Five Ways to Secure Your Emails

Email communication is integral to the daily operations of small and medium-sized medical practices. Managing patient information often necessitates email exchanges containing sensitive data, which requires compliance with the Health Insurance Portability and Accountability Act (HIPAA). Here is information about what HIPAA requires concerning email security and five methods for creating HIPAA secure emails:

What Does HIPAA Require Concerning Email Security?

HIPAA establishes strict guidelines for protecting electronic protected health information (ePHI). Emails that contain ePHI must meet the safeguards outlined in the HIPAA Privacy Rule and the HIPAA Security Rule. These safeguards aim to protect the confidentiality, integrity, and availability of patient information transmitted electronically.

HIPAA requires that email systems include appropriate administrative, physical, and technical safeguards. Administrative safeguards involve policies and procedures that govern email usage within the organization. Physical safeguards protect devices from unauthorized access, while technical safeguards establish data encryption, secure transmission, and user authentication.

Medical practices must also implement measures to prevent unauthorized access to ePHI sent via email. Encryption is required if email is used to transmit ePHI outside secure internal networks. Encrypting emails converts the content into unreadable code, making sure only authorized recipients can access the information.

Emails that contain ePHI also require the medical practice to enter into Business Associate Agreements (BAAs) with third-party email providers. The BAA clarifies the provider’s responsibility for safeguarding ePHI and complying with HIPAA regulations. Practices must retain these agreements for reference and compliance.

What Are Five Ways to Create HIPAA Secure Emails?

HIPAA secure emails require a combination of practical tools and best practices. Key strategies safeguard the confidentiality, integrity, and availability of PHI while complying with HIPAA requirements. These five methods will help secure emails and align practices with regulatory standards:

Implement Email Encryption

Encryption transforms email content into unreadable text, protecting sensitive information from unauthorized access during transmission. Advanced encryption protocols, such as Transport Layer Security (TLS), help protect ePHI sent via email. Before encrypting, verify that recipient email systems also support encryption protocols to maintain the data’s confidentiality throughout its transmission.

Use Secure Email Platforms

Select an email service that specializes in securing sensitive healthcare data. Platforms designed for HIPAA compliance often include built-in encryption, two-factor authentication, and robust access controls. Confirm the chosen platform offers a signed BAA as part of the service.

Conduct Regular Employee Training

Train employees on HIPAA email requirements and proper procedures for handling ePHI. Training sessions should address identifying phishing attempts, avoiding transferring sensitive information through unsecured email systems, and effectively using email encryption tools. Proper training reduces the risk of unintentional breaches caused by human error.

Monitor Email Access

Limit access to email accounts containing sensitive information to authorized personnel only. Use secure login credentials and periodically update passwords to strengthen security. Implement two-factor authentication for an additional layer of protection. This requires users to verify access through a secondary authentication method, such as a mobile app or code.

Maintain an Email Audit Trail

An email audit trail records details of all email exchanges, including the sender, recipient, date, and content summary. Maintaining such records helps monitor compliance, track data sharing, and identify potential unauthorized access to ePHI. Many secure email services include tools for generating audit trails to simplify this process.

Learn More About HIPAA Secure Emails

Medical practices that handle sensitive patient data through electronic communication must create HIPAA secure emails. By adhering to privacy regulations, implementing encryption, and focusing on compliance measures, practices can reduce the risk of data breaches and operational penalties. To explore additional tips and tools for simplifying HIPAA compliance, contact a vetted and trusted provider of healthcare data security services.