Why occupational therapists must use HIPAA compliant email

The Health Insurance Portability and Accountability Act (HIPAA) mandates that healthcare providers, including occupational therapists, safeguard patients’ protected health information (PHI). 

So, in-person visits, telehealth sessions, or emails containing PHI must comply with HIPAA requirements, where non-compliance can lead to severe penalties, like hefty fines and reputational damage.  

The newly released Occupational Therapy Telehealth Toolkit states, "Occupational therapists must utilize telehealth in a way that complies with HIPAA requirements in the same manner as in-person treatment. This includes the technology vendors used for telehealth… and communication with patients and caregivers." 

More specifically, OTs must use a HIPAA compliant email solution, like Paubox, to safeguard patient PHI.

What makes an email solution HIPAA compliant?

• Encryption: Solutions like Paubox offer automatic encryption to protect email contents from unauthorized access during transmission and at rest.  
• User authentication: HIPAA compliant solutions use multi-factor authentication (MFA), adding additional verification factors during the authentication process to prevent unauthorized account access.  
• Access controls: Secure emails allow OTs to implement role-based permissions so only authorized personnel can view sensitive information like PHI.  
• Audit logs: HIPAA compliant emails can help OTs track email activities, providing a record for compliance audits.  
• Business associate agreements (BAAs): Email solutions must sign a BAA with the OT practice to confirm their commitment to protecting PHI and upholding HIPAA compliance.  

How OTs can use HIPAA compliant emails  

Patient communication  

After obtaining patients’ consent, OTs can use secure emails to send appointment reminders, therapy updates, and post-session follow-ups. 

Collaboration with caregivers and other providers  

Occupational therapy often involves collaboration with family members, caregivers, and other healthcare professionals. HIPAA compliant email allows therapists to share progress reports and therapy plans securely. 

For example, therapists can communicate with a patient's primary care physician to continue care and coordinate treatment goals. Additionally, family members can receive updates on the patient's progress and be involved in the therapy process.

Telehealth support

Telehealth allows therapists to reach patients in remote locations. When using telehealth, therapists must use HIPAA compliant email and telehealth platforms.

Furthermore, providers can use HIPAA compliant emails to coordinate their telehealth services and send instructions for using telehealth platforms and follow-up summaries after virtual sessions.

Documentation and record-keeping  

HIPAA compliant email platforms, like Paubox, are compatible with electronic health records (EHRs), so OTs can streamline documentation, keeping track of therapy reports.

Tips for OTs to maintain HIPAA Compliance  

Choose the right email provider

Use a HIPAA compliant solution, like Paubox, with healthcare-specific packages that support regulatory compliance and offer BAAs.

Educate staff   

Provide staff training on maintaining secure communication, recognizing phishing attempts, and handling PHI.

Develop policies and procedures  

Healthcare organizations must have guidelines for using telehealth and email platforms, regarding patient consent protocols and response times.  

Monitor and audit  

OTs must regularly review email activity and security settings to maintain compliance and address potential vulnerabilities.  

Related: HIPAA compliance for occupational therapists

FAQs

How does encryption help HIPAA compliance?

Encryption converts the content of the email into a form that is only accessible to the authorized recipient and not any other person or system. It prevents unauthorized access, ultimately, upholding HIPAA regulations.

Do providers need patient consent for HIPAA compliant emails?

Yes, a provider must get explicit patient consent before sharing their PHI through HIPAA compliant emails.

Learn more: A HIPAA consent form template that's easy to share

Can HIPAA compliant emails improve patient satisfaction?

Yes, providers can use HIPAA compliant emails to keep patients informed, improving their overall satisfaction with care.

Read also: How automated HIPAA compliant emails can increase patient satisfaction