing email platforms, eliminating the need for complicated portals that could compromise security. With these security measures, Paubox Email Suite empowers healthcare organizations to communicate securely and efficiently.

FAQs

What is HIPAA?

The Health Insurance Portability and Accountability Act (HIPAA) sets national standards for protecting the privacy and security of certain health information, known as protected health information (PHI).

HIPAA is designed to protect the privacy and security of individuals’ health information and to ensure that healthcare providers and insurers can securely exchange electronic health information. Violations of HIPAA can result in significant fines and penalties for covered entities.

Do HIPAA compliant email solutions require patient consent before sending emails?

Yes, patients must provide consent to receive unencrypted emails containing PHI. If emails are encrypted, patient consent is typically not required, as long as other HIPAA safeguards are in place.

Read also: How to obtain patient consent for email communication

Do HIPAA compliant email solutions work on mobile devices?

Most HIPAA compliant email solutions are compatible with mobile devices. However, these solutions must include security measures like encryption and secure authentication on mobile platforms to maintain compliance.