Patients with communication disabilities (CDs) often face challenges in accessing equitable care. HIPAA compliant emails can help providers address these barriers and improve health outcomes.
Barriers to communication
Healthcare encounters often don’t accommodate patients with CDs adequately, leading to misunderstandings, reduced quality of care, and poorer health outcomes.
According to a qualitative study on preferred communication in healthcare encounters, “People with communication disabilities (CDs), [like] includes disabilities in speech, language, voice and/or hearing, experience health, and healthcare disparities.”
More specifically it notes, “A barrier to accessing high-quality, equitable care is the lack of effective communication between patients and their providers.”
So, how do we improve patient-provider communication?
The study identified themes and strategies for improving communication:
- Using individualized communication strategies.
- Disclosing CD and desired communication strategies before the appointment.
- Using consistent communication strategies and accommodations during clinical encounters.
However, the Health Insurance Portability and Accountability Act (HIPAA) mandates that providers safeguard patients’ protected health information (PHI) during these encounters.
How HIPAA compliant emails can help
Incorporate individualized strategies
HIPAA compliant platforms, like Paubox, allow providers to send personalized messages to patients. They maintain patient confidentiality while enhancing the overall patient experience.
Facilitate pre-appointment disclosures
Providers can use HIPAA compliant emails to ask patients about their preferences before appointments, so providers know how to accommodate their needs.
Like, if a patient needs assistive technology or extra time for discussions, their providers can make arrangements in advance for a comfortable experience during the appointment.
Promote consistent strategies
The study noted, “Providers often do not use communication strategies and accommodations during clinical encounters.”
To overcome these barriers, providers can use standardized email protocols to collect and act on patient preferences before appointments. Additionally, healthcare organizations should provide training on using HIPAA compliant emails and accommodating CDs.
Furthermore, providers should regularly assess how these emails affect patient satisfaction, engagement, and health outcomes.
Go deeper: Assessing patient engagement metrics in HIPAA compliant emails
Strategies for implementing HIPAA compliant emails
- Personalize communication: Use patient data from electronic health records (EHRs) to send tailored messages for medication reminders or therapy sessions.
- Encourage two-way communication: Encourage patients to use email to ask questions and promote a more interactive relationship.
- Provide accessibility features: Emails sent via Paubox can be formatted to be accessible for assistive devices, like screen readers and text-to-speech (TTS) software.
- Offer multilingual support: Include different language options to accommodate diverse populations.
- Provide educational materials: Include secure links to trusted health resources to empower patients in managing their health.
- Send preventive care reminders: Proactively remind patients of preventive screenings and routine check-ups to promote long-term health.
FAQs
Can providers use regular email services for HIPAA compliant emails?
No, regular email services, like Gmail, do not offer the security features required for HIPAA compliance, so providers must use a HIPAA compliant platform, like Paubox, to send emails containing PHI.
How can providers make Google Workspace email HIPAA compliant?
Providers must use a Business or Enterprise plan, sign a business associate agreement (BAA) with Google, and use a HIPAA compliant platform, like Paubox, to protect patient information.
Go deeper: How to set up HIPAA compliant emails on Google
Can providers send emails in multiple languages?
Yes, Paubox supports communication in multiple languages, catering to diverse patient populations. Healthcare providers can send emails in patients' preferred languages, promoting understanding across cultural barriers.
