It’s common for doctors and other healthcare professionals to exchange messages through email. However, when transmitting confidential information, privacy is of utmost importance. Although free email services like Gmail and Outlook are readily accessible, it’s best to choose one that complies with the Health Insurance Portability and Accountability Act (HIPAA).
Why so? It’s because of protected health information. If such information gets leaked or breached, there will be corresponding penalties depending on the tier of the committed violation.
So, might as well choose from these safe choices below.
Top 5 HIPAA-Compliant Email Service Providers:
1. LuxSci
LuxSci is a comprehensive email service provider that focuses primarily on adhering to HIPAA compliance. It offers a wide array of features, such as secure email hosting, encryption, and archiving resolutions explicitly designed for healthcare organizations.
In addition, LuxSci utilizes TLS encryption to protect data during transmission and encrypts them while at rest. It offers a set of functionalities such as secure access to webmail, email filtering capabilities, and customizable security policies.
2. Canary Mail
Canary Mail is a powerful email client that offers encryption features for privacy and built-in AI that can compose messages on your behalf. It’s a visually appealing email application with enhanced AI capabilities to help you manage your email-related tasks more efficiently.
Its features include AI-powered email management, end-to-end encryption, snooze email, read receipts, keyboard shortcuts, and positive and negative delay options. More importantly, it complies with HIPAA. You can request the email service to sign a Business Associate Agreement (BAA).
3. MailProtector
MailProtector provides a full lineup of cloud-based email security, management, and hosting solutions. The organization grants end-to-end email encryption that adheres to HIPAA regulations, achieved by wrapping the subject of an email within brackets.
Furthermore, it enhances the level of security by prompting recipients to access emails via a secure link that automatically expires after 15 minutes of delivery.
4. Barracuda
Barracuda is a HIPAA-compliant email service that provides end-to-end encryption for email and file sharing. It provides a secure web interface and mobile access, as well as spam and virus protection.
Moreover, Barracuda also offers cloud-based email archiving solutions that help organizations meet their compliance needs. The solution provides tamper-proof email archiving, e-discovery, and litigation support. Barracuda email security solutions include email filtering and an email encryption gateway to help organizations safeguard protected health information (PHI).
5. Aspida Mail
Aspida Mail is a secure email service designed for healthcare organizations to send, receive, and store sensitive data. It ensures HIPAA compliance using Identity Based Encryption (IBE), protecting PHI from unauthorized access attempts.
With Aspida Mail, you don’t have to worry about passcodes. It sends an encrypted email that only the recipient can access, making it even more secure. The interface is user-friendly, making it easy to send and receive emails.
Why HIPAA-Compliant Email Matters
Email, being an integral part of healthcare communications, must adhere to HIPAA rules to ensure the protection and privacy of PHI. Since the healthcare industry is a primary target for cyberattacks, hospitals, and other organizations must ramp up their efforts to secure their email systems.
Encryption alone won’t suffice. Ensuring and maintaining email HIPAA compliance requires additional steps following the federal law’s security and privacy protocols. In doing so, you can establish trust and encourage patients to provide the information necessary for optimal treatment and care. At the same time, it keeps your organization from facing severe legal penalties and fines.
It gives you the confidence to use email for sending and receiving messages containing PHI without fearing that you could be violating any of the established HIPAA rules.
Features to Look For in a HIPAA-Compliant Email Provider
There are many factors to consider when looking for a HIPAA-compliant email provider. Here are some of the most important features you need to take into account:
Encryption and data security
For an email service to be considered HIPAA-compliant, The National Institute of Standards and Technology (NIST) suggests that it should employ a combination of Advanced Encryption Standard (AES) 128, 192, or 256-bit encryption together with OpenPGP and S/MIME. Not only does this help ensure that only the sender and recipient can access the emails containing PHI, but it also makes these emails unreadable in case they get intercepted by unauthorized third parties.
Access controls and authentication
Two-factor authentication serves as additional security to email accounts by requiring a second form of identification, such as a unique code sent to a mobile phone or a fingerprint scan. Meanwhile, implementing role-based permissions limits the email access of users based on their job responsibilities.
Business Associate Agreement (BAA)
No matter how secure an email service provider is, if it doesn’t agree to sign a BAA, you cannot use it to send and receive emails containing protected health information. This legal document is imperative for all covered entities and business associates seeking an email service that’s HIPAA-compliant.
