Kirsten Peremore
Email is the cornerstone of communication in healthcare, for small and large organizations alike. Choosing the wrong email platform simply because it has the title of HIPAA compliant can be a massive detriment to patient information. In recent articles, we’ve discussed the negative aspects of using Virtru and how it performs poorly in multiple areas. For this reason, we’ve compiled a list of alternatives that outperform the platform by leaps and bounds.
Why choosing the right HIPAA compliant email platform matters
The Health Insurance Portability and Accountability Act (HIPAA) governs the way protected health information(PHI) is handled by covered entities and business associates. Because PHI is especially vulnerable during transmission, choosing the right email platform is the difference between patient data falling into the wrong hands. This makes it all the more necessary to choose the right HIPAA compliant email platform. It can be difficult however when even platforms with the label of “HIPAA Compliant” can still place an organization at risk of a breach.
How to choose the right HIPAA compliant email service
Healthcare organizations are often bombarded with HIPAA compliant email options from every angle making it hard to choose the right one. We have taken a look at the top 5 options available based on the following criteria:
- HIPAA compliance: Is the company HIPAA compliant? Does it focus on healthcare?
- Email security: How secure is your email?
- Reviews: What are the service reviews?
- Pricing: How does the company price its services? How does it rate in terms of affordability?
The problem with Virtru
Virtru claims to be, “A data centric security platform that accelerates mission-critical collaboration - ensuring data security, governance, and visibility.” Its use comes with a host of operational issues and complexities that far outweigh its benefits. In a recent feature, Paubox went into detail about one particular instance of operational inefficiency that led to the Iowa Department of Human Services losing access to 432,000 emails.
Clients are also forced to wade through a complicated and often frustrating user experience that leaves both the sender and recipient frustrated. This frustration is reflected in one user review stating, “Occasionally, Virtu will lag or not work at all. I was ready to write this off as me having issues with my own bandwidth, but my colleagues working from home would tell me they were having similar issues at the same time. Another issue is people to whom I send encrypted emails who do not have a Virtu account sometimes have difficulty opening emails.”
Considering that Virtru is one of the more expensive options on the market, these complexities make it one of the least effective options available This is why we’ve compiled a list of alternatives for healthcare organizations below.
Related:
The top 5 alternatives
1. Paubox
Founded in 2015, Paubox stands out as the number one alternative to Virtru and the top HIPAA compliant email platform across the board. Offering email security and an efficient marketing platform specifically designed for healthcare organizations, seamless encryptions act as one of many benefits.
Services:
What makes it no.1
HIPAA compliance Paubox prioritizes HIPAA compliance, focusing exclusively on providing the best possible email protection and assured HIPAA compliance. The service is HITRUST CSF certified. With a range of services, Paubox encrypts as a default and integrates seamlessly with Google Suite and Microsoft taking the thought out of compliance.
Email security: Paubox encrypts every email without the need to train staff on specific protocols that increase the risk of human error.
Reviews: Paubox is rated 4.9 stars by 389 reviews on G2. It is also G2’s No.1 for Fall 2024’s fastest implementation.
Pricing: Paubox offers three pricing tiers namely,
- Standard ($29.00/month): Includes up to 5 users and many benefits: secure email, secure calendar invites, secure contact forms, business associate agreement, two-factor authentication, access to email reports, phone support, and more.
- Plus ($59.00/month): Includes up to 5 users and everything in the standard plan, plus name-spoofing protection, automatic quarantine with new domains, malware and virus protection, ransomware protection, robust spam filtering, and more.
- Premium ($69.00/month): Includes up to 5 users and everything in the Plus plan, as well as email archiving, data loss prevention, and HIPAA compliant voicemail transcription.
2. LuxSci
LuxSci provides secure email, web hosting, and forms for healthcare organizations. Founded in 1999 by Erik Kangas, it comes in second both in age and in service. With multiple options and positive reviews. There is however the downside of how difficult it is to integrate with existing platforms leaving it in the no.2 spot.
A closer look
HIPAA compliance: LuxSci does offer its users HIPAA compliance alongside additional resources.
Email security: The company uses SecureLine encryption, which integrates several models to ensure the most secure delivery depending on the recipient and message. Encryption with this service is automatic.
Reviews: LuxSci scores a 4.8/5 rating G2.
Pricing: LuxSci does not publicly release its pricing; prospective customers are directed to contact customer service.
3. Zix/Webroot
Zix (now known as Webroot) is a cybersecurity company that provides email encryption and threat protection to individuals and businesses. As one of the oldest services with a recent acquisition by OpenText, Webroot comes in at the 3rd spot because of its strong reputation and advanced security features.
A closer look
HIPAA compliance: Webroot is HIPAA compliant.
Email security: Webroot offers on demand and automatic encryption options. Emails sent to non-Webroot users require access through a secure portal which can add additional taxing steps.
Reviews: The company has a 4.5 rating on G2.
Pricing: Webroot only offers pricing when potential customers fill in a survey and opt for a free trial.
4. Mimecast
Mimecast offers strong security, encryption, and customer support which gives it the no.4 spot. Founded in 2003, Mimecast also offers cloud archive and security awareness training features to its users.
The reason behind number 4
HIPAA compliance: Mimecast is HIPAA compliant but does cater to other industries outside the healthcare sector.
Email security: Mimecast employs AI-driven features to detect spam, anomalies, and malware. This allows for the continuity of email services during system outages.
Reviews: Mimecast Advanced Email Security scored a 4.4 from 283 reviews on G2.
Pricing: Like the other services, Mimecast does not publicly disclose its pricing.
5. Proofpoint
Proofpoint is a global email security company serving organizations all over the globe. They provide email security but do not place a highlight on HIPAA compliance. The fifth spot stems from its positive track record and general user experience.
A look at number 5
HIPAA compliance: Proofpoint is HIPAA compliant but healthcare is not its primary focus.
Email security: Proofpoint offers multi layered protection including phishing defense and malware detection.
Reviews: Proofpoint Email Security and Protection has a review score of 4.6 on G2.
Pricing: Pricing is always customized. Interested users must request a meeting to discuss their needs. Generally, Proofpoint will then complete a security audit and report any security gaps. They will then provide a list of custom recommendations and suggested services.
Conclusion
Not all platforms that claim HIPAA compliance are made equal. Despite the assurance of compliance platforms like Virtru complicate the compliance process that can often be overwhelming for smaller organizations. There are other options however and no matter the organizational needs, Paubox comes on top.
FAQs
Is Paubox safe to use?
Yes, Paubox is safe to use and offers HIPAA compliance.
Why are email recall features a compliance risk?
The email recall feature can create a compliance risk due to its complicated application.
Can an email provider still be HIPAA compliant if they don’t sign a BAA?
No, an email provider can’t be considered HIPAA compliant if they refuse to sign a business associate agreement (BAA).
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