Healthcare organizations need to make sure their email systems are HIPAA compliant. This means that patient information must be protected at rest and in transit, so that it is never sent inadvertently or accidentally.
To do this, healthcare providers need to ensure their email systems are encrypted and meet all of the guidelines set by HIPAA for the transmission of ePHI (protected health information). They should also train staff on best practices when using emails.
What is a new HIPAA compliant email?
Email is a popular way to communicate and it's important to understand how HIPAA compliant emails work. This can make a big difference in how much patient data you can share safely and securely, helping you meet regulatory requirements, improve patient care, and avoid PHI breaches.
HIPAA compliant email systems work by implementing appropriate technical, administrative, and physical safeguards to secure the transmission of Protected Health Information (PHI). These include encryption of email content and attachments, secure login, audit trails, and access controls.
Typically, a HIPAA compliant email system includes these safeguards in addition to other features that support healthcare organizations' compliance with privacy regulations.
Choosing the right email solution for your organization is an important decision, and should be made with the guidance of an experienced healthcare attorney. Only a qualified professional can help you find an email solution that's both HIPAA compliant and secure, and it's important to choose one that is covered by a business associate agreement (BAA).
Encrypted Spaces
Email is a convenient way to send sensitive patient information but can be susceptible to data breaches and HIPAA violations. This is due to the fact that emails are often unsecure and can easily be intercepted by unauthorized parties, making PHI vulnerable.
The solution to this issue is encryption, a process whereby an email is made unreadable until it arrives in its recipient’s inbox. Encryption also ensures that only those intended to receive the email can read it.
Hushmail offers a full range of encrypted email, web form and e-signature services. Their HIPAA compliant email solution includes built-in encryption, email archiving and a Business Associate Agreement.
They encrypt the body copy and attachments of emails, keeping track of who’s accessing what. Their encrypted email archives are indexed and searchable so that covered entities can quickly retrieve communications when they need them for audits, investigations or during legal discovery. This eases the burden on IT departments and frees up email server and storage space.
Hushmail
If you’re looking for a secure email service that is HIPAA compliant, Hushmail may be an option. It has all the necessary security features and is willing to sign a business associate agreement, confirming that it complies with HIPAA regulations when handling PHI on your behalf.
Hushmail’s end-to-end OpenPGP encryption uses a zero-knowledge model, which means they can’t decrypt your emails without your password. They also use SSL/TLS tunnels and HSTS to ensure your data is protected during transit.
For added security, users must enter a verification code when signing into their account from an unfamiliar device. They can choose to receive this code on their phone or another email address, depending on their security needs.
Hushmail offers a free plan, and a Small Business or Law plan with a monthly subscription fee (the Law plan does not include e-signable forms). All plans include two-step verification, email archiving, and access management tools.
Identillect
Identillect is the leading provider of HIPAA compliant email encryption service Delivery Trust, which empowers enterprises of all sizes to protect data. It enables healthcare organizations to securely send email and electronic signatures with control over recipients’ printing privileges and content downloads, as well as secure access from any device.
Using ethereum blockchain technology, Identillect ensures that emails are verified by an authenticated recipient and is HIPAA compliant. It offers end-to-end encryption, secure file sharing, and data archiving.
It also offers a free trial for new clients. There are three plans that can meet a wide range of business needs, starting at $4 per user/month for the small plan.
Aside from email encryption, some providers also offer other security features such as virus and spam filtering, two-factor authentication, and audit logging. Some also provide secure file storage with privacy settings enabled by default and allow users to set expiration dates for emails. Many providers sign Business Associate Agreements with their clients for HIPAA compliance.