Is Email HIPAA Compliant? A Straightforward Guide for Doctors

Email and HIPAA Compliance: What You Need to Know

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.

Understanding HIPAA Expectations

HIPAA sets specific requirements for protecting patient information. Here are the key expectations:

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

• Access controls & audit logs: Limit mailbox access, use multi-factor authentication (MFA), and track activity.

• Business Associate Agreements (BAAs): Required with vendors that handle PHI (such as Microsoft and Paubox).

• Patient communication rules: Patients can request email communication—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

Many medical practices, including those using eClinicalWorks, rely on Microsoft 365 as their starting point. With a signed BAA, Microsoft provides essential tools, but proper configuration is crucial.

Key Features of Microsoft 365

• Office Message Encryption (OME): For secure external communication.

• Data Loss Prevention (DLP): Policies to catch PHI before it leaves your organization.

• Audit logging & retention: For compliance checks.

• MFA and conditional access: To enhance account security.

  
  

Why Consider a Third-Party Provider?

While Microsoft 365 can meet compliance requirements, many doctors prefer a simpler, set-it-and-forget-it solution that patients can easily use. This is where healthcare-focused secure email services come into play.

Paubox Email Suite

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

• Seamlessly integrates with Microsoft 365.

• Includes HIPAA-compliant marketing tools and secure forms.

• HITRUST-certified with a signed BAA.

  
  

Other Secure Email Options

• Virtru: Offers policy-based encryption and DLP with Gmail/Outlook.

• LuxSci: Provides flexible encryption options (TLS, portal, S/MIME).

• Hushmail for Healthcare: Simple secure email and forms, popular among small practices.

• Proofpoint: Enterprise-grade encryption and compliance, ideal for larger groups.

  
  

HIPAA-Compliant Email Checklist for Doctors

To ensure compliance, follow this checklist:

✅ BAA signed with Microsoft/Google and any third parties

✅ Default encryption (TLS or stronger) enabled

✅ DLP policies in place to catch PHI before it leaves

✅ MFA on all accounts, including admins

✅ Audit logging and retention configured

✅ Documented patient consent for email use

✅ Staff trained on secure send and PHI minimization

Which Path Fits Your Practice?

Choosing the right email solution depends on your practice size and needs:

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

• Growing group: Use Microsoft 365 with added security from Paubox or Virtru for enhanced compliance.

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

  
  

How Pronto Tech Can Assist You

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 (like Paubox or Virtru).

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.*

Conclusion

In conclusion, while email can be HIPAA-compliant, it requires careful planning and implementation of various safeguards. By understanding HIPAA's expectations and utilizing the right tools, medical practices can communicate securely with patients. Whether you choose Microsoft 365 or a third-party provider, ensure that your practice meets all compliance requirements.