Email is a core communication tool in healthcare, and privacy needs to be addressed. Transmitting protected health information through standard email communication can create privacy risks. Enterprise Guardian© provides HIPAA compliant email for the healthcare industry. Here are some recommended practices for implementing HIPAA compliant email systems:
Understand What HIPAA Requires from Your Email Provider
HIPPA sets specific privacy requirements for email and other forms of electronic communication involving protected health information (PHI). These help protect data from unauthorized access. Security features may include access control measures like user-specific permissions and secure logins. Email systems should also be able to support backup and recovery to avoid sensitive data loss. These requirements mean that a standard email provider cannot protect patient health information. Enterprise Guardian© provides a HIPAA compliant email service with the required features for secure PHI transmission.
Choose a Provider That Specializes in HIPAA Compliant Email
Many email providers offer secure and encrypted email services, but they may not be built for strict HIPAA compliance. A platform that focuses on the healthcare industry can help streamline setup and prevent compliance risks. Email providers specializing in HIPAA-focused communication build their systems with regulatory requirements in mind. Look for a provider with an infrastructure designed for uptime, security, and speed. Our service is hosted on a 40GIG network with two dedicated U.S.-based data centers.
An email provider focused on the healthcare industry usually provides relevant support. Customer service teams that understand HIPAA compliance will be able to address concerns and answer questions competently. This helps improve efficiency and avoid operational missteps.
Train Your Employees on Secure Email Use
A HIPAA compliant email service is required, but staff must also understand how to use secure tools and follow protocols. Basic training should include guidance on how and when to use email communication. Instruct your team on how to recognize and avoid phishing attempts. They should also create strong email passwords and avoid sending sensitive information through non-secure or personal accounts.
Some HIPAA email service providers offer educational materials to help your team adapt to new security systems. Repeat training sessions can be part of an ongoing compliance effort. Educate new employees and update existing staff when protocols change. Reducing human error helps make a HIPAA compliant communication effective.
Integrate the System into a Larger Secure Communication Plan
Email is only one element of digital communication within the healthcare industry. Domain-based communication tools, video conferencing, and file storage must also be HIPAA compliant. Using a single provider for these services helps reduce complexity and potential security gaps. A unified system eliminates the need to manage multiple vendors and improves efficiency and consistency. We offer telehealth, a secure cloud, and more for optimal privacy.
Choose Our HIPAA Email Service and Tools
Selecting a provider with a secure infrastructure and healthcare expertise creates a solid security foundation. Pairing secure technology with training and personnel compliance helps protect patient data and maintain their trust long-term. Contact Enterprise Guardian© to learn more about our HIPAA compliant services.