In accordance with industry standards, your practice may need enhanced security efforts with your current messaging system. HIPAA email and texting processes should be protected at every stage to safeguard client information. Here are some tips on how your practice can meet HIPAA expectations for your practice’s communications:
How Does a HIPAA Compliant System Work?
A HIPAA email system allows healthcare providers the ability to send and receive Protected Health Information (PHI) to other practices and the patient. PHI is any information relevant to the patient’s identity and healthcare records, such as diagnosis, home address, and payment information. These systems utilize cybersecurity efforts such as end-to-end encryption to prevent data breaches. An efficient system includes the following:
Regulates Access
One feature to look for in a HIPAA compliant communications system is two-factor authentication. This method requires two different pieces of evidence to verify access, such as one-time passwords and image recognition. While using one password that is easy to remember is more convenient, it lacks the security features necessary to maintain HIPAA compliance. We recommend that you adopt password changes for all of your staff every three months to enhance in-house security.
Filters Malware
Our program actively filters scams, malware, and phishing attempts out of your inbox. These kinds of email attacks may appear to be from a valid source but often contain grammatical errors. Another way to identify phishing emails is to look at the email of the sender, which could be misspelled or have a string of numbers attached to it. We recommend that you refrain from clicking on these correspondences or any attachments that they have.
Safeguards Data
While prevention is a good tactic with a HIPAA compliant messaging system, we also provide backup plans. Our program will archive all of your messages, both incoming and outgoing, in real-time. This creates an efficient restoration system that can be used when necessary. We store this data on a private server, defending it from any outside access attempts.
What Messaging System Should I Use?
We provide comprehensive security solutions for healthcare providers by establishing a private messaging system. Our program protects information at each stage of the communication process as it travels from server to server. This is known as HIPAA compliant email encryption. Free email hosting websites like Outlook and Gmail do not meet federal security requirements and are not HIPAA compliant.
For text-based messaging, providers should use a system that only notifies patients of current messages waiting for them within the portal. Any other personal information, like lab results and payments, should only be disclosed in a private and secure setting. Information that is sent via text is too easy for bad actors to access, as the patient’s cell phone could be stolen, lost, or otherwise compromised.
Upgrade Your Practice’s HIPAA Email Security
At Enterprise Guardian, we offer healthcare providers and their practices effective cybersecurity methods to protect their patient’s information. Our program contains various features like real-time data backup and restoration services. Contact us today to learn more.