What can HIPAA compliant email be used for?

HIPAA compliant email is used in healthcare settings to securely handle sensitive patient information and ensure privacy and data protection. It helps healthcare entities protect patient data and builds trust by prioritizing patient privacy.

Uses of HIPAA compliant email

Effective communication in healthcare prevents costly and even fatal errors. It also ensures high-quality patient care. As the Joint Commission International reports, “Communication failures in United States hospitals and medical practices were responsible at least in part for 30% of all malpractice claims, resulting in 1,744 deaths and $1.7 billion in malpractice costs.” In this context, HIPAA compliant email is a vital tool to enhance communication by enabling healthcare providers to securely handle sensitive patient information while protecting privacy and data integrity.

Below, we explore the specific uses of HIPAA compliant email, demonstrating how it can help bridge communication gaps, support seamless transitions of care, and ultimately contribute to better patient outcomes:

• Patient communication: Providers can use HIPAA compliant email to send appointment reminders, lab results, treatment updates, or other health information to patients, as long as it’s encrypted and secure.
• Coordination of care: Healthcare providers can securely share patient information with other providers, such as specialists, labs, or pharmacists, to ensure a seamless transition of care.
• Billing and administrative tasks: HIPAA compliant email can be used to discuss billing questions, payment reminders, and insurance claims, as long as they involve protected health information (PHI) and follow compliance rules.
• Internal staff communication: Secure email can be used within healthcare organizations to discuss patient cases, share test results, or coordinate treatment plans.
• Telehealth and virtual care coordination: With more virtual care, HIPAA compliant email is often used to provide post-visit instructions, follow-ups, or additional resources related to telehealth sessions.

See also: Developing guidelines for HIPAA compliant email patient communication

Paubox Email Suite

Paubox Email Suite is a tool designed to meet the demands of secure, HIPAA compliant email communication for healthcare organizations. It enables providers to send encrypted emails directly to patients, other providers, and administrative staff without additional steps, such as portal logins or encryption keys. This streamlined approach allows healthcare professionals to use Paubox Email Suite for various purposes, including sharing test results, coordinating care among specialists, managing billing inquiries, and supporting telehealth follow-up—all while ensuring that sensitive patient information remains protected. 

Paubox’s robust security features, such as encryption and two-factor authentication (2FA), give healthcare organizations peace of mind that their communications are compliant with HIPAA regulations. By using Paubox Email Suite, providers can efficiently handle the challenges of digital communication while maintaining patient privacy and trust.

FAQs

How does HIPAA compliant email differ from regular email?

HIPAA compliant email is encrypted and designed to protect PHI. Services like Paubox automatically secure emails in transit and add security features like 2FA, unlike regular email, which does not have built-in safeguards for patient information.

Is HIPAA compliant email necessary for internal communications?

Yes, if internal communications involve PHI, they must be HIPAA compliant to prevent unauthorized access to sensitive patient data. Using HIPAA compliant email for these discussions ensures that patient information is handled securely across all channels within a healthcare organization.

Related: Can you email PHI internally?

Can Paubox Email Suite be integrated with other healthcare tools?

Paubox Email Suite integrates seamlessly with major email platforms, such as Microsoft 365 and Google Workspace, allowing healthcare providers to use their existing email systems while benefiting from HIPAA compliant features.