According to the Healthcare Information and Management Systems Society, 47% of data breaches in the healthcare sector are due to “IT incidents through malicious or third-party insiders with advanced permissions.” This shows how organizations and individuals that handle PHI must adhere to HIPAA regulations, even when communicating internally. Here are some reasons why internal emails must comply with HIPAA regulations:
- Protecting PHI: The Health Insurance Portability and Accountability Act (HIPAA) requires that all PHI, whether in physical or electronic form, must be safeguarded. Even internal emails that contain patient-related information must be secured to prevent unauthorized access, use, or disclosure.
- Compliance with regulations: HIPAA applies to both external communications with third parties and internal communication among employees, contractors, and affiliates within healthcare organizations. Non-compliance can lead to legal consequences, fines, and loss of trust from patients.
- Maintaining trust: Patients trust healthcare providers to handle their personal health information with the highest level of confidentiality. Ensuring that internal emails are HIPAA compliant helps maintain patient trust and the integrity of the healthcare system.
- Organizational accountability: Healthcare organizations must demonstrate that they have implemented safeguards for protecting PHI, including in internal communication. This is often reviewed in audits and investigations to assess the organization’s compliance with HIPAA.
Read more: Can you email PHI internally?
Best practices for HIPAA compliant internal emails
To ensure compliance with HIPAA, healthcare organizations can implement several best practices for internal email communications:
- Encryption: Always use email encryption when sending sensitive patient information. This ensures that only authorized recipients can access the email content.
- Secure email servers: Use secure, HIPAA compliant email servers like Paubox Email Suite that offer features such as automatic encryption and secure message delivery.
- Access controls: Restrict email access to authorized individuals only. Implement role-based access controls (RBAC) to ensure that only those who need PHI for their work can access it.
- Training and awareness: Regularly train staff on HIPAA compliance and the importance of securing internal communications. Employees should understand what constitutes PHI, how to handle it securely, and the consequences of non-compliance.
- Auditing and monitoring: Conduct regular audits of email communications to ensure that HIPAA standards are being followed. Monitoring tools can help detect and prevent unauthorized access to PHI. According to the HHS, these audits must be conducted “annually or as needed (e.g., bi-annual or every 3 years).
Go deeper: HIPAA compliant email best practices
Paubox Email Suite
Paubox Email Suite is an ideal solution for ensuring HIPAA compliance in internal communications. Designed specifically for healthcare organizations, Paubox ensures that emails containing PHI remain secure and accessible only to authorized recipients. Features like automatic encryption, robust access controls, and audit trails help organizations safeguard sensitive information while streamlining communication. With Paubox, healthcare teams can focus on delivering quality care, confident that their internal emails meet the highest standards of privacy and compliance.
FAQs
Do all internal emails need to be HIPAA compliant, or only those with PHI?
Only emails that include PHI need to meet HIPAA compliance standards. However, best practices suggest using secure communication protocols for all internal emails to reduce the risk of accidental exposure.
Is using a personal email account for internal communication allowed?
No, using personal email accounts for internal communication involving PHI is not HIPAA compliant. Personal accounts lack the necessary security measures, such as encryption and audit trails, required under HIPAA.
Tshedimoso Makhene
