Healthcare providers must follow strict guidelines to keep patient data secure. Enterprise Guardian® specializes in providing HIPAA compliant email services, secure document storage, custom domain registration, and video conferencing tailored to the needs of medical organizations. Here are some frequently asked questions about our email platform:
What Is HIPAA Compliant Email?
HIPAA compliant email refers to services that adhere to the Health Insurance Portability and Accountability Act (HIPAA) regulations for protecting Protected Health Information (PHI). These email services implement security measures like encryption of transferred data and a log of who has accessed protected files. Our tools can help keep your patients’ information private and protected from unauthorized access.
What Is a Business Associate Agreement (BAA)?
A Business Associate Agreement (BAA) is a legal contract required by HIPAA between healthcare providers and third-party service providers that manage PHI. This agreement is completed to confirm that the service provider, known as the business associate, follows HIPAA regulations when handling patient information. As a third-party business associate, Enterprise Guardian® signs BAAs with all our clients.
Why Do I Need HIPAA-Compliant Email?
If your medical practice communicates patient information via email, HIPAA strongly recommends that you use a secure, third-party Business Associate (BA) email provider. Non-compliance, such as PHI becoming public without a patient’s consent, can result in legal consequences for your medical practice. Using Enterprise Guardian® helps your practice meet HIPAA requirements, protect sensitive data, and maintain patient confidentiality.
What Features Make Email Platforms HIPAA Compliant?
- Encryption: Strong encryption keeps PHI unreadable to unauthorized parties during email transmission and storage.
- Access Controls: HIPAA compliant emails can be protected by passwords or two-factor authentication to prevent unwanted access.
- Audit Controls: Healthcare providers use audit controls to keep detailed logs of who accessed a patient’s file and when.
- Backup and Data Retention: Enterprise Guardian® offers dual data centers to provide secure backup systems that store sensitive information and prevent data loss.
How Do I Know if I’m Being HIPAA Compliant?
Running regular system updates and security audits might help you understand if your practice is staying HIPAA compliant. Our system will identify possible security weaknesses and fix them to keep private files like notes and test results secure. Our tool suite receives constant updates to improve accessibility, functionality, and compliance.
Can I Use Any Email Provider?
Not all email providers are HIPAA compliant. Standard platforms do not provide encryption or security measures to protect patient files. A private custom domain can help you safely share sensitive information while showcasing your practice’s brand.
Can I Change My HIPAA Email Provider?
You can change your HIPAA email provider, and Enterprise Guardian® can simplify the transition process. Our IT team performs the system migration, keeping your patients’ data secured throughout the switch. We offer staff training and support for your practice, so you’ll be able to change your email provider without disrupting your workflow.
Enterprise Guardian® Helps With HIPAA Compliance
Enterprise Guardian® has been providing HIPAA compliant email services to medical practices for over a decade. We offer custom domains, secure email hosting, document storage, and video conferencing services. We also offer complimentary setup and U.S.-based customer support for our clients. Contact us today to learn more about our services and how to maintain your practice’s HIPAA compliance.