An email is compliant with HIPAA regulations when it actively protects and prevents private information from being accessible to unauthorized parties. Your practice’s messaging system should actively resist phishing attempts to keep your patient data secure. Here’s more information about what factors contribute to HIPAA compliant email systems:
What Is HIPAA Compliance?
A HIPAA compliant email system protects patients’ confidentiality and their private information. Free-to-use email hosting sites like Gmail and Outlook lack the security measures to prevent healthcare data compromises. This means that the platforms are not safe to use in your practice. Here are some of the features that you should look for in your HIPAA compliant messaging system:
Effective Cybersecurity
One beneficial aspect of our email platform is industry-standard encryption and access restrictions that require verification. These cybersecurity methods are safer than using one universal password to log into your messaging system. Multiple layers of protection, like one-time passwords and image recognition, work together to protect patient information in your clinic and on the patient’s end.
Another way our software prevents data compromise is with active email filtering. This feature scans your messages in real time, removing any suspicious messages that could contain malware or other viruses. We recommend training your staff not to click on suspicious messages that contain grammatical errors, unverified attachments, or unusual strings of numbers and letters.
Data Backup and Restoration
Establishing data backup plans for your practice strengthens your compromise prevention methods. Our email platform archives your incoming and outgoing messages in real time and stores the information on a private server. This server allows our team to create restoration points that keep your data from becoming lost after an incident.
Once a system is restored to an origin point, it is shut down to prevent anyone from accessing the data and stop viruses or malware from continuing. We will then reboot your system from a safe state, such as the condition it was in a few days before the incident. Passwords should then be reset for all active users, including yourself and your staff members.
What Emails Are HIPAA Compliant?
A compliant email system allows healthcare providers to send and receive Protected Health Information (PHI) safely. PHI is any information relevant to the patient’s identity, such as care records, cell phone numbers, and lab results. An effective cybersecurity system uses layers of defenses to protect the patient’s information. End-to-end encryption and two-factor authentication are some of the methods we use to prevent data breaches.
Can Text Messages Be HIPAA Compliant?
Yes, text messages are allowed to be HIPAA compliant, but they must follow certain guidelines. HIPAA requires safeguards that verify the recipient’s identity and confirm that they understand and accept the risks of sending PHI via text. In your practice’s online portal, patients may choose which type of correspondence they prefer, such as phone calls, text messages, or emails.
Implement a HIPAA Compliant Email System
At Enterprise Guardian®, we offer healthcare providers an efficient messaging system that keeps their patient’s data away from unauthorized viewers. Our platform uses private servers to operate, maintain, and diagnose any technical issues or potential threats to your practice. Contact us today to learn more about implementing our compliant, secure email platform.