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Is Email HIPAA Compliant? A Straightforward Guide for Doctors

Short answer: Email can be HIPAA-compliant—but only if you put the right safeguards in place. HIPAA doesn’t forbid emailing patients, but it does require you to protect patient health information (PHI) with encryption, access controls, and proper documentation.


Is Email HIPAA Compliant?

What HIPAA Expects

  • Encryption in transit: Protect email data while it moves across networks.

  • Access controls & audit logs: Limit mailbox access, use MFA, and track activity.

  • Business Associate Agreements (BAAs): Required with vendors that handle PHI (Microsoft, Paubox, etc.).

  • Patient communication rules: Patients can request email—even unencrypted—but you must warn them of risks and document their consent.

  • Staff training: Everyone on the team must know how to use secure send features and verify recipients.


Microsoft 365: The Baseline for Many Practices

Since most medical practices (including those using eClinicalWorks) already rely on Microsoft 365, it’s often the starting point. With a signed BAA, Microsoft provides the tools you need, but configuration is key.


Examples:

  • Office Message Encryption (OME) for secure external communication

  • Data Loss Prevention (DLP) policies to catch PHI before it leaves

  • Audit logging & retention for compliance checks

  • MFA and conditional access for account security


Why Add a Third-Party Provider (Like Paubox)?

While Microsoft 365 can be compliant, many doctors want a simpler, set-it-and-forget-it solution that patients actually use. That’s where healthcare-focused secure email services come in.


Paubox Email Suite

  • Encrypts every message by default (no portals or passcodes).

  • Seamlessly integrates with Microsoft 365.

  • Includes HIPAA-compliant marketing tools and secure forms.

  • HITRUST-certified with a signed BAA.


Other Options

  • Virtru – Policy-based encryption and DLP with Gmail/Outlook.

  • LuxSci – Flexible encryption (TLS, portal, S/MIME).

  • Hushmail for Healthcare – Simple secure email + forms, popular with small practices.

  • Proofpoint – Enterprise-grade encryption and compliance, ideal for large groups.


HIPAA-Compliant Email Checklist for Doctors


✅ BAA signed with Microsoft/Google and any third parties

✅ Default encryption (TLS or stronger) enabled

✅ DLP policies catch PHI before it leaves

✅ MFA on all accounts, admins included

✅ Audit logging and retention configured

✅ Documented patient consent for email use

✅ Staff trained on secure send and PHI minimization


Which Path Fits Your Practice?

  • Solo/small clinic: Paubox or Hushmail for simplicity.

  • Growing group: Microsoft 365 hardened + Paubox or Virtru for added compliance.

  • Large practice or health system: Microsoft 365 + Proofpoint for enterprise-grade policies.


How Pronto Tech Helps

At Pronto Tech, we help medical practices across Virginia, Maryland, and DC set up HIPAA-compliant email the straightforward way:


  1. Assess your current Microsoft 365 setup.

  2. Recommend the right add-on service (Paubox, Virtru, etc.).

  3. Configure DLP, OME, encryption, and MFA.

  4. Create a clear patient communication policy.

  5. Train your staff and run quarterly compliance checks.


Need help making email HIPAA compliant? Contact Pronto Tech today.

 
 
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