What is a HIPAA secure email? Why is it necessary?

HIPAA (Health Insurance Portability and Accountability Act) secure email protects you, the doctor, and patients’ privacy while communicating confidential information. This system protects the office from any possible leaking of medical information. It also ensures your patients’ sensitive medical information remains private and secure. It is the law to protect the privacy of patients’ medical records.

Recommended Disclaimer

In addition to complying with HIPAA regulations, we suggest that the following be placed at the bottom of every email. This allows your office to remind patients of the sensitivity of their information.

“The information contained in this transmission may contain privileged and confidential information, including patient information protected by federal and state privacy laws. It is intended only for the use of the person(s) named above. If you are not the intended recipient, you are hereby notified that any review, dissemination, distribution, or duplication of this communication is strictly prohibited. If you are not the intended recipient, please contact the sender by reply email and destroy all copies of the original message.”

Please note: including the above disclaimer DOES NOT ensure your emails fall under HIPAA regulations. In addition to a disclaimer, your email must also be encrypted or require patient log in to access. Securing your patient emails in this way is the best thing your office can do to ensurer email communications are HIPAA secure so you can safely communicate with patients while staying within legal boundaries.

Additionally, remember that these regulations are not limited to email communication. Any text message systems used to send personal patient information from the office must also be encrypted or require log-in. Please be sure to double-check all systems are within HIPAA regulations!

If you need help with this, we can suggest several companies that do this for clients! Feel free to contact us or ask your account coordinator any questions!