What can email be used for in healthcare?

Email is a powerful tool in the healthcare industry, used for various purposes, including communication, patient engagement, marketing, and compliance.

Why email?

The shift towards digital communication that first emerged during the COVID-19 era has changed the way healthcare organizations now generally communicate with patients. In fact, according to Redpoint Global, 80% of patients prefer digital channels for communicating with their healthcare providers. But what about email? 

According to Statista, in 2023, over 92% of the U.S. digital population aged 15 and older used email for online communication, with a steady increase over the last 10 years. 

Email allows for asynchronous communication, enabling healthcare providers to share critical information without requiring immediate responses. Additionally, email improves operational workflows, reduces administrative burdens, and integrates seamlessly with digital health records, telehealth platforms, and automated systems. With advancements in encryption and security protocols, email ensures the secure exchange of sensitive health information while complying with HIPAA regulations. Moreover, email serves as a reliable method for documentation, creating a digital paper trail for patient communication, internal correspondence, and regulatory compliance, which can be referenced when needed.

Patient communication and engagement

Appointment scheduling and reminders

Missed appointments can lead to delays in treatment, increased healthcare costs, and inefficiencies in resource management. Automated email reminders help patients stay on track with their appointments, improving adherence to care plans. A systematic review published in the Pan African Medical Journal found that patient reminders, including emails, reduce missed appointment rates and improve clinic attendance.

Healthcare providers can integrate scheduling systems with email notifications, allowing patients to confirm, reschedule, or cancel appointments with ease.

Lab results and follow-ups

Secure email systems facilitate the delivery of test results, reducing wait times and improving patient satisfaction. Healthcare providers can send email notifications when lab results are available, directing the patients where they can view their records. This method ensures timely follow-ups and prevents unnecessary visits to healthcare facilities.

Read also: Who is responsible for HIPAA compliant patient follow-ups?

Medication adherence and prescription refills

Email reminders can help patients stay on track with their medications, reducing the risk of complications and hospital readmissions. Pharmacies can also use email to notify patients when prescriptions are due for refills, ensuring continuity of care.

Go deeper: HIPAA compliant email for treatment adherence

Patient education and wellness programs

Healthcare organizations can use email campaigns to distribute educational content on disease prevention, lifestyle modifications, and wellness programs. Patients will receive targeted information on managing chronic conditions, mental health support, and vaccination reminders, promoting proactive healthcare management.

See also: The role of HIPAA compliant email in managing disease outbreaks

Telehealth and virtual care coordination

The rise of telehealth has further increased the importance of email in healthcare. Providers use email to send virtual consultation links, appointment instructions, and post-visit summaries. Patients benefit from easy access to healthcare without the need for physical visits, enhancing convenience and reducing the burden on healthcare facilities.

Internal communication and collaboration

Interdepartmental coordination

Hospitals and healthcare organizations rely on email for seamless communication between departments. Administrative staff, physicians, and nurses use email to share patient records, discuss cases, and streamline workflows. Secure email systems ensure that sensitive information is exchanged without compromising patient confidentiality. 

A literature review assessing the impact of electronic communication tools concluded that “electronic referral improved the transfer of information, especially when standardized message templates were created.”

Staff training and continuing education

Healthcare professionals must stay updated with the latest medical advancements, protocols, and compliance requirements. Email can be used to distribute training materials, certification courses, and invitations to medical conferences. 

Read also: 

• How staff training ensures HIPAA compliant email
• HIPAA compliant email in cybersecurity training

Emergency and crisis communication

During public health emergencies, email serves as a tool for disseminating information. Hospitals and government agencies use email to communicate updates on disease outbreaks, emergency response measures, and vaccination drives. Rapid email alerts ensure that healthcare professionals are well-informed and prepared to handle crises effectively.

Read also: What is crisis communication?

Healthcare marketing and patient outreach

Health awareness campaigns

Healthcare providers and public health organizations use email marketing to promote health awareness campaigns. Emails educating the public about flu shots, cancer screenings, and preventive care encourage individuals to take proactive steps toward better health.

Newsletters and patient engagement

Regular newsletters help healthcare providers maintain strong relationships with patients. These emails may contain health tips, success stories, and updates on new medical services. Engaging content encourages patient trust and loyalty, ultimately improving healthcare outcomes. For example, Community Care Physicians sent approximately 776,000 COVID-related newsletters to patients, which contributed to a 35% improvement in their no-show rate.

Patient surveys and feedback collection

According to an NHS survey, “The real test of performance by the NHS – or any healthcare provider – must be the views and experiences of its users. By asking patients in a rigorous, systematic fashion about their experiences of care and treatment healthcare services can be accurately measured and improvements made.” Therefore, providers can use email surveys to gather feedback on patient satisfaction, hospital facilities, and physician interactions. This data can help organizations make informed decisions to enhance patient care.

Learn more: How to send HIPAA compliant surveys

Promotions and special offers

Hospitals, clinics, and wellness centers use email marketing to promote new services, health check-up packages, and wellness programs. Discounts on diagnostic tests or preventive screenings encourage patients to prioritize their health.

Regulatory compliance and security in email communication

Billing and insurance coordination

Email facilitates communication between healthcare providers, insurance companies, and patients regarding medical billing and claims processing. Digital invoices, payment reminders, and insurance verification requests streamline administrative workflows and reduce paperwork.

Regulatory updates and compliance training

Healthcare professionals must stay informed about changing regulations and ethical guidelines. Organizations can leverage email to distribute compliance updates, ensuring that employees adhere to best practices in medical ethics, data privacy, and patient rights.

Read also: Staying up to date with regulatory changes in healthcare

Research and professional networking

Clinical trial recruitment and research collaboration

Medical researchers use email to recruit participants for clinical trials, ensuring diverse patient enrollment. Additionally, email enables collaboration between scientists, institutions, and regulatory bodies, facilitating knowledge exchange and accelerating medical discoveries.

Read also: HIPAA compliant email during clinical trials

Medical conferences and networking opportunities

Healthcare professionals receive email invitations to industry conferences, webinars, and symposiums. These events provide opportunities for networking, continuing education, and staying updated with the latest advancements in medicine and technology.

Collaboration on research publications

“Healthcare professionals use email for a multitude of purposes: for both formal and informal communications with colleagues and patients; to perform administrative duties; to conduct routine communication; and to undertake research and improvement projects,” writes Stephen Ginn in the Cambridge University Press. Using email allows researchers and medical writers to collaborate on journal articles, grant proposals, and research publications, thus enhancing knowledge sharing and contributing to the advancement of medical science.

Read also: Enhancing interdisciplinary collaboration with HIPAA compliant email

Paubox Email Suite

Paubox Email Suite is a HIPAA compliant email encryption solution designed specifically for healthcare organizations. It enables secure, encrypted email communication without requiring recipients to log in to external portals or use additional passwords. This seamless approach enhances workflow efficiency while ensuring compliance with regulations like HIPAA and HITRUST CSF. Healthcare providers can use Paubox Email Suite for securely transmitting patient records, appointment reminders, and billing statements, reducing the risk of data breaches and unauthorized access. By integrating with existing email platforms like Microsoft 365 and Google Workspace, Paubox allows healthcare professionals to maintain security without disrupting their existing communication systems.

FAQS

Is email a secure way to communicate patient information?

Yes, but it must be encrypted and comply with HIPAA regulations. Secure email platforms, like Paubox, ensure that patient data is transmitted safely and confidentially.

How can healthcare providers ensure compliance when using email?

Providers should use encrypted email services, access control measures, and secure authentication protocols. They should also train staff on data privacy regulations and avoid sending sensitive information via unprotected email.

What are the risks of using email in healthcare?

Potential risks include data breaches, phishing attacks, and accidental sharing of sensitive patient information. Healthcare organizations must implement strict cybersecurity measures to mitigate these risks.