Email Services

The free version of Gmail that most people use is not HIPAA compliant on its own, but Google’s G Suite can be HIPAA compliant. G Suite includes Gmail, Google Calendar, and Google Drive, just like the free version, but it also includes security features that, once properly configured, can make one's use of G Suite HIPAA compliant.Gmail is the most widely used email service around, with 1.5 billion users worldwide, an increase of 500 million users just since 2016. The ubiquity and familiarity of Gmail make it an appealing option for healthcare companies.HIPAA sets strict standards for protecting patient confidentiality and health information. Sending HIPAA-compliant emails requires training staff to use technological safeguards. Your email provider may follow HIPAA regulations, but that doesn’t automatically make your emails secure. Every employee must understand how HIPAA applies to their email. Training in everything from encrypting sensitive emails to ensuring they’re sent to authorized recipients can be beneficial.Healthcare workers are occasionally targeted by phishing and other email attacks. Recent breaches have compromised the sensitive personal data, such as Social Security numbers and financial account information, as well as the PHI of hundreds of many patients. Continuous training improves the chances that your employees will not fall prey to phishing scams.Your business needs a straightforward, step-by-step process to help staff comply with both applicable laws, which can include HIPAA and the Health Information Technology for Economic and Clinical Health (HITECH) Act, among others. Now that we’ve considered the importance of strong training and policies, it’s time to take a look at the technical side of things.If you’re a covered entity, or a business associate of a covered entity, you should have a signed business associate agreement (BAA) with every third party that could access the PHI in your custody. Using an email provider is no different. A BAA ensures that your business associate understands how they can use PHI and what security measures are required.The fundamental risk of transmitting PHI via email is that unauthorized people could gain access to that data. HIPAA-compliant email services should have strong security features or allow third-party plugins that provide the needed security.Access must be restricted to only those who need the information. Never print emails that contain PHI. These emails should be visible only to the sender and the recipient. Using end-to-end encryption and access controls ensures that ePHI doesn’t fall into the wrong hands.

The free email platform offered by Microsoft, Outlook.com, does not appear to have been built to handle ePHI securely or to be HIPAA compliant. However, Outlook can be used as a HIPAA-compliant service with a paid Office 365 subscription and additional client-side encryption.For HIPAA compliance, users must be on one of the following plans: Office 365 Business Premium, Office 365 Business Essentials, Office 365 ProPlus, Office 365 Enterprise E1, Office 365 Enterprise E2, or Office 365 Enterprise E3.

Virtru provides data protection services that encrypt email and files to protect confidential patient health information (PHI). HIPAA defines specific technical standards for data encryption. Encryption protects files while they are in transit and at rest.Additionally, Virtru provides administrative controls for managing emails, photos, videos, PDFs, and Office files. You can manage authorization to allow or disallow users to access specific content and types of content. Tracking and monitoring features provide real-time protection for patient information.Other security features include forwarding restrictions and the ability to revoke messages after they are sent.Virtru offers client-side email encryption if you’re using the plugin with on-device encryption. When creating information on the device, the protection occurs immediately (before distribution). Advanced controls allow end-to-end encryption.Virtru can integrate end-to-end encryption in Gmail. Virtru offers an extra layer of security to strengthen privacy controls after email leaves your inbox.

Even though ProtonMail isn’t designed specifically for the healthcare industry, it offers security features healthcare organizations can use for protected health information (PHI). ProtonMail includes a HIPAA compliance statement on its website that assures HIPAA-covered entities that the company will do its part to protect patient data.Privacy and security features include end-to-end encryption and zero access data management. The service uses 4,096-bit RSA encryption for all stored communications. Data centers provide physical security for all data backups. The server hardware is located in Switzerland where the servers use fully encrypted hard disks, including multiple password layers in case the hardware is removed from the data center.If a user’s device is stolen or lost, a remote wipe feature can protect PHI. Account owner authorization gives healthcare organizations control over who can access the information. Automated virus checking and data backups are standard. There is also a sophisticated monitoring system.ProtonMail states that its employees don’t have access to PHI. ProtonMail states that it doesn't store paper copies or printed reports in its facilities.