Understanding HIPAA Secure Email: Ways to Protect Your Healthcare Practice

A HIPAA secure email is a digital communication method that encrypts protected health information (PHI), ensuring only authorized individuals can access it.
Email marketing for healthcare providers is a crucial tool to update patients about their health, appointments, or other medical related information.
While sending healthcare emails using regular email providers like Gmail or Outlook might help, there’s always an uncertainty about email security protocols. Imagine the danger of a data breach — not just the financial penalties but the loss of patient trust and damage to your practice’s reputation.
The Health Insurance Portability and Accountability Act (HIPAA) sets strict guidelines for protecting patient information, making secure email practices a must for guarding sensitive health data.
HIPAA secure emails offer encrypted and traceable communication methods to protect your patient information and your practice. Encrypted emails ensure only the intended recipient can read the information in the email.
We’ll explore what HIPAA secure emails are, learn the best practices, and review HIPAA-compliant email examples to help you implement them effectively.
Understanding HIPAA-compliant Secure Email
HIPAA secure emails refer to email communication systems designed to meet the requirements of HIPAA regulations. These systems ensure the safe exchange of Protected Health Information between healthcare providers, patients, and others.
The HIPAA Act was passed to safeguard patient information, improve fraud prevention, and streamline medical administrative processes and tracking information.
The Act announced three sets of safeguards which must be complied with by all practitioners, such as:
- Administrative: It covers risk analyses, workforce clearance, and access management.
- Physical: It relates to topics such as physical access to devices maintaining ePHI, device security, data backup, and secure disposal of data and devices.
- Technical: This addresses password management, data encryption, automatic logoff, and audit controls.

Initially, HIPAA was created to improve the health insurance industry, but it soon became a secure method of governing healthcare transactions and information.
Key Features of HIPAA Secure Emails
HIPAA regulations aim to protect individual healthcare information while improving the flow of health information to promote the highest quality healthcare for the public.
Healthcare providers use HIPAA secure emails to convey critical information, such as sharing lab test results, appointment reminders, or providing treatment updates. However, not all health-related information is protected. For example, employee records such as blood tests are not PHI (Protected Health Information).
Every HIPAA secure email possesses the following traits.
Key Feature | Their Role |
---|---|
Encryption | Encrypted emails protect private data by allowing only authorized individuals to access information. |
Access controls | It limits access to authorized users through secure login credentials, multi-factor authentication, and role-based permissions. |
Audit trails | It tracks all email activity, including sending, receiving, and opening, to maintain compliance and accountability. |
Data integrity | It ensures the information stays unaltered during transmission or storage. |
Secure storage | It protects email data on servers with advanced security measures, including encryption and access controls. |
HIPAA-compliant email service providers sign a Business Associate Agreement (BAA), confirming their commitment to protect PHI as the law requires.
Healthcare providers, insurance companies, medical billing companies, and any organization handling PHI must use HIPAA-compliant email services to protect patients and their practice.
Why HIPAA Secure Emails are Critical for Your Practice

HIPAA secure emails do more than just protect patient information – they prevent data breaches and mitigate financial and legal risks.
As a healthcare provider, simply using email security best practices or strict email security protocols does not help — HIPAA secure emails go beyond normal email marketing best practices.
Using HIPAA secure emails allows you to:
- Protect patient privacy: Patients trust healthcare providers with their personal and sensitive information. HIPAA secure emails ensure patient data is encrypted during transmission and storage, and sensitive medical information remains confidential.
- Compliance with legal requirements: HIPAA mandates strict protocols for handling client information, helping avoid hefty penalties, reducing legal risks, and ensuring the correct documentation for audits and investigations.
- Mitigate cyber threats: Secure email systems employ encryptions to block data breaches, prevent unauthorized access, and block phishing attempts.
- Enhance communication efficiency: HIPAA secure emails give healthcare providers peace of mind, which can enhance faster sharing of test results and treatment plans, improve collaboration with other healthcare providers, and bring better patient engagement.
- Stay ahead of digital communication: Secure email systems can align your practice with the latest email marketing trends and attract tech-savvy patients.
- Reduce reputational costs: Regulatory fines, lawsuits and settlements, and loss of revenue due to damaged reputation can be curbed by using HIPAA secure emails.
HIPAA secure emails are more than a regulatory requirement — they protect your sender reputation, improve brand experience and trust, and ensure the success of your practice. These emails can be beneficial, but they can also add extra workload for both the sender and the receiver.
How Do HIPAA-Compliant Emails Affect the Sender and the Receiver?
HIPAA secure emails impose specific responsibilities on the email sender and the recipient to ensure a protected email exchange.
Here’s how they affect each party.
Impact on the Sender
The table below discusses how HIPAA secure emails affect a sender.
Responsibilities for the email sender | How it affects the email sender |
---|---|
Increased responsibility | The sender needs to verify if the email is being sent to a valid email address and ensure the critical information is protected by HIPAA-compliant systems. |
Consent and notification | The sender must obtain explicit consent from receivers through email opt-in methods. |
Training and awareness | The email sender must be trained to handle secure email communication. This includes understanding the potential risks of email breaches and how to mitigate them. |
Additional administrative responsibility | HIPAA-compliant emails can be more time-consuming than standard email communication. There could be additional steps, such as encrypting emails, verifying recipient details, and maintaining detailed records. |
Impact on the Receiver
To be able to receive secure email communication, the recipient might need to adjust their email settings and use a secure web portal or app to view the emails.

The receiver will also have additional responsibilities outlined in the table below.
Responsibilities for the receiver | How it affects the receiver |
---|---|
Access controls | The receiver may need to verify their identity through password-protected access or multi-factor authentication before viewing the emails. |
Limited functionality | Receivers may not be able to forward, copy, or reply to secure emails as a way of protecting sensitive information. |
Notification mechanisms | The receivers are usually prompted to enter a secure login portal to access healthcare data. |
Legal and ethical responsibilities | Receivers must equally comply with HIPAA, ensuring the information is handled correctly. |
Although the responsibilities for handling HIPAA secure emails can be overwhelming, receivers and senders enjoy enhanced security, trust, and avoid potential legal and financial consequences.
Sometimes, even with robust protection, healthcare providers, patients, and administrators face challenges.
Common Challenges with HIPAA Secure Email
Below, we’ll discuss common challenges and solutions for handling HIPAA secure emails.
Aspect | Challenge | Solution |
---|---|---|
Complexity in setup and implementation | Transitioning from normal email communication to HIPAA secure emails requires technical implementation. | Partner with dedicated HIPAA secure email systems and a simple onboarding process. |
Cost of compliance | Secure email systems cost higher due to encryption technology and ongoing maintenance. | Evaluate vendors carefully to avoid unnecessary fines for non-compliance. |
Usability issues | Some secure email systems are more complicated than standard email marketing platforms. | Choose solutions with an intuitive interface and provide thorough training for employees and patients. |
Resistance to change | Staff members may be accustomed to using standard emails, making it harder to transition to a secure email system. | Emphasize the importance of HIPAA secure emails to avoid penalties. |
Compatibility with existing systems | Secure email systems may not seamlessly integrate with existing Electronic Health Records. | Select an email provider allowing integration with other healthcare tools. |
Potential for downtime | Secure email systems may experience downtime, leading to communication disruptions. | Choose an email provider with reliable customer support and interface. |
Before choosing a HIPAA-compliant email system, consider these challenges and if the provider proactively addresses them.
Features to Look for in a HIPAA-Compliant Email Solution
HIPAA doesn’t directly address email communication but imposes strict rules against patient confidentiality and safety. While most HIPAA-compliant email systems offer secure practices, the following features will help you maintain data integrity in all types of emails you send.
Feature | Why it Matters | What to Look For |
---|---|---|
Encryption | It protects data during transmission and storage. | ‣ Transport Layer Security (TLS) for emails in transit. ‣ End-end encryption for maximum security. |
Secure user authentication | It ensures only authorized users can access PHI. | ‣ Role-based access accounts. ‣ Multi-factor authentication. |
Business Associate Agreement (BAA) | A signed BAA acts as a confirmation that the email provider adheres to HIPAA regulations. | ‣ Clear terms detailing the email provider’s responsibilities. ‣ A willingness to sign the BAA. |
Activity logs | It tracks email activity for potential threats and helps prove compliance during audits. | ‣ Timestamped emails for reviews. ‣ A collection of sent and received emails. |
Data backup and recovery | It ensures critical health data is not lost during technical issues or accidental deletions. | ‣ Disaster recovery solutions. ‣ Automatic backups |
Mobile and remote access security | Healthcare professionals might need to access information on the go. | ‣ Secure mobile apps. ‣ Deletion mechanism for lost or stolen devices. |
User friendly interface | This makes adopting a newer platform easier, reducing the likelihood of errors. | ‣ Intuitive navigation. ‣ Reliable and secure system. |
Integration with other healthcare systems | It improves efficiency and ensures a seamless interaction. | ‣ APIs for custom integrations. ‣ Compatibility with healthcare and marketing tools. |
PHI specific features | It supports the secure sharing and storage of sensitive health data. | ‣ Automatically encrypt PHI related messages. ‣ Secure messaging options for patient communication. |
Automatic compliance updates | Adopting the updated regulations helps users stay in line at the legal forefront. | ‣ Regular software updates to meet the latest standards. ‣ Alerts about the changes in compliance requirements. |
Scalability | The email solution must meet your increased demands as your practice grows. | ‣ Flexible pricing tiers. ‣ Ability to add new users easily. |
Customer support | Reliable and quick customer support minimizes downtime, ensuring smooth operations. | ‣ 24/7 support availability. ‣ Dedicated HIPAA compliance executives. |
With multiple feature lists and compatibility checks, choosing the right email solution could be challenging.
Below are the top HIPAA-compliant email providers you can consider.
4 HIPAA-compliant Email Providers to Know
In response to the need for protected patient information, many companies have dedicated themselves to providing HIPAA-compliant email services.
The table below contains the top HIPAA-compliant email solutions and their core features.
Email Solutions | Core Features |
---|---|
Virtru | ‣ End-end encryption ‣ Third-party access prevention ‣ Emails designed to fit within a company’s pre-existing infrastructure. |
Paubox | ‣ It allows healthcare professionals to send and store PHI securely ‣ It helps compose personalized emails ‣ Email API has client libraries and real-time analytics |
NeoCertified | ‣ Access and audit controls ‣ Person or entity authentication ‣ Integration with Gmail, Outlook, Microsoft 365, and Microsoft Edge |
HIPAA Vault | ‣ Unlimited archive storage, anti-virus, and anti-malware ‣ Inbox management ‣ HIPAA-compliant WordPress development |
Selecting the right HIPAA-compliant email solution requires balancing robust security features with reliability and scalability. If you have the resources, you can develop HIPAA-compliant emails independently.
Subsequently, you can learn the email procedures and steps to incorporate HIPAA secure emails in your practice.
7 Ways to Implement HIPAA Secure Emails in Your Practice
Many healthcare professionals and insurance companies will use a tool like Gmail or Outlook. These email providers are free to use and help you get set up quickly. However, trusting a generic email platform with confidential information can get tricky.
If you haven’t yet moved to a HIPAA-compliant system, the following steps will guide you.
1. Assess Your Current Email Communication System
While it’s possible to operate your healthcare system using a generic email provider, you might need to purchase additional security measures such as encryption. This can shoot up your email marketing costs and still not be 100% compatible with HIPAA-specific email communication.
Understand the gaps and vulnerabilities in your current email setup through these practices:
- Conduct a security audit of your current email marketing system.
- Identify areas where PHI is at risk, such as unencrypted messages or unauthorized access.
- Review email workflows to determine where and how sensitive information is being transmitted.
2. Choose a HIPAA-compliant Email Provider
As discussed above, ensure the email provider fulfills security and infrastructure aspects, such as a private email server to transmit PHI.
You can establish a seamless transition using the following principles:
- Look for vendors offering encryption, data-backing, and access controls.
- Confirm the provider will sign BAA.
- Ensure the platform is easy to use and covers basic email deliverability and marketing tools in the starter plan.
- Evaluate integration with other platforms, such as social media and email marketing.
3. Develop and Document Email Policies and Procedures
The PHI is often handled by multiple staff and healthcare professionals, which can become overwhelming without proper email usage guidelines. Mention how and when critical healthcare data will be handled.
You can do this by:
- Creating email policies for all staff members.
- Defining roles and responsibilities for email security systems management.
- Establishing strict protocols to handle breaches and unauthorized access.
4. Train Your Staff
Using a secure email system can block unwanted access to PHI. However, it’s better to stay safe with phishing and scam attempts.
Here’s how to implement proper procedures:
- Provide staff training on using HIPAA compliance and secure features of your email system.
- Educate staff on recognizing phishing emails and attempts to access the system.
- Conduct regular sessions to review and strengthen HIPAA compliance.
5. Configure and Setup Your Email System
Regularly test and optimize your email system to ensure proper HIPAA compliance.
This means setting up:
- Encryption protocols, such as TLS or end-end encryption.
- Enabling features like multi-factor authentication.
- Send sample communication to ensure security measures work effectively.
6. Address Common Challenges
As you adapt to safe-sending measures, it’s equally important to educate your recipients on handling sensitive data.
A good place to start is to:
- Use tutorials or help desks to help patients understand the security measures.
- Simplify email workflows to balance security and usability.
- Regularly work with your vendor to troubleshoot technical issues promptly.
7. Stay Updated on HIPAA Requirements
Constantly monitor HIPAA compliance changes and navigate your email system accordingly.
Here’s how you can stay updated on the latest HIPAA changes:
- Subscribe to the U.S. Department of Health and Human Services.
- Partner with a vendor who provides compliance updates and system requirements.
With careful planning and training, it’ll be easier to transition to a secure email system, providing relief for patients and your business.
Even while using a robust email system, there are aspects to be aware of. We’ve compiled best practices to use HIPAA secure emails correctly.
Best Practices for Using HIPAA Secure Emails
Email marketing can be a seamless way to reach patients in their inboxes. But, it also poses several challenges, such as the risk of data breaches. One way to avoid this is by limiting sharing of PHI details over emails.
If emails are your primary mode of communication, ensure to implement these 7 best practices:
- Use network server segmentation: Segment email marketing servers to avoid a singular breach spreading to other critical systems.
- Use zero trust architecture: Adopt a structure where no single entity or infrastructure is automatically trusted. Implement strict verification, especially when accessing PHI.
- Use role-based access: Manage your email lists efficiently by providing limited access and monitor access to identify vulnerabilities.
- Regularly review and approve content: Let compliance experts review and approve your email marketing campaigns to ensure they align with HIPAA regulations.
- Use content optimization well: Set double opt-in and unsubscribe mechanisms in your healthcare emails.
- Secure email practices: Create strong passwords for your email account and regularly change them. In addition, secure your wifi networks and operating systems used to send PHI emails.
- Develop a response plan: Have a plan of action for emergency data breaches or attacks to help you minimize the impact on other components.
Sensitive information that isn’t adequately protected can have a long-lasting impact on your patients and your practice. That’s why most small companies and leading healthcare professionals implement strict security protocols that govern their overall work.
You can easily add a HIPAA-compliant email disclaimer to all email signatures and centralize this mechanism across all employee emails from your email service provider.
Example of HIPAA Secure Email Disclaimer
Email disclaimers allow recipients to understand the seriousness of the email content and take necessary steps to protect it, such as not forwarding the email or replying to a no-reply email address.

The disclaimer usually will list the following:
- Confidentiality of the email message,
- The intended recipient of the email,
- What action to take if it’s not the intended recipient,
- The consequences of misusing the information.
Adding email disclaimers tells recipients their information is safe and to report any malpractices, if noticed.
HIPAA email disclaimers resemble unsubscribe links in marketing messages or promotional emails. They are required to be present to inform the recipients about the nature of the email. Adding a HIPAA disclaimer manually to each email can be tiring. The solution is to use an email campaign template with a reliable email service provider like Campaign Refinery.
Adapt to a Clean Sending Framework for HIPAA Secure Emails
While Campaign Refinery is not inherently designed for HIPAA-compliant email campaigns, we encrypt client data on secure servers and use hash identifiers to protect sensitive information.
Our platform allows you to implement a clean sending framework to achieve the highest security standards and inbox placement rates.
With our robust tools and features, we help you:
- Minimize PHI exposure by segmenting your audience for each email campaign.
- Ensure your data collection and storage practices adhere to HIPAA regulations.
- Implement secure transfer protocols to transmit information between servers or systems.
- Use simple email templates to keep PHI information readable.
- Use secure links within emails to guide users to HIPAA-secure portals.
- Provide an automatically enabled unsubscribe link in each email you send.
- Monitor email open rates, click-through rates, and unsubscribe rates through a real-time analytics dashboard.
With Campaign Refinery’s strict authentication protocols and email deliverability mechanisms, you no longer have to worry about your HIPAA-compliant emails reaching the intended recipients.
Our clients have noticed a 600% increase in email deliverability after working with us.
Work with premium tools and features, ensuring the highest deliverability for your healthcare emails — apply and become our client today.