5 Ways To Keep Your Email HIPAA Compliant
Making your email HIPAA compliant allows you to communicate sensitive healthcare information securely and effectively. It helps to maintain the privacy and security of your patient’s data. Working with a reliable email provider can be an effective way to get started with HIPAA compliance. Here are some ways to achieve a HIPAA compliant email:
1. Enable Encryption for Your Emails
Encryption converts your emails into a format that can only be read with a key. If someone intercepts your email, they won’t be able to read it because they don’t have the key. Common encryption methods for a HIPAA compliant email include TLS and S/MIME. Transport layer security (TLS) works by securing the connection between your email server and the recipient’s server, verifying the data remains encrypted during transmission. Secure/multipurpose internet mail extensions (S/MIME) allow you to encrypt the content of your email itself so that only the intended recipient can read it. TLS and S/MIME are accepted methods for secure communication in healthcare settings.
2. Implement Access Controls
Access controls determine who can access sensitive data and how they can do so. They can be implemented at various levels, including the physical, technical, and administrative levels. Physical access controls limit physical access to devices and systems containing sensitive information. This can include using key cards, biometric scanners, or guards to control access. Technical access controls restrict digital access to information using passwords, encryption, and firewalls. Implementation of HIPAA compliant email storage protects data from unauthorized access.
3. Use a Secure Email Platform
Choose an email provider that offers HIPAA compliant services. A reliable provider implements security measures to protect sensitive information. This includes password protection and implementing access controls. A trusted provider values a secure data storage system by regularly updating software and hardware to prevent malware and other cyberattacks. The provider should also have an established data backup and recovery plan in case of security breaches or system failures.
4. Train Your Employees on HIPAA Compliance
Employees may unintentionally expose sensitive information by leaving their devices unattended or clicking on phishing emails. Train employees on HIPAA compliance and measures to safeguard sensitive data. This includes educating them on creating strong passwords, spotting suspicious emails, and securely handling devices containing sensitive information.
5. Conduct Regular Audits
Regularly audit your email system to identify any potential breaches or non-compliance issues. The audit should include reviewing user access logs to see who has accessed sensitive information and for what purpose. Confirm any third-party vendors or contractors with access to your system comply with HIPAA regulations. Implement an incident response plan if a breach is identified during the audit. This can help minimize the breach’s impact and prevent future incidents.
Protect PHI With a HIPAA Compliant Email
Creating a HIPAA compliant email system helps protect sensitive information and promote regulation compliance. This can be achieved by implementing secure communication methods, minimizing PHI in emails, conducting regular audits, and implementing an incident response plan. Partner with a compliant email provider to enhance the security of your email system.