Email is one of the most common ways healthcare organizations communicate, but it’s also a leading cause of HIPAA violations. From accidental data leaks to unencrypted transmissions, even small mistakes can result in hefty fines, legal action, and reputational damage.
Read more: Why HIPAA breaches related to email are so common
According to the U.S. Department of Health and Human Services (HHS), unencrypted emails are a common cause of HIPAA breaches, often resulting in significant fines and penalties. For example, in the case of Solara Medical Supplies, LLC (Solara), the healthcare provider was fined $3,000,000 for failing to encrypt emails containing protected health information (PHI).
Learn more: Safely transmitting PHI
If your organization uses a third-party email provider, failing to sign a Business Associate Agreement (BAA) is a serious HIPAA violation. A BAA ensures that the vendor complies with HIPAA regulations and protects PHI.
Accidentally sending PHI to the wrong recipient is a common yet costly mistake. Whether it’s a typo in the email address or an attachment sent to the wrong person, these errors can lead to significant HIPAA violations.
Go deeper: When PHI is sent to the wrong email address
Human error is one of the leading causes of HIPAA violations. A 2023 report found that 95% of healthcare data breaches involved human error, highlighting the need for ongoing training. Without proper training, employees may fall for phishing scams, mishandle PHI, or fail to follow email security protocols.
Related: The role of employee education in email security for healthcare organizations
Many healthcare organizations unknowingly use email platforms that aren’t HIPAA compliant. These platforms lack the necessary security features to protect PHI, putting your organization at risk.
Read more: What are the consequences of non-compliance with HIPAA email rules?
A HIPAA email violation occurs when PHI is transmitted via email in a way that violates HIPAA rules. This includes sending unencrypted emails, accidentally disclosing PHI to the wrong recipient, or failing to have a BAA with your email provider.
Email encryption ensures that PHI is securely transmitted and cannot be accessed by unauthorized parties. It’s a critical safeguard to prevent data breaches and comply with HIPAA regulations. Solutions like Paubox provide seamless encryption, allowing recipients to read emails directly in their inboxes without additional steps.
Your email system is HIPAA compliant if it uses encryption to protect PHI in transit, you have a signed BAA with your email provider, it includes safeguards like DLP and spam filtering, and regular risk assessments are conducted to identify and address vulnerabilities. These measures ensure that your email system meets HIPAA requirements and protects sensitive patient information.