HIPAA email for end-of-life care

End-of-life care conversations are important yet sensitive, allowing patients and their families to make informed decisions during difficult times. While in-person discussions are often ideal, HIPAA compliant email can be a secure and effective alternative, especially for those who need more accessible options due to location or mobility. 

The importance of end-of-life care discussions

Research shows that when patients engage in end-of-life care planning, it leads to better outcomes centered around their values. A study in The Journal of the American Medical Association (JAMA) found that people who discussed their end-of-life preferences were more likely to receive care aligned with their wishes and avoid unwanted interventions. These conversations also ease the emotional burden on family members who might otherwise face difficult decisions without knowing their loved one’s wishes.

End-of-life discussions can be challenging to have, especially if they are logistically difficult to plan. Email can be a practical solution, allowing providers and patients to engage thoughtfully in end-of-life planning at their convenience and comfort level.

Why HIPAA compliance is necessary for end-of-life care communication

HIPAA requires all electronically protected health information (ePHI) to be handled with confidentiality and security, making it preferable to use HIPAA compliant platforms for end-of-life care discussions. Without compliance, emails containing sensitive information, such as treatment preferences and medical conditions, risk unauthorized access from external actors.

HIPAA compliant email platforms protect ePHI with security measures like encryption and secure servers, as recommended by the U.S. Department of Health and Human Services. 

Read also: Why HIPAA compliance pays off 

Why email can work for end-of-life discussions

• Accessibility and convenience: Email allows patients and their families to be part of end-of-life planning comfortably. A study on effective communication in palliative care found that asynchronous communication, like email, gives people time to reflect, ask questions, and share concerns, which can be particularly valuable for those in palliative or hospice care.
• Record keeping: Email creates a written record of preferences, medical advice, and family input that healthcare providers can easily reference later. It serves as a valuable resource for reviewing past discussions or providing families with documentation.
• Family involvement: End-of-life decisions often involve multiple family members, and email can keep everyone informed. Using HIPAA compliant group emails, providers can maintain open communication and ensure that all relevant parties have the information they need.
• Enhanced satisfaction: A 2020 report from the Journal of Palliative Medicine found that patients and families appreciated having control over when and how they engaged in these conversations. Email gives them the flexibility to choose a time and place for discussions, leading to greater satisfaction and peace of mind.

Best practices for HIPAA compliant email in end-of-life care

Healthcare providers can use email effectively for these discussions while staying HIPAA compliant by following some best practices:

• Use encrypted email services: Providers should choose HIPAA compliant email platforms with encryption, such as Paubox, which is designed for healthcare.
• Get patient consent: HIPAA requires patient consent to communicate ePHI through email, as it’s considered less secure than in-person communication. Documenting this consent verbally or in writing is a best practice.
• Set email boundaries: Clear guidelines on response times and the type of information suitable for email help manage expectations and ensure a professional exchange.
• Provide training for staff: HIPAA compliance goes beyond technology; it includes training staff on email etiquette, security protocols, and the sensitivity required in end-of-life care discussions.

Read more: HIPAA compliant email best practices 

Addressing potential challenges with email in end-of-life care

While HIPAA compliant email has many advantages, it’s beneficial to be aware of potential challenges:

• Risk of miscommunication: Tone can be hard to interpret in email, especially in sensitive discussions. Providers can help by following up with phone calls or in-person meetings when necessary.
• Delayed response times: Email may not be the best choice for urgent issues, such as sudden developments in a patient’s condition. Providers should let patients and families know when email is appropriate and when immediate assistance should be sought.

Why not opt for a simplified approach?

For healthcare providers seeking an easy way to manage HIPAA compliant email, Paubox offers a practical solution that eliminates the guesswork of encryption. Automatically encrypting all outgoing emails with no extra steps required from users or recipients, Paubox helps prevent common mistakes in selecting encryption options. The Paubox Email Suite integrates seamlessly with platforms like G Suite and Office 365, ensuring secure communication integrates smoothly into existing workflows. In addition to automatic encryption, Paubox enhances accessibility, making it easier for patients and families to engage in meaningful end-of-life care discussions without compromising security.

FAQs

What types of information can be shared via HIPAA compliant email?

HIPAA compliant email can be used to share health information such as diagnosis, treatment plans, medications, advance directives, and other personal health details.

Is there a risk of breaches when using email for sensitive end-of-life care information?

While any form of electronic communication carries some risk, using encrypted and HIPAA compliant email reduces the likelihood of breaches, offering a secure way to exchange sensitive information.

What are the benefits of using HIPAA compliant email for end-of-life care?

HIPAA compliant email ensures secure, convenient communication, reduces the need for in-person meetings, and makes it easier for patients with mobility issues or hearing impairments to stay involved in decision-making.

Learn more: HIPAA Compliant Email: The Definitive Guide