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Posts Tagged ‘do I need email archiving’

Secure Email for Healthcare: How To Ensure You’re Not At Risk

Tuesday, December 11th, 2018

Email is the most convenient way of communicating with patients. HIPAA permits email communications but expects covered entities to take the necessary precautions to protect the integrity and security of patient health information shared via email.

HIPAA email rules

HIPAA email rules require covered entities to implement controls and security to restrict access to PHI, ensure the integrity of PHI at rest, safeguard PHI against unauthorized access during transit and ensure message accountability. The language of the HIPAA Security Rule is important as some standards are ‘required’ and some ‘addressable’. Required rules must be mandatorily followed while you may or may not implement addressable rules if a thorough risk analysis concludes that implementation is not reasonable. An implementation specification deemed unreasonable can be replaced by an equivalent alternative.

Any decision you take regarding addressable specifications needs to be documented in writing. That means you cannot simply “opt out” of addressable specifications.

Sending PHI by email? Consider these risks

When transmitted via email, PHI is exposed to many risks, such as:

    • the message could be mistakenly sent to the unintended recipient
    • the email could be captured en route to the recipient.
    • the message could be inappropriately accesed when in storage.

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What Is Email Archiving and Why Do I Need It?

Thursday, November 1st, 2018

The digital era has changed many things about the way people communicate. In the case of businesses and organizations, especially in the healthcare sector, the changes have been significant. For instance, the threat of fraud and data theft is forcing businesses to keep track of all the messages shared between employees and stakeholders.

Despite the availability of multiple communication tools, email is still the most preferred option for large-scale corporate and organizational-level communication. It estimated that over 250 billion emails are sent each day.

A business with just 1000 employees can generate around 40,000 emails per day. Needless to say, that’s a phenomenal number of emails and keeping track of each one can be tedious. However, it needs to be done, considering the fact that many of those emails contain critical information. In the case of healthcare organizations, those emails can even contain confidential patient data.

Email Archiving is the Answer

It is required that healthcare providers and organizations engaging in HIPAA-compliant emails practice email archiving. Email archiving allows healthcare companies to make things easier by providing them with the confidence that their communications are protected from prying eyes, while also being accessible to authorized personnel via as needed, even during emergencies and email system outages.

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