Two-factor authentication (2FA) is a critical component of HIPAA compliant email systems, as it adds an additional layer of security to protect sensitive patient information from unauthorized access. HIPAA (Health Insurance Portability and Accountability Act) requires healthcare organizations and their business associates to safeguard protected health information (PHI) in transit and at rest, and 2FA helps meet this requirement by verifying the identity of users accessing PHI.
Enhancing your email security
Here’s how 2FA and HIPAA compliance work together in email security:
Strengthening access control
Under HIPAA’s technical safeguards is access control that requires covered entities to “implement technical policies and procedures that allow only authorized persons to access electronic protected health information (e-PHI).” 2FA can enhance these controls by requiring users to provide two forms of verification, typically a password and a one-time code sent via SMS, email, or an authenticator app. This reduces the risk of unauthorized access due to stolen or compromised credentials.
Go deeper: A deep dive into HIPAA's technical safeguards
Reducing unauthorized access
2FA is particularly effective against phishing attacks, where attackers try to trick users into revealing their passwords. Even if a password is compromised, the second layer of authentication can prevent unauthorized users from accessing the email system, thus helping to keep PHI secure.
Related: Defining authorized users in your healthcare organization
Meeting HIPAA’s administrative safeguards
HIPAA mandates the implementation of administrative safeguards, which include policies and procedures to manage the conduct of workforce members in relation to protecting PHI. A 2FA requirement can be part of these administrative safeguards, ensuring that users verify their identity before accessing email systems containing PHI.
Go deeper: A deep dive into HIPAA's administrative safeguards
Encryption and authentication for secure communication
Beyond just 2FA, a HIPAA compliant email system should also include encryption to ensure that PHI is protected during transmission. Although the HIPAA Security Rule considers encryption an “addressable implementation specification,” combining encryption with 2FA strengthens the security framework, as 2FA protects access and encryption protects the data itself.
Maintaining audit trails and activity monitoring
HIPAA requires covered entities to maintain logs of access to PHI. A robust 2FA system will log each authentication attempt, making it easier to monitor for unusual activity and investigate potential security incidents, thus contributing to overall compliance.
Best practices for HIPAA compliant 2FA in email
- Use time-based, one-time passwords (OTP) from authentication apps rather than SMS for higher security.
- Educate staff on the importance of 2FA and train them to avoid phishing.
- Implement secure policies requiring 2FA for all devices accessing HIPAA-covered data.
- Monitor for compliance and perform regular audits to ensure adherence to HIPAA standards.
See also: HIPAA Compliant Email: The Definitive Guide
FAQs
What is two-factor authentication (2FA)?
Two-factor authentication (2FA) is a security process that requires users to provide two forms of identification before gaining access to an account or system. The first factor is typically a password, and the second factor is a one-time code sent to the user through SMS, email, or generated by an authenticator app. 2FA enhances security by adding an extra layer of protection against unauthorized access.
Go deeper: Two-factor authentication: What is it, and how does it work?
Why is 2FA important for HIPAA compliance?
HIPAA requires healthcare organizations to implement strong security measures to protect PHI. 2FA is crucial for meeting HIPAA's access control requirements by ensuring that only authorized individuals can access sensitive data, such as PHI in email systems. It helps mitigate the risk of unauthorized access and data breaches, which can lead to heavy penalties for non-compliance.
How can 2FA be implemented for email systems?
To implement 2FA for email systems, organizations should choose an email provider that offers HIPAA compliant services, such as Paubox Email Suite. Paubox provides secure, encrypted email services that are designed to meet HIPAA standards, ensuring that sensitive patient information is protected. With Paubox, users can enable 2FA on their accounts, which typically involves linking the account to an authenticator app or enabling SMS-based verification for every login attempt. This added layer of security ensures that only authorized individuals can access the system, further safeguarding PHI.
Tshedimoso Makhene
