Set up policies and procedures: An internal policy for HIPAA compliant email ensures all employees know their responsibilities regarding handling and transmitting PHI electronically.Enter into a Business associate agreement: Even if your emails are encrypted, you still need a signed BAA with your email service to comply with HIPAA regulations.Secure patient information in transit and at rest: To ensure HIPAA compliance when sending email, use secure email solutions that encrypt messages and attachments in transit and at rest.To send HIPAA compliant emails and ensure patients’ health information is secure and protected during communication. As a best practice, is the HIPAA compliant email solution HITRUST CSF certified?.Will each vendor that processes or handles PHI in email sign a business associate agreement with your organization?.Here’s what to look for in a HIPAA compliant email solution: What to look for in a HIPAA compliant email solution See related: Is Microsoft 365 HIPAA compliant? See related: Can I use Google Workspace (G Suite) and be HIPAA compliant? It’s now a common practice to use an email service provider like Google Workspace or Microsoft 365 to maintain the hosting of your organization’s email, while using a separate company to provide additional protection like email encryption, security, data loss prevention, and backups. To ensure HIPAA compliance when using email, it’s imperative to use secure email solutions that encrypt messages and attachments in transit and at rest. It is required by law for HIPAA compliance.Īt a minimum, a BAA must include ten provisions. These are entities that perform certain functions or activities on behalf of the covered entity.Ī business associate agreement (BAA) is a written contract between a covered entity and a business associate. It also applies to business associates of these covered entities. HIPAA applies to covered entities, which includes healthcare providers, health plans, and healthcare clearinghouses. ![]() The terms can be used interchangeably when referring to HIPAA compliant email. Even if the information by itself doesn’t reveal a patient’s medical history, it is still considered PHI.Ī related term is ePHI, which stands for electronic protected health information. In fact, any information that can identify a patient and is used or disclosed during the course of care is considered PHI. PHI isn’t just confined to medical records and test results. Protected health information needs to be protected in all mediums: electronic, paper, and oral. Violations of HIPAA can result in significant fines and penalties for covered entities. HIPAA is designed to protect the privacy and security of individuals’ health information and to ensure that healthcare providers and insurers can securely exchange electronic health information. It specifies administrative, physical, and technical safeguards that covered entities must implement to secure ePHI. The Security Rule establishes national standards for protecting the security of electronic PHI. It specifies how PHI can be used and disclosed, and gives individuals certain rights with respect to their PHI. The Privacy Rule establishes national standards for protecting the privacy of PHI. HIPAA includes two main rules: the Privacy Rule and the Security Rule. The law applies to health plans, healthcare clearinghouses, and certain healthcare providers that conduct certain financial and administrative transactions electronically, such as billing and claims submissions. It sets national standards for protecting the privacy and security of certain health information, known as protected health information (PHI). The Health Insurance Portability and Accountability Act ( HIPAA) is a federal law that was enacted in 1996. This guide is intended for healthcare professionals, IT staff, and anyone else responsible for maintaining or acquiring a HIPAA compliant email solution.īy the end of this guide, you will have the knowledge necessary to confidently use email for healthcare communication while ensuring the protection of protected health information. We will cover topics such as what to look for in a HIPAA compliant email solution, email encryption methods, HIPAA violations and fines, and an FAQ section you won’t find anywhere else. ![]() This guide will provide you with a thorough understanding of the requirements for HIPAA compliant email and the steps you can take to ensure your organization is in compliance. Welcome to the definitive guide on HIPAA compliant email.
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