As a healthcare provider, you are responsible for your patient’s medical condition, privacy, and data security. This is why regulations such as the Health Insurance Portability and Accountability Act of 1996 (HIPAA) exists, to ensure every patient has the right to privacy and security.
A HIPAA violation can lead to penalties of up to $50,000. If that doesn’t scare you enough, you can be fined a maximum of $1,500,000 per year if you incur multiple violations.
To stay HIPAA compliant, all communication between healthcare providers and patients must remain confidential. The best way to ensure HIPAA compliance is by adopting a HIPAA compliant email solution. This is an essential tool for all healthcare providers and and any other organization that deals with protected health information.
In this article, we’ll discuss the best HIPAA compliant encrypted email services for 2023.
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What is HIPAA Compliant Email?
In the realm of healthcare, a HIPAA compliant email system is a secure channel that meets the strict standards laid out by the Health Insurance Portability and Accountability Act. It’s the method through which sensitive patient data is exchanged among healthcare providers, insurers, and their partners. This email setup ensures that patient information, known as protected health information (PHI), remains secure during transmission and storage, shielding it from unauthorized access or breaches.
Every healthcare organization must have a HIPAA compliant email encryption system. Why? It’s a must for safeguarding patient confidentiality and abiding by legal mandates. This specialized email system is fortified with encryption and security measures, guaranteeing that sensitive data is shielded throughout its journey. Such features include end-to-end encryption, secure access controls, and user authentication mechanisms.
The necessity for a HIPAA compliant email system is rooted in the critical need to protect patient data. Healthcare entities handle a treasure trove of private information: medical records, diagnoses, treatment plans, and insurance specifics. Any compromise in safeguarding this data can lead to dire consequences like legal penalties, hefty fines, damage to an organization’s reputation, and more importantly, potential harm to patients.
Beyond compliance, employing a HIPAA compliant emails streamline and secures communication among healthcare professionals. It restricts the sharing of sensitive information solely to authorized individuals or entities, thus lowering the risks linked to data breaches or unauthorized access. By adopting such a secure email system, healthcare organizations affirm their dedication to patient privacy and data security while meeting the rigorous guidelines stipulated by HIPAA.
Unfortunately, stand-alone email platforms such as Gmail or Outlook do not provide the necessary features for HIPAA compliance. However, there are several HIPAA-Compliant Email providers for you to choose from.
Here are the best HIPAA-compliant email platforms; take your pick according to your organization’s requirements.
1. TitanFile
TitanFile is an award-winning HIPAA-compliant email platform that enables healthcare service providers to easily receive and send hipaa compliant emails, which includes files and secure messages.
When protected health information is sent via the TitanFile, you can trust that the information is protected with best-in-class security features such as 256-bit encryption, data residency in the United States, and granular access controls.
Healthcare providers choose TitanFile due to its ease of use not only for staff, but also for patients and third parties, enabling quicker turnaround times for transfers of confidential documentation.
Best Features
- Rated #1 in security
- Easy-to-use web portal
- Accessible from any device, anywhere
- Unlimited storage
- Secure web forms
2. Protected Trust (Send It Secure)
Protected Trust is a reliable source for encrypted and secure communication, instilling confidence in its users. It fully adheres to all HIPAA regulations, while its platform boasts a remarkably streamlined and user-friendly interface. One notable feature of Protected Trust is its fingerprint-secure app.
By utilizing the fingerprint-protected app, individuals can conveniently access their emails across multiple devices. The incorporation of fingerprint control enhances security measures and guarantees that only authorized personnel can access sensitive patient data. Additionally, Protected Trust facilitates encrypted email transmission through widely used applications such as Outlook and select Windows applications. The software also provides an effortless mobile app, further enhancing accessibility and data portability.
Best Features
- Mobile app
- Flexible accessibility
- Fingerprint access control
3. Aspida Mail
Apsida Mail is highly favored by healthcare organizations due to its cost-effective HIPAA-compliant communication solutions and user-friendly interface. Its compatibility with various devices and applications enables seamless and rapid integration.
In addition to these benefits, Apsida Mail offers data backup disaster recovery and firewall protection. For those seeking guidance on achieving email HIPAA compliance, Aspida Mail is the optimal platform to enhance familiarity.
Best Features
- Easy-to-use interface
- You have the option of using both your or their domain
- Highly compatible with existing applications
4. Paubox
Paubox stands out as one of the premier and highly secure email platforms, delivering robust email encryption solutions tailored specifically for healthcare businesses. Its extensive range of features includes email branding, archiving capabilities, secure email attachments, and a Business Associate Agreement (BAA). Paubox seamlessly integrates with popular productivity suites like G Suite and Office 365.
Furthermore, Paubox boasts a user-friendly interface, ensuring a smooth and intuitive experience for its users. The platform also prides itself on providing prompt and friendly customer support. However, it is important to note that Paubox does not offer a mobile app. Nonetheless, the platform offers a free trial, enabling users to thoroughly evaluate its features before making an informed decision about purchasing it at full cost.
Best Features
- Works well with G Suit and Microsoft
- Cross-device functionality
- Paid users get free business associate agreements
5. Mail Hippo
Mail Hippo requires no configuration and can be set up within minutes, seamlessly integrating with existing email providers. With end-to-end encryption and secure data storage, Mail Hippo ensures the privacy and security of sensitive information.
It also allows users to track authorized access, including IP addresses and timestamps.
Best Features
- It’s user-friendly
- Compatible with all email platforms
- It offers storage and allows you to send large files
6. NeoCertified
NeoCertified is a leading provider of HIPAA-secure email solutions, offering a range of features to ensure the privacy and security of sensitive information. Its platform includes end-to-end encryption and secure message delivery, safeguarding confidential data.
NeoCertified enables users to send encrypted emails, securely share files, and track message activity for compliance purposes. With a focus on HIPAA regulations, NeoCertified provides healthcare organizations with a reliable and secure communication channel to protect patient information.
Best Features
- Compatibility with Google and Outlook
- Commercial security solution
- Easy access and compatibility with mobile devices.
7. ProtonMail
ProtonMail is a secure email service that prioritizes user privacy and offers features aligned with HIPAA-compliant email communication.
The platform utilizes end-to-end encryption, ensuring that only the intended recipients can access the content of the emails. ProtonMail operates with a zero-access architecture, meaning that even the service provider cannot read the emails.
To provide HIPAA-secure email, ProtonMail offers features like two-factor authentication, which adds an extra layer of security to user accounts. It also includes email expiration, allowing users to set a specific timeframe for email accessibility. In addition, ProtonMail provides secure message forwarding and password-protected emails for enhanced privacy.
Best Features
- Gives access to the anonymous email account
- Provides extra safety with services in Switzerland
- Provides open-source code
More about HIPAA Compliance
HIPAA, the Health Insurance Portability and Accountability Act, sets the standard for protecting sensitive patient data. It was enacted by the U.S. Congress in 1996 to safeguard individuals’ medical information. HIPAA compliance involves adhering to the regulations outlined in this act to ensure the confidentiality, integrity, and availability of patients’ protected health information (PHI). This encompasses various measures, such as controlling access to data, implementing secure technologies, and establishing policies and procedures to prevent unauthorized disclosure.
Compliance with HIPAA is vital for several reasons. Firstly, it safeguards patients’ privacy, fostering trust between healthcare providers and individuals seeking care. By securing sensitive information, HIPAA helps prevent data breaches and identity theft, mitigating potential harm to patients. Additionally, compliance ensures the smooth flow of healthcare operations, allowing for efficient sharing of necessary information among authorized parties while maintaining strict confidentiality.
Furthermore, adherence to HIPAA regulations is a legal requirement, and non-compliance can result in severe penalties, including substantial fines and legal action. This emphasizes the importance of healthcare entities, including healthcare providers, insurers, and their business associates, prioritizing and upholding HIPAA standards. Ultimately, HIPAA compliance is not just about fulfilling regulatory obligations; it’s about respecting patients’ rights, ensuring data security, and maintaining the integrity of the healthcare system.
Conclusion
Whenever you’re sending confidential patient information, it is essential to maintain HIPAA compliance. With the above-mentioned HIPAA-compliant email platforms, you can make your communication channels secure without any hassle.
Send forms, patient information, appointment details, and case history without worry and with full security through these HIPAA-compliant email platforms.