6 Safety Protocols for Securing Emails With Clients

A HIPAA compliant email for therapists may improve your communications with patients and help streamline appointment scheduling.

HIPAA compliance can help protect sensitive patient information and build your medical practice’s reputation. Here are a few protocols to help secure your email communications with clients:

1. Encryption

Email encryption and a HIPAA compliant email for therapists can help prevent access to your medical staff’s personally identifiable information (PII) and patient payment information. This security protocol may enable patients to quickly identify and avoid spammy emails.

Some email encryption options to consider for your medical practice include end-to-end encryption and transport-level encryption. These forms of encryption prevent unauthorized access to email messages at the source, during transit, and at the destination.

2. Strong Passwords

A strong and secure email password can be difficult to crack using hacking techniques like brute force attacks. Changing your medical practice’s email passwords regularly can make it difficult for hackers to track them. Use a password manager to keep your email password updated and encrypted.

Not sharing email passwords with unauthorized personnel may prevent unlicensed access to confidential health information. 

3. Antivirus Software

Installing an updated antivirus software may protect your clinic’s data and information by mitigating malware. The program can help detect and remove malicious software from your medical practice’s computers and other electronic devices.

Antivirus software can protect your healthcare data by blocking spam websites or suspicious pop-up ads. Some features antivirus software should have include:

• Email protection
• Malware detection
• Automatic updates
• Firewalls
• Background scanning

Antivirus software should be compatible with other software in your practice’s computers for better performance. Compatibility can help prevent unexpected computer crashes, hard disk reformatting, or slow computer speed. 

4. Multi-factor Authentication

Multi-factor authentication can enhance email data and information security by promoting end-user verification. The extra protection layer from this security protocol will make your healthcare information available to only authorized patients.

Multi-factor authentication for your medical practice’s email security may be more convenient to implement since it only requires a single sign-on. Some multi-factor authentication strategies to promote HIPAA compliance include a one-time password, email code, or authenticator app.

Your practice’s email multi-factor authentication should be user-friendly, adaptive, customizable, and have all pre-built integrations.

5. HIPAA Employee Training

Training the staff in your medical practice on how to secure confidential health information can make HIPAA email compliance more manageable. Enlighten your staff about HIPAA regulations and the patient information protection aspects they need to focus on.

HIPAA compliance rules address individual patient rights, breach reporting, and physical or administrative security measures. Train your staff to keep them conversant with new protocols and restrictions.

6. Email Account Management

Proper email account management can help you monitor its usage. You can track the number of active users and the information shared. Email account management should include setting session timeouts for inactive users. This security measure may enable you to recognize and eliminate phishing scams before they interfere with health data.

Prioritize a HIPAA Compliant Email for Therapists

A HIPAA compliant email may help your practice avoid legal penalties associated with HIPAA violations. Secured email communications can help patients become more confident that their information is safe with your practice. Hire HIPAA security services today to maintain the integrity of your protected health information.