Learning the ins-and-outs of HIPAA email compliance
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Keeping patient information safe in the digital space
HIPAA (Health Insurance Portability and Accountability Act) email compliance is a set of overarching regulations governing the secure handling of electronic protected health information (ePHI). Compliance helps protect sensitive medical information and ensures that patient privacy, data integrity, and confidentiality are upheld. Healthcare organizations must abide by HIPAA email standards to prevent data breaches, as well as possible legal penalties and fines. Non-compliance can also have other consequences, including brand damage and loss of patient trust.
Any electronic communication containing PHI must adhere to HIPAA email compliance standards. These documents include, but are not limited to:
Since these documents contain private patient information, it’s essential for healthcare payers to send these communications from a secure mailing environment. Requirements for secure mailing include, but are not limited to:
How we assist with HIPAA compliance for email initiatives
Clarity understands the importance of email and HIPAA compliance. A HIPAA email violation could tarnish a health plan’s reputation and deliver a significant blow to their finances. That’s why we provide comprehensive, easy-to-use solutions that help healthcare payers stay compliant right from the start.
Our features include:
Clarity’s solutions combine SaaS technology with consultative services to craft customized communication plans for all your health plan’s needs, including HIPAA compliance and email communications. Request a demo today to boost engagement with your correspondence while staying compliant and protecting member data.
Clarity has helped our clients craft HIPAA-compliant communications since 2007. Each year, we produce and deliver more than 150 million member communications for 100+ plans, utilizing data and technology to create smart solutions for healthcare organizations. We proudly partner with health plans to enhance their communications strategy and help them not just achieve—but exceed—their goals.
We offer a robust solution for optimized engagement that elevates key client initiatives and creates an enhanced member experience. We invite you to demo the Clarity solution today if you’re ready to:
Request a demo today to see how it all works—and how easy it is to get started.
Your solution for email and HIPAA compliance awaits
We understand that it can be overwhelming to implement a new system. However, the Clarity team is ready to help you every step of the way, from the exploration phase to launch. The implementation process is easy and straight-forward, and you’ll get robust support for any questions that come up. We give clients tools for complete control over their communications, with many opportunities for customization, to ensure your solution makes the most sense for your business. Our team is happy to take you on a test drive of the system and answer your questions about the technology, software capabilities, and more.
How is electronic protected health information (ePHI) defined in relation to HIPAA email compliance?
ePHI is defined as any protected health information that’s created, sent, received, or maintained in an electronic form.
What kind of fines or penalties can be imposed for HIPAA email non-compliance?
Non-compliance can lead to severe consequences, depending on the level of negligence. Fines can range from $100 per violation to tens of thousands of dollars per violation. People may also face jail time, depending on the severity of the violation.
Can covered entities use Gmail to send and receive ePHI?
No—Gmail, as well as other standard email platforms, are not HIPAA compliant.
Are there specific encryption standards that must be followed for HIPAA-compliant email?
There aren’t any specific encryption standards that are required by law. However, it’s essential that emails containing ePHI are encrypted to protect sensitive information.
How often should those handling ePHI via email receive HIPAA security training?
There are no laws requiring a consistent training schedule. Typically, an annual review is sufficient, but it depends on several factors, including the number of employees handling ePHI, the entity’s level of risk, and the changing laws around ePHI and HIPAA.
Do overarching authorities provide guidelines for HIPAA email compliance best practices?
Some do, including the Office for Civil Rights, which is part of the U.S. Department of Health and Human Services.
How can you securely get rid of emails containing ePHI?
There are several ways to get rid of these emails. You can delete them completely from the system, utilize data shredding, and/or train employees on how to safely remove these emails, among other strategies.
What should you do if you suspect a potential HIPAA email breach?
There are several ways to get rid of these emails. You can delete them completely from the system, utilize data shredding, and/or train employees on how to safely remove these emails, among other strategies.
There are several steps to take in this scenario. These include but are not limited to containing and fixing the breach, investigating what happened, notifying security and legal teams, telling affected parties, alerting the Office for Civil Rights (if more than 500 people were impacted), and implementing new policies to prevent it from happening again.
How can Clarity help craft HIPAA-compliant email communications?
Clarity uses advanced software and a team of experts to help you create email communications that are HIPAA-compliant and engaging.
There are several steps to take in this scenario. These include but are not limited to containing and fixing the breach, investigating what happened, notifying security and legal teams, telling affected parties, alerting the Office for Civil Rights (if more than 500 people were impacted), and implementing new policies to prevent it from happening again.
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