HIPAA (the Health Insurance Portability and Accountability Act) is a law that protects the privacy of individuals’ medical records and other health information. HIPAA compliant email meets the standards required by this act. It works on the principle that only authorized people have access to the information contained in an email. Here are some features that make HIPAA email different from other forms of electronic communication:
Secure Encryption
Data encryption involves using algorithms to scramble plain text into ciphertext. When data is encrypted, it becomes difficult for unauthorized people to read or use it without a passphrase that unlocks the encrypted text. Encryption is one element of HIPAA compliant email security as it is highly effective in protecting sensitive data. It encrypts email messages and attachments in transit and at rest using TLS or other encryption protocols.
Privacy Rule
The Privacy Rule is a key Health Insurance Portability and Accountability Act (HIPAA) component. It establishes national standards for protecting individuals’ medical records and other personal health information. Compliance with the Privacy Rule is mandatory for all covered entities, which includes healthcare providers, health plans, and healthcare clearinghouses.
The Privacy Rule helps in protecting patients’ privacy by limiting the use and disclosure of their health information. Covered entities must obtain written authorization from patients before disclosing any protected health information, except in specific circumstances. This helps individuals control who can access their sensitive medical data.
HIPAA requires covered entities to implement security measures to protect electronically stored or transmitted health information. These measures include password protection, encryption, and limited access to sensitive data. Covered entities must train employees to handle and protect patient information.
Access Controls
These controls restrict access to only authorized personnel, preventing unauthorized individuals from viewing or modifying confidential information.
Organizations identify the roles and responsibilities of employees who need access to sensitive data to implement effective access controls.
This is typically done through role-based access control (RBAC), which assigns permissions based on an individual’s job function and level of authorization. RBAC allows organizations to grant access to only the minimum amount of information necessary for employees to perform their duties, reducing the risk of accidental or intentional data breaches.
Organizations should also implement multifactor authentication (MFA) to secure access to sensitive data further. MFA requires users to provide multiple forms of identification, such as a password and a fingerprint scan before they are granted access. This adds an extra layer of security in case one form of identification is compromised.
Audit Trails
A compliant email protects patient privacy and security while exchanging electronic health information. Audit trails are records of all login attempts, access and sharing activity, and modifications made to PHI within an email system. These records can help companies track who has accessed PHI for accountability and to prevent unauthorized access. HIPAA compliant also uses Hashing algorithms to secure PHI during transmission and storage.
Work with HIPAA Compliant Email Provider
Maintaining HIPAA compliance can help organizations to protect sensitive patient information and avoid costly data breaches. Implementing a secure email system, such as a HIPAA compliant email provider, along with RBAC and MFA protocols, can significantly enhance the security of PHI. Start prioritizing the security of your patient’s data today by partnering with a reliable HIPAA compliant email provider.
