Checking an email platform’s HIPAA compliance is necessary for anyone sending protected health information (PHI). This rule applies not just to covered entities but also to anyone handling PHI on their behalf.
The good news is you can save time searching for email hosting solutions that are HIPAA compliant. This list features not just one but five of the best options you can find.
Top 5 HIPAA-Compliant Email Hosting Solutions:
The Vital Role of Secure Email Practices in Healthcare
Ensuring secure email practices facilitates convenient and effective communication among healthcare providers. As long as providers take proper precautions, organizations don’t need to worry about data breaches. However, any data left vulnerable in emails can be easily intercepted by cybercriminals. This can lead to organizational damages and other dire consequences, such as legal penalties and fines.
Besides HIPAA compliance, secure email in healthcare restricts the sharing of sensitive information solely to authorized entities and individuals. By utilizing HIPAA-compliant email hosting services, you can ensure patient privacy and data security while adhering to federal requirements under HIPAA.
1. Paubox
Paubox is a powerful software platform that offers email encryption solutions. It seamlessly integrates with popular business email platforms like G Suite and Office 365. The best thing about Paubox is users don’t need to install other apps or extra portals and logins. You can send and reply to emails securely while ensuring HIPAA compliance.
Best features:
- Retain existing email account
- Cross-device functionality for desktop and mobile
- Free business associate agreements for all paid users
2. Virtru
Virtru is a secure email portal with end-to-end encryption that can easily be integrated with popular email services like Gmail and Microsoft Outlook. Besides encrypting emails, you have control over specific users who have access to your ePHI.
Best features:
- Email software integration (Gmail, Microsoft Outlook, etc.)
- One-click technology
- Audit logs
- Access controls
3. HIPAA Vault
HIPAA Vault is a go-to email solution that ensures HIPAA compliance using powerful AES encryption and security vulnerability scans. Aside from encrypted email services, HIPAA Vault provides HIPAA-compliant cloud hosting and solutions suitable for your organization’s needs.
Best features:
- Email attachments with watermark
- Revoke access, disable forwarding, set expiration for Gmail
- Data Leak Protection (DLP) policy management
- 24/7 technical support
- HIPAA-compliant hosting
4. ProtonMail
ProtonMail is a Swiss end-to-end encrypted email hosting service that provides high-level data security necessary for HIPAA compliance. Like other secure email providers, ProtonMail utilizes encryption to protect ePHI.
Best features:
- Anonymous email account creation
- Open source code
- Multi-factor authentication
- PGP (Pretty Good Privacy) support
5. MailHippo
MailHippo allows users to send HIPAA-compliant emails to patients and other authorized individuals. In adherence to HIPAA, this email hosting service willingly signs a BAA for its clients and guarantees patient privacy through robust security measures.
Best features:
- User-friendly platform
- 30-day free trial
- Compatible with any device
Key Features of HIPAA-Compliant Email Hosting Solutions
There are several email providers out there. Still, finding the best hosting service for your organization can take time and effort. Beyond the standard email services, here are some important features you should look for to achieve HIPAA compliance in email hosting.
- End-to-end Encryption: Email providers must utilize 256-bit advanced encryption standards (AES) for every message that contains PHI. Transport Layer Security (TLS) also prevents unauthorized access when the email is in transit over the Internet.
- HIPAA Business Associate Agreements (BAAs): You need to sign a BAA with your email service provider. Third parties handling PHI on behalf of covered entities must also abide by HIPAA standards to safeguard sensitive health information.
- Access Controls: Administrators can restrict unauthorized users from accessing ePHI. Through access controls, only specific users can gather data from emails.
- Audit Trails: Detailed audit logs provide documentation of the users who previously received or accessed the emails in case of a data breach. Administrators can also check if there are any suspicious activities.
- Spam and Virus Filtering: Prevent potential security threats online by filtering the emails you send and receive. Spam filters can eliminate unwanted or harmful content and identify attackers who’ve sent them.
- Secure Backups: To ensure HIPAA compliance, email providers must have secure data centers. These secure backups can help you retrieve important emails in case of data loss.
Ensure Secure Communication With HIPAA-Compliant Emails
Email offers an efficient and hassle-free way for medical providers to communicate securely with their staff and patients. Also, it can be a helpful tool to make work easier, from sending forms to setting reminders for scheduled appointments. However, it can pose security and privacy risks if you’re not careful.
When handling confidential and sensitive health information, it’s always best to choose a HIPAA-compliant email hosting solution with the highest level of security.
