When using HIPAA compliant email in a hybrid care setting, select a provider that offers encryption, secure servers, and a signed business associate agreement (BAA). Always encrypt emails that contain protected health information (PHI), make sure to obtain patient consent before communicating via email, and securely manage attachments by using encryption and password protection.
What are hybrid care models in healthcare?
Hybrid care blends in-person services with virtual healthcare like telehealth consultations, remote monitoring, and digital follow-ups, relying on email for efficient communication. Emails can be used for coordinating care, such as sending post-visit summaries after virtual consultations or appointment reminders to reduce no-shows. While this convenience enhances patient engagement, it also increases the risk of exposing protected health information (PHI) if not properly secured. Ensuring email security through robust safeguards helps protect patient privacy and maintain compliance in hybrid care models.
The role of HIPAA compliance in hybrid care emails
HIPAA requires that covered entities safeguard PHI, which includes any information that identifies a patient and relates to their health. Insecure email practices can lead to data breaches, resulting in significant fines, loss of patient trust, and reputational damage. Ensuring HIPAA compliance in email is non-negotiable to maintain patient confidentiality and meet legal obligations in hybrid care.
Related: Why HIPAA breaches related to email are so common
Core requirements for HIPAA compliant email in hybrid care
To ensure HIPAA compliant email communication in hybrid care, start by selecting an email provider that offers encryption for data in transit and at rest, secure server storage, and a signed BAA to confirm their compliance. Encryption helps protect emails by making their contents unreadable to unauthorized users, even if intercepted; always prioritize platforms with encryption. Additionally, a BAA is required for any third-party service handling PHI, outlining their responsibilities to safeguard sensitive information. Without a signed BAA, using such services risks non-compliance and potential violations.
Paubox ensures HIPAA compliant email by providing seamless encryption for all outgoing emails, requiring no extra steps from users or recipients. One of the primary reasons for email breaches is human error, with at least 85% of data breaches in organizations attributable to individual mistakes. With Paubox Email Suite, every email is automatically encrypted, integrating smoothly with existing platforms like G Suite and Office 365. This eliminates the risk of human error in selecting encryption options.
Implementing HIPAA compliant email practices in hybrid care
- Limit information: Follow the "minimum necessary rule" by only sharing essential information. For example, notify patients that test results are available but do not include them in the email unless you're using a HIPAA compliant email platform like Paubox which encrypts all your email content.
- Secure attachments: When sending sensitive documents, use encrypted and password-protected attachments. Share the password through a separate channel, such as a phone call.
- Generic subject lines: Subject lines are often visible without opening the email. Use neutral phrases like “Appointment Reminder” or “Follow-Up Required” rather than including sensitive details.
Additional safeguards for hybrid care emails
- Access controls and monitoring: Restrict access to email systems based on staff roles, ensuring that only authorized personnel can view or send PHI. Use audit logs to monitor activity and detect unauthorized access.
- Staff training: Train all staff on HIPAA email policies, including recognizing phishing attempts and handling PHI securely. Educated teams can be a frontline defense against breaches.
- Secure devices and networks: Avoid accessing or sending PHI over unsecured Wi-Fi. Equip employees with secure devices and implement endpoint management protocols to protect data in hybrid care setups.
FAQs
Can I use regular email services for hybrid care communication?
Yes, but only if you upgrade to their HIPAA compliant versions, enable encryption, and sign a BAA with the provider to ensure compliance.
Is it safe to use automated email systems for hybrid care communication?
Automated email systems can be used if they meet HIPAA standards, encrypt data, and have a signed BAA. Always review their security features before implementation.
What should I do if I suspect an email breach involving PHI?
Immediately investigate the incident, notify affected parties as required under the HIPAA Breach Notification Rule, and take corrective actions such as updating security protocols.
Liyanda Tembani
