As we step into 2025, healthcare organizations face increasing cybersecurity threats, with email remaining one of the most vulnerable attack vectors.
Read more: What is email security?
Before you can strengthen your email security, you need to understand your current posture. Start the year by conducting an email security audit. This will help you identify vulnerabilities, such as outdated software, weak passwords, or gaps in encryption. Review your existing email policies and procedures, and assess whether they align with HIPAA requirements. By pinpointing weaknesses early, you can address them proactively and set a strong foundation for the year ahead
Go deeper: What are the OCR privacy audits for 2024-2025?
Email encryption is no longer optional—it’s a necessity. With sensitive patient data being transmitted daily, encryption ensures that information remains protected, even if intercepted. This year, resolve to implement seamless email encryption that doesn’t disrupt workflows. Solutions like Paubox Email Suite offer automatic HIPAA compliant encryption, allowing recipients to read emails directly in their inboxes without portals or passwords. By making encryption a standard practice, you can reduce the risk of data breaches and demonstrate your commitment to patient privacy.
Learn more: HIPAA Compliant Email: The Definitive Guide
Your email security is only as strong as your least informed employee. Human error remains one of the leading causes of data breaches, an IBM report reveals that human error is the main cause of 95% of cybersecurity breaches, from falling for phishing scams to accidentally sharing sensitive information. Prioritize regular training sessions to educate your staff on email security best practices. Teach them how to spot phishing attempts, avoid suspicious links, and handle patient data responsibly. Consider running simulated phishing attacks to test their awareness and reinforce learning. A well-trained team is your first line of defense against cyber threats.
Related: How staff training ensures HIPAA compliant email
Passwords alone are no longer enough to protect email accounts. Multi-factor authentication (MFA) adds an extra layer of security by requiring users to verify their identity through a second method, such as a text message or authentication app. Resolve to enable MFA for all email accounts, especially those accessing protected health information (PHI). Platforms like Microsoft 365 and Google Workspace make it easy to implement MFA, and the added security “can block 99.9% of account compromise attacks” as stated by Microsoft. It’s a small step that can make a big difference.
Read more: Enhancing HIPAA compliance with multi-factor authentication
Outdated software is a goldmine for cybercriminals. Vulnerabilities in email systems can serve as entry points for attacks, putting your organization at risk. Commit to regularly updating and patching your email servers, clients, and security tools. Schedule routine maintenance to ensure all systems are running the latest versions. By staying on top of updates, you can close security gaps and reduce the likelihood of a breach. Proactive maintenance is far less costly than reactive damage control.
Even with the best precautions, breaches can still happen. That’s why it’s necessary to have a clear incident response plan in place. Resolve to develop or update your plan for email-related security incidents. Outline steps for containment, investigation, notification, and recovery. Ensure all staff know their roles and responsibilities in the event of a breach. A well-prepared organization can minimize damage, maintain compliance, and restore trust quickly. It’s better to have a plan and not need it than to need a plan and not have it.
Learn more: Creating an effective email security policy
Accidental data leaks are a common yet preventable cause of breaches. Data loss prevention (DLP) tools can help by scanning outgoing emails for sensitive information, such as PHI, and alerting you to potential risks. Explore DLP features like those offered by Paubox to add an extra layer of protection. Set up alerts or blocks for emails containing sensitive data, and train your team on how to handle these situations. With DLP in place, you can reduce the risk of human error and ensure compliance with HIPAA regulations.
The cybersecurity landscape is constantly evolving, and staying informed is key to staying protected. Make it a priority to keep up with the latest email security trends and threats. Subscribe to cybersecurity newsletters, follow industry blogs (like this one), and participate in webinars or conferences. By staying ahead of the curve, you can adapt your strategies to address new risks and protect your organization effectively.
Related: Common misconceptions about email security
Email security is too important to tackle alone. Partnering with a trusted provider like Paubox can simplify the process and ensure your organization stays compliant. With seamless encryption, advanced spam filtering, and DLP features, Paubox is designed to meet the unique needs of healthcare organizations.
Email is one of the most common ways cybercriminals target healthcare organizations. A single phishing email or data breach can expose sensitive patient information, lead to HIPAA violations, and result in costly fines and reputational damage. Email security ensures that patient data remains protected and compliant with regulations.
HIPAA compliant email encryption ensures that PHI is securely transmitted and cannot be accessed by unauthorized parties.
Paubox provides seamless email encryption, advanced spam filtering, and data loss prevention (DLP) features—all designed to meet HIPAA requirements. Paubox also signs Business Associate Agreements (BAAs) with its customers, ensuring compliance with HIPAA regulations.