Using HIPAA compliant email to handle care transition notifications

Care transitions are where a patient moves from one healthcare setting to another, such as from a hospital to their home or from a primary care doctor to a specialist. These transitions involve complex changes in care providers, treatment plans, and medication regimens that are complicated for patients to understand. Providers risk patients having an incomplete picture of their healthcare without an effective method of sharing this information. The use of HIPAA compliant email allows for the efficient handling of care. 

The function of care transitions

Various transition models have been developed, including Care Transition Intervention (CTI), and the Transitional Care Model (TCM). A Rural Health Information Hub toolkit notes, “The main goal of all care transition models is to build a personalized patient care plan that addresses the patients' needs while providing a continuum of care.” 

The models aim to empower patients by providing them with tools and support to manage their health during a transition. For example, the CTI model encourages patients to take an active role in their care by understanding their medications and recognizing warning signs of deteriorating health. Models like CTI and TCM are driven by effective communication to convey accurate information. 

The steps to take before sending care transition notification by email 

1. Draft a notification policy outlining the process for sending care transition information. The policy should detail what information can be shared, how it will be communicated, and the protocols for obtaining consent. 
2. Choose the right email service provider like Paubox that is both HIPAA compliant and offers the necessary features to make the notification process easy. 
3. Adhere to the minimum necessary standard by sharing only the information needed for care transitions. Avoid including sensitive details that are not required within the notification. 
4. Inform patients of the possible risks associated with receiving PHI by email including unauthorized access or breaches of confidentiality. 
   
   

Training staff on care transitions using HIPAA compliant email 

Staff training for care transitions should be centered around the technical and procedural aspects of handling protected health information (PHI). Employees should be educated on PHI and the specific requirements for sharing notifications mentioned above. It should remain ongoing to keep staff updated on any changes to HIPAA or the organizational policies regarding email usage. This can include simulated phishing exercises to respond to potential threats. Effective training of staff members so they can be adequately prepared with both regulatory knowledge and practical skills that can assist in care transitions.   

FAQs

Why is a business associate agreement necessary for email providers? 

A business associate agreement is necessary for email providers due to their role in the protection of PHI.

What are the technical safeguards implemented by HIPAA compliant email providers like Paubox? 

HIPAA compliant email providers like Paubox make use of technical safeguards like encryption, access controls, and secure transmission protocols. 

Why is consent necessary for HIPAA compliant email providers? 

Consent allows patients to be fully aware of and agree to the use of their PHI in communications.