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LuxSci Receives Majority Investment from Main Capital Partners

luxsci and main capital logos

Main Capital Partners announces a majority investment in Lux Scientiae, Incorporated (‘LuxSci’), a leading provider of healthcare-focused secure communications and secure hosting solutions. The investment reflects Main’s commitment to the healthcare market and desire to build robust, international software groups.

Founded in 1999, LuxSci is a leading American provider of HIPAA-compliant secure communications and secure hosting solutions. LuxSci’s application and infrastructure software enables organizations to securely deliver personalized sensitive data at scale. Certified by HITRUST to support customers with HIPAA compliance requirements, LuxSci serves dozens of healthcare enterprises and hundreds of middle-market organizations. Customers include providers, healthcare IT firms, medical device manufacturers, and companies active in other highly regulated industries.

With the strategic support of Main, LuxSci will strengthen its market position and its capabilities to meet the complex needs of modern healthcare organizations. In addition to fostering organic growth in the North American market, LuxSci and Main will explore opportunities for strategic acquisitions to expand the product portfolio and accelerate internationalization.

Erik Kangas (PhD), Founder & CEO of LuxSci, expressed his enthusiasm for the partnership, stating: “Having led LuxSci through 23 profitable bootstrapped years, I am extremely excited to partner with Main. Their resources and expertise will enable us to expand our technology and deepen our market penetration at a time when the demand for high-security communications solutions has never been greater.”

Jeanne Fama (PhD, MBA), COO & CSO of LuxSci, adds: “We are excited about the partnership’s potential to increase the awareness and adoption of LuxSci’s communication solutions and potentiate their impact in healthcare organizations seeking to improve clinical and business outcomes and increase patient satisfaction and loyalty.”

Main has demonstrated strong performance in both the healthcare and security markets, evidenced by investments such as Enovation (connected care solutions with over 350 employees across Europe) and Pointsharp (security and identity access management software with over 200 employees in Northwestern Europe). Main will leverage its experience and network in these markets to support LuxSci in its continued growth.

Daan Visscher, Co-Head of Main Capital North America, concludes: “We are thrilled to partner with the LuxSci team in spearheading the company’s next phase of growth. We are impressed by LuxSci’s double-digit recurring revenue growth, the underlying product, the management team’s capabilities, and the unwavering commitment to customers. We see ample opportunities to drive value through honing operational excellence, accelerating organic growth, and executing select strategic acquisitions. The result will be a robust, international software group positioned to meet the evolving needs of healthcare organizations.”

Pagemill Partners, the tech investment banking division of Kroll, served as financial advisor to LuxSci and Cooley LLP acted as legal advisor to LuxSci. Morse, Barnes-Brown & Pendleton, PC acted as legal advisor to Main.

About LuxSci

LuxSci is a leading provider of highly scalable secure communications and secure hosting solutions. Certified by HITRUST, LuxSci helps organizations navigate complex HIPAA regulations and safeguard sensitive data. LuxSci serves nearly 2,000 customers across healthcare and other highly regulated industries.

About Main Capital Partners

Main Capital Partners is a leading software investor active in Northwestern Europe and North America. Main has over 20 years of experience in software investing and works closely alongside management teams to achieve sustainable growth. Main has 70 employees operating out of its offices in The Hague, Stockholm, Düsseldorf, Antwerp, and Boston. Main has over EUR 2.2 billion in assets under management and maintains an active portfolio of over 40 software groups. The underlying portfolio employs over 12,000 employees.

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HIPAA compliant email

HIPAA Compliant Email Use Cases for Healthcare Retailers

Today’s digital-first consumers expect the same convenience and personalization from their healthcare providers that they get from their favorite retailers and service providers. However, unlike companies in other sectors, there’s far less room for error for healthcare organizations, especially when it comes to privacy and data security. 

Whether a local pharmacy, online provider of glasses, a wellness store, or a nationwide retail health clinic, the key to building long-term loyalty and ensuring trust with your customers lies in trusted, meaningful communication that’s timely, relevant – and, above all, secure.

As a result, HIPAA compliant email is a strategic component for reliable and effective communication with your customers.

But, what about HIPAA?

Far from being a roadblock, HIPAA compliance is actually an enabler for retail healthcare brands that want to deliver more personalized, more targeted messaging without putting customer trust, or their sensitive personal data, at risk.

In this post, we dive into the most impactful email use cases for retail healthcare providers, as well as how deploying a secure email delivery platform like LuxSci can unlock more meaningful engagement, greater loyalty, and accelerated growth for your company.

Why Email Remains a Top Channel for Retail Healthcare

Email Is Everywhere – Because It Works

Email isn’t just for work or spam folders. It’s the preferred communication channel for tens of millions of health-conscious consumers across all demographics. People are accustomed to receiving alerts from their pharmacies, reminders from clinics, and promotions from their preferred wellness brands – all in one convenient place – and email is an important part of the mix.

When deployed securely, email becomes a powerful, personal, and persistent touchpoint for healthcare engagement.

HIPAA Compliance Enables Trust and Transparency

While your customers crave convenience, they also demand privacy – especially when it comes to their health. HIPAA compliant email ensures that personal health data and protected health information (PHI) stays precisely that – protected – while enabling retail healthcare brands to deliver personalized communications that build trust and loyalty.

HIPAA Compliance Helps Ensure Secure Healthcare Marketing

HIPAA doesn’t restrict your ability to communicate; conversely, it defines how you can do it securely and best perform, while protecting the sensitive data under your care. When emails contain PHI, you need to ensure:

  • Email content encryption
  • Access controls
  • Secure storage and transmission
  • A signed Business Associate Agreement (BAA) with your email provider

With the key HIPAA requirements in place, retail healthcare organizations can send high-impact, personalized, and, with some platforms, such as LuxSci, automated emails to engage and educate their customers – all while adhering to HIPAA compliance regulations.

How HIPAA Compliant Email Improves Retail Results

HIPAA compliant email doesn’t just check a box – it opens the door for personalized, proactive, and performance-driven customer and patient engagement. With the right strategy and the right HIPAA compliant email services provider, healthcare retailers can:

  • Deliver marketing messages that include PHI with confidence
  • Develop trust and customer loyalty through secure, reliable, and frequent communication
  • Increase new and repeat purchases and average order value (AOV)
  • Lower operational costs in comparison to phone and physical mail-based engagement campaigns

HIPAA Compliant Email Use Cases for Healthcare Retailers

Now, let’s look at six essential use cases that healthcare retailers can employ for more effective customer and patient engagement.  

Use Case #1: New Product Announcements

Why It Matters: Drive sales and keep customers informed

Whether it’s a new allergy medication, wellness supplements, or a wearable device, product launch email campaigns allow customers and targets to stay in the loop regarding new offerings that could benefit their health. This empowers individuals to take a more active role in their healthcare journey, while helping you meet your organization’s growth objectives.

HIPAA Compliant Email Advantage

  • Announce product launches tailored to individual customer needs, such as health conditions or specific health needs
  • Use PHI-related content deliver highly targeted, highly segmented campaigns – while staying compliant
  • Build trust by ensuring messages are private and secure

Use Case #2: Promotional Offers and Discounts

Why It Matters: Boost loyalty and repeat business

Both retail healthcare providers and customers benefit from promotions, such as 2-4-1 supplement deals, seasonal flu shot discounts, or loyalty reward bonuses. HIPAA compliant email allows you to securely execute promotional campaigns even when they’re linked to health data or prior purchasing behavior.

HIPAA Compliant Email Advantage

  • Target based on previous purchases, prescriptions, or any other PHI data points
  • Comply with privacy laws while increasing engagement
  • Deliver offers directly to inboxes – no portals or logins

Use Case #3: Reminders for Refills, Appointments, and Screenings

Why It Matters: drive adherence to health plans and improve outcomes

Forgetful customers don’t refill prescriptions, miss wellness exams, and ignore follow-up visits. HIPAA-compliant email reminders help tactfully nudge them towards taking favorable action. 

HIPAA Compliant Email Advantage

  • Automate refill and screening reminders based on PHI
  • Avoid manual call-outs or printed letters
  • Boost adherence and improve overall satisfaction

Use Case #4: Order Confirmations and Delivery Notifications

Why It Matters: Create a seamless shopping experience

Consumers want to know that their orders are being processed, shipped, or ready for pickup; in other words, that they’re being taken care of and not taken for granted. For prescriptions, OTC medication, or wellness products, email is the perfect way to keep them updated.

HIPAA Compliant Email Advantage

  • Include product names, refill details, and other customer data securely in emails 
  • Track opens and clicks to ensure delivery – re-target as needed 
  • Reduce support call volumes with proactive, regular email updates

Use Case #5: Educational Health Content & Resources

Why It Matters: Position your brand as a trusted health partner

From seasonal wellness tips to chronic condition education, sending valuable health education and awareness content helps position your brand as a go-to source for relevant, credible advice – and a contributor to keep people healthier.

HIPAA Compliant Email Advantage

  • Personalize content based on past purchases or health concerns
  • Build deeper engagement and trust with relevant, timely topics
  • Share sensitive health content without privacy risk

Use Case #6: Customer Satisfaction and Loyalty Surveys

Why It Matters: Collect feedback to improve products and services

Post-purchase or post-visit surveys enable retail healthcare providers to measure customer satisfaction, while identifying key areas for improvement. This not only gives you an edge over competitors who are less diligent in collecting feedback, but you also make your customer feel heard, further strengthening their brand loyalty. 

HIPAA Compliant Email Advantage

  • Send personalized surveys securely
  • Include PHI-related context without fear of violation
  • Collect better data to inform future campaigns and services

LuxSci Helps Healthcare Marketers Send Secure Email at Scale

Retail healthcare is evolving rapidly – and your customers expect communication that’s personal, secure, and immediate. With HIPAA-compliant email, you can deliver all of that, and more.

From promotions and product launches to order updates and educational content, secure email helps you build stronger relationships, improve customer outcomes, and grow your business, all while maintaining the privacy and trust that healthcare demands.

With retail healthcare leaders like 1-800 Contacts as customers, LuxSci specializes in secure, HIPAA compliant communication solutions for healthcare organizations, including retail health brands, consumer wellness providers, and medical equipment providers. 

Whether you’re a national pharmacy chain, a growing telehealth brand, or a local wellness shop, LuxSci provides you with the secure infrastructure and capabilities to scale personalized email engagement with confidence. This includes:

  • Automated email encryption (TLS, PGP, S/MIME)
  • Email marketing tools specifically designed to align with HIPAA compliance requirements
  • 98%+ deliverability and high performance throughput
  • APIs and SMTP options for seamless data integration and automation
  • Support for marketing, transactional, and operational messages
  • A signed Business Associate Agreement (BAA) – with no loopholes or “out-of-scope” services that compromise your compliance posture 

Is it time to make us switch from your current provider? 

Contact us today to find out more. 

Retail Healthcare Secure Email Use Cases FAQs

Can retail Healthcare brands send promotional emails under HIPAA?

Yes, with proper consent and a fully HIPAA-compliant platform like LuxSci, you can send targeted promotional emails that include PHI.

What kind of PHI can I include in a secure email?

You can include health conditions, medication details, order info, service history, and a large array of other PHI data points in your messaging – provided the email is encrypted and sent through a compliant platform.

Are delivery and refill reminders considered PHI?

Yes, if the email content relates to a specific patient and their health, then it contains PHI. That’s precisely why it’s so vital that secure email is used to send out such reminders, or any communication containing sensitive customer or paitent data.

How do I ensure HIPAA compliance with my marketing emails?

Deploying a platform like LuxSci that signs a BAA, provides email encryption, including its content, and all the required PHI safeguards is the best way to ensure HIPAA compliance when executing your marketing campaigns. Better yet, LuxSci also features automation and hypersegmentation to enhance the efficacy of your customer engagement campaigns, as well as ensuring they align with HIPAA requirements.

Can I send secure email campaigns in bulk or high volumes?

Most definitely! In fact, LuxSci’s high-volume secure email solution is ideal for large-scale outreach, whether it’s marketing, educational, or transactional emails. We have designed our infrastructure to facilitate the consistent delivery of hundreds of thousands, if not millions, of emails in accordance with your company’s engagement needs and HIPAA compliance.

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Best HIPAA Compliant Email Software

What Is the Best HIPAA Compliant Email Software?

The best HIPAA compliant email software protects messages in transit and at rest, verifies identity with layered controls, records activity for audits, and connects cleanly with clinical systems. A service fits this description when encryption operates by default, authentication is strong but simple to use, logging is clear, and contracts map to HIPAA Privacy and Security Rule expectations so staff communicate without extra steps.

Why to seek out the Best HIPAA Compliant Email Software

Email carries scheduling details, follow ups, and billing questions from morning to close. The best HIPAA compliant email software keeps that flow steady by applying Transport Layer Security for server to server delivery and using message level encryption when a thread leaves trusted paths so only intended recipients can read the content. Identity needs careful handling through multi factor sign in, phishing resistant authenticators for sensitive roles, and session rules that make sense on shared workstations. Sender validation with SPF DKIM and DMARC reduces spoofing so patients and partner sites trust the name in the from line. When these elements run quietly in the background, teams move faster and errors linked to manual security steps fade.

Security Controls That Set Email Software Apart

HIPAA cites technical and administrative safeguards in 45 CFR 164.312 and 45 CFR 164.308. In practice this calls for access limits, audit trails, integrity checks, and transmission protection that does not rely on user memory. Default encryption policies remove guesswork during busy hours. Role based access narrows who can open attachments that carry imaging or lab data. Session timeouts that fit exam rooms and nursing stations reduce unattended access. The best HIPAA compliant email software turns these safeguards into daily behavior rather than optional features tucked inside menus, and that difference shows up in fewer service tickets and cleaner audits.

Contracts and Evidence

Any service that touches patient information requires a Business Associate Agreement with clear duties for data handling, incident reporting timelines, and return or deletion of information at contract end. Contract text needs to mirror access controls, audit controls, and transmission security in 45 CFR 164.312 along with administrative expectations in 45 CFR 164.308 so there is no gap between policy and reality. Independent examinations such as SOC 2 Type II or HITRUST provide outside confirmation that controls work as described, and written incident procedures with suitable insurance show preparation for hard days. Vendors that meet these barometers look much closer to the best HIPAA compliant email software because they can show how legal promises meet operational practice.

Integrations That Put Messages Into the Record

Care moves faster when messages land where work happens. Direct links to electronic health records place threads and attachments in the chart without copy and paste. Open APIs route patient replies and flags to the right queue so action follows quickly. Single sign on keeps access simple as clinicians move between rooms, and mobile access that preserves encryption and authentication lets providers respond away from a desk. When the inbox feels like part of the chart rather than a separate island, time spent juggling windows drops, and the best HIPAA compliant email software starts to feel invisible in the best possible way.

Administration and Support Built for Scale

Growth introduces rotating staff, new locations, and changing schedules. Administration needs clear role templates, delegated admin rights, and policy profiles that apply consistently across sites. Template management keeps patient facing messages consistent while allowing local details where needed. Support that guides DNS setup, archive import, and policy tuning shortens launch time and reduces rework. The best HIPAA compliant email software treats these operational pieces as first class concerns, which shows up later when a clinic adds a new line of service or merges with a partner and everything still works without a scramble.

Comparing the Best HIPAA Compliant Email Software

A focused pilot tells more than a long checklist. Test inside one service line and measure time to send a protected message, the rate at which patients open secure threads, and the steps needed to file conversations into the record. Track admin effort for onboarding, policy changes, and template updates. Review pricing beyond a seat line by including storage tiers, archive export, and support response times over a multi year term so totals stay predictable. Platforms that deliver encrypted transport, content protection when needed, dependable identity, complete logging, and clean connections to clinical systems will rise to the top, and that is where the best HIPAA compliant email software becomes easy to spot without naming vendors.

Budget Planning Without Surprises

Seat price rarely tells the whole story. Storage, export fees, and support commitments shape the total over time, as do retention rules that extend message life for legal or clinical reasons. Map these items to record policy and growth plans so expenses track reality. If a platform proves it can keep Protected Health Information private in motion and at rest, place messages into the chart without friction, and provide evidence that satisfies auditors, the decision gets simpler. In that situation the best HIPAA compliant email software supports daily communication while staying out of the way, which is exactly what busy clinics need.

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How to Make Google Workspace HIPAA Compliant

How to Make Google Workspace HIPAA Compliant

Healthcare organizations can make Google Workspace HIPAA compliant by completing a Business Associate Agreement with Google, configuring advanced security settings, and training staff on proper data handling. Knowing how to make google workspace HIPAA compliant means understanding that compliance depends on both technology and human oversight. When these elements are managed carefully, Google Workspace can be used to handle Protected Health Information securely while maintaining efficiency and accessibility for healthcare teams.

The compliance framework

The process of learning how to make Google workspace HIPAA compliant begins with recognizing that Google provides the infrastructure, but the healthcare organization is responsible for compliance. The HIPAA Privacy and Security Rules require administrative, physical, and technical safeguards that must be applied through policy and configuration. Google Workspace, when managed under the right plan, offers encryption, access management, and detailed audit logs. To make google workspace HIPAA compliant, administrators must use the business version, not free Gmail accounts, because only paid Workspace plans allow for proper control and a Business Associate Agreement. Documented internal policies should define how messages, files, and calendars containing patient data are stored and monitored. Establishing this structure early makes every later compliance step easier to maintain.

The importance of the Business Associate Agreement

A Business Associate Agreement (BAA) is an unskippable step in how to make google workspace HIPAA compliant. Without it, compliance cannot be achieved regardless of system configuration. This legal contract specifies how Google protects healthcare data, reports incidents, and assists with investigations. The BAA covers key Workspace tools such as Gmail, Drive, Calendar, and Docs but excludes consumer products like YouTube and certain AI-based features. Administrators should disable any unsupported tools to prevent accidental data exposure. Reviewing and maintaining this agreement is essential to keeping google workspace HIPAA compliant as Google updates or expands its services. Many healthcare organizations include the BAA in their annual compliance review to confirm it still reflects current practices and security requirements.

Configuring strong security and access controls

Knowing how to make google workspace HIPAA compliant requires more than signing documents. It demands careful configuration of security controls that align with HIPAA’s technical safeguard requirements. Encryption should be enforced for all email traffic, and administrators should ensure that every account uses two-step verification. Device management policies can prevent unapproved computers or phones from connecting to accounts that contain Protected Health Information. Access privileges should be based on job roles so that staff only view the data they need to perform their duties. Audit logs can record sign-ins, file access, and configuration changes, giving compliance officers a clear view of user activity. Each of these steps contributes to a google workspace HIPAA compliant environment that protects against both external threats and internal misuse.

Maintaining compliance through user awareness and training

Even the most secure configuration cannot replace good judgment. A key part of how to make google workspace HIPAA compliant is ensuring that every staff member understands their responsibility when handling patient information. Training should explain how to identify Protected Health Information, when encryption is necessary, and how to report security incidents. Consistent reminders help prevent accidental sharing or unauthorized forwarding of sensitive messages. Regular audits of user activity can identify risks such as unused accounts, weak passwords, or improper storage of files. By reinforcing awareness and accountability, organizations maintain their google workspace HIPAA compliant status while reducing the risk of human error that can lead to violations.

Compliance is not a static condition but a continuous process. Administrators who understand how to make google workspace HIPAA compliant know that monitoring and documentation are required to sustain it. Google Workspace offers audit reports, security dashboards, and alerts that track sign-ins and encryption status. Reviewing these reports ensures that no settings are altered without authorization and that user activity remains within policy limits. Keeping written records of policy updates, staff training, and audit results helps demonstrate compliance during inspections. These records also create accountability and give leadership confidence that the system continues to operate within HIPAA standards. With diligent monitoring, a google workspace HIPAA compliant setup can stay reliable even as teams and technologies evolve.

A lasting culture of compliance

Organizations that learn how to make google workspace HIPAA compliant build more than a secure system—they create a sustainable culture of responsibility. Google Workspace allows healthcare professionals to collaborate, communicate, and share resources efficiently while safeguarding patient data. Maintaining this balance requires consistent review of settings, updates, and employee practices. As new regulations appear and technology develops, compliance officers should revisit each requirement to ensure ongoing protection. A well-managed, google workspace HIPAA compliant configuration supports both privacy and productivity, proving that regulatory compliance and convenience can coexist when oversight and education remain priorities.

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HIPAA Compliant Email

Top HIPAA Compliant Email Use Cases for Medical Equipment Providers

For medical equipment providers – particularly those offering in-home care and delivery – rapid and reliable communication is critical. Whether you’re notifying patients about a new CPAP machine, reminding them of a delivery appointment, or sending a promotional offer on home oxygen supplies, email is still one of today’s most effective communication channels.

But, does your current email provider put you at risk?

Here’s the catch: when emails contain health-related information, i.e., protected health information (PHI), you must ensure you’re not just being effective, but that you’re secure and fully HIPAA-compliant as well. 

The good news: When you use secure, HIPAA compliant email correctly, you can ensure data privacy and security, while unlocking faster communication, improved patient or customer engagement, and better outcomes.

And you may even sleep better at night.

Let’s take a look at the most impactful use cases for HIPAA compliant email in the medical equipment space, and how secure, high volume email can optimize both the patient experience and your operations.

Why Email for Medical Equipment Providers

From ordering groceries to reading financial statements, consumers, including your patients and customers, already use email regularly. It’s familiar, simple, and trusted – and it doesn’t require installing applications or learning new tech.

For healthcare companies manufacturing and delivering home medical equipment, email is a fast, direct, and convenient way to communicate with your patients and customers. When used effectively and, most importantly, securely, secure email simply works.

HIPAA Compliance: A Catalyst for Communication – Not a Limitation

HIPAA compliance is often considered a hurdle to effective patient engagement via email. Fear of falling afoul of HIPAA regulations, and suffering the consequences of doing so, medical equipment suppliers can be reluctant to include PHI in their communications, missing out on opportunities to better connect with patients with personalized messages and relevant health information.

With the right HIPAA-compliant email solution, such as LuxSci, you can:

  • Send a variety of health-related info via email containing PHI – securely
  • Automate email workflows, such as order confirmations and refill reminders
  • Deliver more relevant marketing messages to carefully segmented target audiences
  • Scale your patient engagement campaigns with 98% delverability

HIPAA Compliant Email Use Cases for Medical Equipment Providers

Let’s take a closer look at some of the most common HIPAA compliant email use cases for medical equipments providers – all with 

Use Case #1: New Product Releases and Equipment Upgrades

Why It Matters: Keep patients informed and engaged.

Launching a new model of your leading CPAP machine? New upgraded insulin pumps with Bluetooth syncing? You can use secure email to safely inform existing patients about relevant product innovations that support their care and overall healthcare journey. At the same time, you can market your products and use email to help drive and grow your business.

Benefits

  • Personalized product recommendations and new offers
  • HIPAA-compliant messages and content with patient-specific data
  • Maximise cross-selling and up-selling opportunities

Use Case #2: Promotional Offers and Special Discounts

Why It Matters: Drive revenue without compliance risk

Yes, you can send promotional content with PHI. As long as you use HIPAA compliant email and obtain proper consent from your patients, you can send special offers for products, such as CPAP filters, replacement parts, or orthopaedic braces – securely and effectively.

Benefits

  • Boost reorder rates and upsells
  • Reach patients with personalized, secure marketing messages
  • Stand out from competitors that send out generic communications

Use Case #3: Order Confirmations and Delivery Updates

Why It Matters: Keep patients informed and deliver a good experience

When patients rely on home deliveries for critical medical equipment and supplies, timely and relevant updates are vital. HIPAA compliant email allows you to securely send:

  • Order confirmations
  • Delivery tracking links
  • Equipment setup instructions

Benefits

  • Peace of mind for patients and caregivers
  • Fewer support calls
  • Improved delivery and overall patient satisfaction

Use Case #4: Appointments and In-Home Service Reminders

Why It Matters: Reduce missed appointements and optimize scheduling

Whether it’s a CPAP fitting, oxygen tank swap, or home nurse visits, appointment reminders keep patients informed and prevent delays in care delivery and schedules.

HIPAA compliant appointment emails can include:

  • Patient names and appointment details
  • Secure rescheduling links
  • Technician or home nurse arrival windows

Benefits

  • Fewer missed visits
  • Improved care continuity
  • Better coordination with caregivers
  • Enhanced patient satisfaction and trust 

Use Case #5: Payment Reminders and Billing Notices

Why It Matters: Accelerate revenue collection

Secure email makes it easy to send billing statements, insurance updates, or out-of-pocket payment reminders related to medical equipment and in-home care – even when they contain PHI or medical codes.

Benefits

  • Faster payment collections
  • Reduced billing confusion
  • Clear and compliant patient communications

Use Case #6: New Supply and Refill Reminders

Why It Matters: Promote adherence and retention

Don’t wait for patients to run out of critical supplies. Use automated, HIPAA compliant email to remind them it’s time to reorder medical products and/or supplies.

Benefits

  • Better patient outcomes
  • Higher reorder rates
  • Lower administrative overhead 

LuxSci HIPAA-Compliant Email for Medical Equipment Providers

HIPAA-compliant email is no longer optional, it’s essential, especially for modern medical equipment providers who want to provide the best possible experience for their patients, optimize operations, and retain an edge in an increasingly competitive healthcare landscape. 

For medical equipment providers delivering in-home care or direct-to-patient services, secure email enables smarter, faster, and more personalized communications – all in a secure, HIPAA compliant way on one of today’s most used communications channels.

With LuxSci, you can embrace email communication with confidence, safe in the knowledge that your messages are secure, compliant, and your emails are high-performing and effective. 

LuxSci Offers:

  • Automated encryption (TLS, Secure Portal Pickup, PGP, S/MIME).
  • SMTP and API integration, with EHRs, CRMs, and billing systems.
  • Automated workflows, for intelligent patient engagement.
  • High-volume email capabilities, for new product offers, upgrades, and promotions.
  • Signed BAA and full HIPAA compliance built in.

Whether you’re serving 100 patients or 100,000, LuxSci securely scales with you. Contact us to supercharge your engagement efforts today. 


Medical Equipment Providers Secure Email Use Cases FAQs

Can I send promotional emails about medical Equipment under HIPAA?

Yes, you can. With proper patient consent and a HIPAA-compliant email solution with a signed BAA, you can securely send personalized promotional messages.

Is it safe to include order or delivery details in emails?

Yes, when using a secure, encrypted email solution like LuxSci, you can send PHI, delivery info, and tracking links without violating HIPAA regulations.

Do patients need to log into a portal to read secure emails?

Not necessarily. LuxSci supports multiple delivery methods, including TLS-encrypted direct delivery and secure pickup portals, giving you and your patients options in regards to delivering and reading emails, respectively.

Can LuxSci help automate reminders and email flows?

Absolutely! LuxSci supports automated workflows, APIs, and integrations to trigger reminders, alerts, and follow-ups based on email engagement and recipient actions.

How does secure email impact revenue?

Secure email helps you increase reorder rates, reduce billing friction, and improve patient engagement, all of which can lead to increased revenue.

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HIPAA Compliant Email Encryption

Is Office 365 HIPAA Compliant?

Microsoft Office 365 can be HIPAA compliant when properly configured and covered under a Business Associate Agreement (BAA) with Microsoft. The platform includes security features, access controls, and encryption capabilities that support HIPAA requirements when implemented correctly. Healthcare organizations must enable specific security settings, configure appropriate access permissions, and train staff on proper usage to maintain compliance within the Office 365 environment.

Microsoft BAA Coverage

Microsoft offers a Business Associate Agreement covering Office 365 services when used by healthcare organizations. This agreement establishes Microsoft as a business associate under HIPAA regulations and outlines their responsibilities for protecting health information. Not all Office 365 services fall under BAA coverage – Microsoft provides documentation specifying which services qualify for healthcare data. Core services like Exchange Online, SharePoint Online, OneDrive for Business, and Microsoft Teams typically qualify with proper configuration. Organizations must execute this agreement before storing any protected health information in Office 365.

Email Protection Capabilities

Exchange Online includes several features supporting HIPAA compliant status for healthcare email. Transport Layer Security (TLS) encrypts email during transmission between systems. Data Loss Prevention policies can identify and protect messages containing patient information. Rights Management Services allows message encryption for sensitive healthcare communications. Organizations can implement archiving and retention policies that maintain healthcare records according to regulatory requirements. These capabilities help protect patient information sent through email while maintaining appropriate documentation for becoming HIPAA compliant.

Document Storage Safeguards

SharePoint Online and OneDrive for Business provide document storage with security features supporting HIPAA compliance. Encryption protects stored healthcare documents from unauthorized access. Permission controls restrict document viewing based on user roles and responsibilities. Audit logging tracks document access and modifications for HIPAA compliant documentation. Version history maintains records of document changes. Organizations can implement information barriers that prevent inappropriate sharing between departments. These features allow healthcare organizations to store and collaborate on patient information while maintaining appropriate security controls.

Collaborative Healthcare Communication

Microsoft Teams offers collaboration capabilities that support HIPAA compliant communication when properly configured. Private channels allow secure discussions about patient cases between authorized healthcare providers. Meeting recordings and chat logs maintain appropriate documentation of clinical consultations. Guest access controls allow external providers to participate in care discussions with proper security boundaries. Organizations can implement retention policies that maintain records according to healthcare requirements. These features enable healthcare teams to collaborate effectively while protecting patient information confidentiality.

Platform Management Tools

Office 365 includes administrative tools that help maintain HIPAA compliance across the platform. Multi-factor authentication adds security beyond passwords for accessing healthcare information. Conditional access policies can restrict system access based on device status, location, and risk factors. Mobile device management enforces security requirements on smartphones and tablets accessing patient data. Security monitoring identifies potential threats and suspicious activities across the environment. These administrative capabilities help organizations implement security programs that protect healthcare information throughout the Office 365 environment.

Workforce Readiness Elements

Achieving HIPAA compliance with Office 365 requires proper implementation and staff training beyond technical configuration. Organizations must develop policies governing appropriate use of Office 365 services for healthcare information. Staff need training on security features and compliance requirements specific to the platform. Regular security assessments help identify potential vulnerabilities in Office 365 implementations. Documentation should include Office 365 security configurations as part of overall compliance planning. These implementation practices help organizations maintain HIPAA compliance while leveraging Office 365 productivity benefits.

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HIPAA secure email

What Does the HIPAA Marketing Rule Require?

The HIPAA marketing rule prohibits healthcare organizations from using protected health information for promotional communications without written patient authorization, defining promotional activities as communications that encourage patients to purchase products or services with financial benefit to the sender. Organizations can send treatment-related communications, appointment reminders, and health plan benefit descriptions without authorization, but any communication promoting third-party products, paid services, or revenue-generating activities requires explicit patient consent through properly executed authorization forms.

Healthcare providers regularly find themselves struggling with acceptable patient education and prohibited promotional activities. A simple newsletter about diabetes management becomes problematic when it includes advertisements for glucose monitors or pharmaceutical products that generate revenue for the practice.

The HIPAA Marketing Rule Authorization Framework

Patient authorization documents must contain sixteen specific elements including detailed descriptions of information to be disclosed, identification of recipients, expiration dates, and explanations of revocation rights. These forms cannot be combined with other consent documents and must use plain language that patients can easily understand. Healthcare organizations face penalties when authorization forms lack required elements or contain overly broad permission language.

Patients retain the right to revoke authorization at any time, forcing organizations to immediately cease all promotional activities involving that individual’s information. Organizations cannot condition treatment, payment, enrollment, or benefits eligibility on patients providing authorization for promotional purposes, creating clear separation between healthcare services and commercial activities.

Treatment Communications Bypass Marketing Restrictions

Healthcare organizations can discuss treatment alternatives, medication options, and care coordination services without obtaining separate authorization because these communications serve legitimate healthcare purposes rather than commercial interests. Appointment scheduling, test result notifications, and prescription refill reminders fall under treatment or healthcare operations exemptions from marketing regulations.

Face-to-face communications between providers and patients about treatment options is unrestricted, even when providers receive financial benefits from recommended treatments or services. Written materials distributed during these encounters may trigger authorization requirements if they promote specific products or services beyond the immediate treatment relationship.

Financial Incentive Distinctions Shape HIPAA Marketing Rule Compliance

Communications become subject to the HIPAA marketing rule when healthcare organizations receive financial remuneration from third parties for promoting their products or services. Pharmaceutical company payments for promoting medications, medical device manufacturer incentives, or referral fees from specialty services transform otherwise acceptable communications into restricted promotional activities.

Organizations must examine their financial relationships carefully to determine when communications cross from permissible healthcare operations into restricted promotional territory. Even nominal payments or gifts from third parties can trigger marketing authorization requirements for communications that mention or promote those parties’ products or services.

Business Associate Relationships Complicate Marketing Activities

Vendors creating promotional materials, managing patient outreach campaigns, or analyzing treatment data for commercial purposes need business associate agreements before accessing PHI. These relationships are difficult if the promotional vendors also provide healthcare services or when healthcare organizations share revenue from marketing activities with their business partners.

Organizations must negotiate appropriate contractual protections and ensure vendors understand their obligations under the HIPAA marketing rule before beginning any collaborative promotional activities. Liability for vendor violations remains with the covered entity, making careful partner selection and monitoring essential for maintaining compliance.

Digital Platforms & Modern Marketing Compliance Challenges

Social media advertising, email campaigns, and online retargeting involve sharing patient information with technology platforms that lack appropriate privacy protections. Healthcare organizations cannot upload patient contact lists, demographic details, or treatment information to advertising platforms without proper authorization and business associate agreements covering those platforms.

Website analytics, social media pixels, and advertising tracking technologies may inadvertently capture and transmit PHI to third-party platforms without appropriate protections. Organizations need controls to prevent accidental information sharing while still enabling effective digital marketing activities within compliance boundaries.

Enforcement Penalties Reflect Serious Violation Consequences

Recent Office for Civil Rights enforcement actions have resulted in multi-million dollar settlements for organizations that used patient information in marketing materials without authorization or shared PHI with advertising vendors without appropriate agreements. These cases highlight increasing federal scrutiny of healthcare promotional activities and willingness to impose substantial financial penalties.

Violations may stem from seemingly innocent activities like patient newsletters, social media posts, or website testimonials that inadvertently disclosed PHI without proper authorization. Organizations discover that good intentions cannot shield them from penalties when their marketing activities violate patient privacy protections under the HIPAA marketing rule.

Compliance Programs Minimize Violation Risks

Healthcare organizations benefit from establishing clear review processes for all promotional materials and patient communications before distribution. Designated privacy personnel can evaluate whether proposed communications require authorization, involve business associate relationships, or create other compliance risks under marketing regulations.

Staff training helps employees recognize the difference between permissible healthcare communications and restricted marketing activities. Education updates keep pace with new promotional channels, emerging technology platforms, and evolving interpretations of the rule’s requirements within changing healthcare and advertising landscapes.

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LuxSci vs. Paubox

LuxSci vs. Paubox: How to Choose the Right HIPAA-Compliant Email Provider

Choosing the right HIPAA-compliant email vendor is crucial for protecting patient data and ensuring compliance with healthcare regulations, including verifying HIPAA compliance and security features, evaluating ease of use and integration capabilities, assessing deliverability and performance, and understanding pricing and scalability. You should also evaluate a vendor’s customer support and company reputation.

The Health Insurance Portability and Accountability Act (HIPAA) details strict guidelines for securing sensitive patient data, including Protected Health Information (PHI). As a result, healthcare providers, payers, and suppliers must use a HIPAA-compliant email provider to abide by regulations designed to safeguard PHI.

With this in mind, this post evaluates two of today’s most popular HIPAA-compliant email providers on the market: LuxSci and Paubox. We’ll compare the two HIPAA-compliant offerings on several criteria, helping you to decide which email provider best fits the needs of your organization.

LuxSci vs. Paubox: Evaluation Criteria

We will evaluate LuxSci vs. Paubox on the following criteria:

  • Data security and Compliance: how well each email provider safeguards PHI as per HIPAA’s requirements 
  • Performance and Scalability: the platform’s ability to conduct bulk email marketing campaigns, and scale them as a company’s engagement efforts grow.
  • Infrastructure: if it provides the necessary technical infrastructure, processes and controls to both protect sensitive patient data and support high-volume email marketing campaigns.
  • Marketing Capabilities: if the platform provides tools for optimizing and refining your communication strategies.
  • Ease of Use: how steep the learning curve is for each platform.
  • Other HIPAA-Compliant Products: if the email provider offers complementary features that will aid your patient engagement efforts. 

Now that we’ve explained the parameters by which we’ll be comparing the HIPAA compliant email providers, let’s see how LuxSci and Paubox stack up against each other. 

LuxSci vs. Paubox: How They Compare

Data Security and Compliance

Both LuxSci and Paubox perform admirably here, with both being fully HIPAA-compliant email providers, offering automated encryption that allows you to include PHI in email communications straight away. Both providers secure email data both in transit and at rest.

Additionally, both are HITRUST certified, which further demonstrates a strong commitment to data privacy and security.

When compared to Paubox, LuxSci has the edge here because it has more comprehensive encryption options. This includes highly flexible encryption: automatically setting the ideal level of security and encryption needs based on the email content, recipient and business process.

Performance and Scalability

While both email providers deliver proven solutions and enable healthcare companies to scale their email marketing campaigns accordingly, LuxSci is the better option for high-volume email marketing campaigns, including bulk sending of hundreds of thousands to millions of emails per month. This is due to the fact that LuxSci specializes in assisting large healthcare organizations with executing high volume email marketing campaigns, including companies like Athenahealth, 1800 Contacts, Eurofins, and Rotech medical equipment. Consequently, LuxSci offers enterprise-grade scalability and has developed robust solutions capable of the high throughput required for enterprise-level patient and customer engagement efforts.

Infrastructure

Additionally, when it comes to other aspects related to infrastructure, LuxSci demonstrates an advantage. Firstly, they offer a dedicated, single tenant infrastructure, as well as secure email hosting, while Paubox does not. Additionally, though Paubox can provide additional options, such as high availability and disaster recovery, their capabilities may not as comprehensive as LuxSci.

Marketing capabilities

Both email delivery platforms possess useful marketing tools, enabling more effective HIPAA-compliant email marketing. This includes automation for streamlining email marketing campaigns and, customization options, so your messages are both more compelling and align with your company’s branding.

LuxSci, however, offers more comprehensive reporting capabilities than Paubox, including real-time monitoring, detailed performance metrics (e.g., deliverability, open and click-through rates, bounced emails, spam complaints, and recipient domain reporting), as well as granular segmentation options.

Ease of use

Paubox has the edge here, being the easier of the two HIPAA-compliant email providers to deploy and for staff to get to ramp up on. Suited for more complex and sophisticated environments, LuxSci offsets this with exemplary customer support honed from decades of facilitating organizations’ HIPAA-compliant email marketing campaigns – especially for this on a large scale.

Other HIPAA-compliant Products

Lastly, when it comes to complementary features, both LuxSci and Paubox offer secure texting functionality, allowing healthcare companies to cater to their patients and customers who prefer to communicate via SMS. And while both email providers feature secure forms for HIPAA-compliant data collection, LuxSci’s forms are more advanced, capable of handling more complex workflows, including multi-step data collection, and providing better customization options.

Additionally, LuxSci offers secure file sharing, encrypting files at rest and in transit, allowing for even more granular access controls, and ensuring only those within your company who must handle PHI have the appropriate access permissions. This is yet another safeguard against the exposure of PHI, whether accidentally, through identity theft (e.g., session-hijacking by a cybercriminal), or even corporate espionage. 

Get Your Copy of LuxSci’s Vendor Comparison Guide

While this post focuses on comparing  LuxSci and Paubox, we have created a complete Vendor Comparison Guide, which compares 12 email providers and is packed full of essential information on HIPAA-compliant communication and how to choose the best healthcare email solution for your organization.

You can grab your copy here, and don’t hesitate to contact us to explore your options for HIPAA-compliant email further.

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HIPAA email laws

What Are HIPAA Compliant Hosting Services?

HIPAA compliant hosting services provide secure infrastructure for healthcare applications and data storage while meeting regulatory requirements for protecting electronic protected health information. These services include cloud hosting, dedicated servers, managed services, and hybrid solutions that implement encryption, access controls, audit logging, and business associate agreements to support healthcare organizations’ compliance obligations. Healthcare organizations need reliable hosting solutions that can handle the security and compliance requirements of medical applications while providing scalability and cost-effectiveness. Standard hosting services lack the features necessary for healthcare applications involving protected health information.

Cloud Infrastructure and Platform Services

Infrastructure as a Service (IaaS) platforms provide virtualized computing resources including servers, storage, and networking that healthcare organizations can configure for their specific applications while maintaining HIPAA compliant hosting. These platforms offer scalability and flexibility while implementing appropriate security controls. Platform as a Service (PaaS) solutions provide development and deployment environments for healthcare applications with built-in compliance features including encryption, access controls, and audit capabilities. These platforms enable healthcare organizations to focus on application development while leveraging provider expertise in compliance management. Software as a Service (SaaS) applications designed for healthcare provide complete solutions including electronic health records, practice management systems, and patient engagement tools with integrated HIPAA compliance features. These applications reduce internal IT requirements while maintaining regulatory adherence.

Private Cloud Options for HIPAA Compliant Hosting Services

Single-tenant environments provide healthcare organizations with dedicated computing resources that are not shared with other clients, offering enhanced security and performance isolation. These environments help address concerns about data co-location while providing predictable performance characteristics. Private cloud deployments combine the scalability benefits of cloud computing with the security advantages of dedicated infrastructure through isolated virtual environments. Healthcare organizations can achieve cloud flexibility while maintaining greater control over their computing environment. Hybrid cloud solutions enable healthcare organizations to combine on-premises infrastructure with cloud services based on specific application requirements and compliance needs. Architectures provide flexibility for different workloads while maintaining appropriate security controls.

Support Options for HIPAA Compliant Hosting Services

HIPAA compliant hosting services provide specialized expertise for healthcare data storage including backup, recovery, performance optimization, and security monitoring. These services help healthcare organizations maintain database security while reducing internal administrative burden. Application hosting services manage the complete technology stack for healthcare applications including operating systems, middleware, and application software while maintaining HIPAA compliance. These services enable healthcare organizations to focus on patient care rather than infrastructure management. Security monitoring services provide oversight of hosting infrastructure including threat detection, incident response, and compliance monitoring.

Data Protection and Backup Solutions

Encryption services protect healthcare data during storage and transmission through automated key management and policy enforcement. These services ensure that PHI receives appropriate protection without requiring healthcare organizations to develop internal encryption expertise. Backup and disaster recovery services maintain additional copies of healthcare data while preserving security protections and enabling rapid restoration after system failures or security incidents. These services help ensure business continuity while maintaining compliance obligations. Data loss prevention tools monitor healthcare data movement and usage to identify potential unauthorized disclosures or policy violations. Data tools help hosting providers and healthcare clients maintain awareness of data handling activities while preventing compliance incidents.

Network Security and Access Management

Virtual private network services provide secure communication channels between healthcare organizations and hosting infrastructure while protecting data transmission from interception or modification. These HIPAA compliant hosting services enable remote access while maintaining appropriate security controls. Identity and access management services help healthcare organizations control user permissions and authentication for hosted applications while maintaining audit trails and compliance documentation. These services integrate with existing healthcare systems while providing centralized access control. Network segmentation services isolate healthcare applications and data from other hosted services while maintaining necessary connectivity for operations and patient care. These services help reduce security risks while enabling efficient resource utilization.

Compliance and Audit Support Services

Risk assessment services help healthcare organizations evaluate their hosting environment for potential vulnerabilities and compliance gaps while providing recommendations for improvement. HIPAA compliant hosting services use specialized expertise in healthcare security and regulatory requirements. Audit preparation services assist healthcare organizations in responding to regulatory reviews or compliance assessments by organizing documentation and providing evidence of security controls. These services help reduce the burden of compliance demonstrations while ensuring thoroughness. Compliance monitoring services provide ongoing oversight of hosting environment security and regulatory adherence through automated tools and expert analysis. HIPAA compliant hosting services help healthcare organizations maintain awareness of their compliance status while identifying potential issues before they become violations.

Vendor Selection and Evaluation Criteria

Security certification assessment helps healthcare organizations evaluate hosting providers based on their compliance with industry standards including SOC 2, HITRUST, and ISO 27001. These certifications provide objective evidence of provider security capabilities and commitment to best practices. Business associate agreement evaluation ensures that hosting providers accept appropriate liability and compliance obligations when handling PHI on behalf of healthcare organizations. These agreements must include specific provisions about data protection, breach notification, and audit rights. Service level agreement analysis helps healthcare organizations understand hosting provider performance commitments including uptime guarantees, response times, and support availability.

Subscription-based pricing provides predictable monthly or annual costs for HIPAA compliant hosting services while including compliance features and support services. Healthcare organizations can budget effectively while ensuring that compliance capabilities are included in base pricing rather than additional fees. Usage-based billing scales hosting costs with actual resource consumption while maintaining compliance features regardless of utilization levels. This pricing model helps healthcare organizations manage costs during growth or seasonal variations while preserving security protections. Implementation and migration services help healthcare organizations transition to compliant hosting solutions while minimizing disruption to patient care and business operations. Services do well to include project management, data transfer, and staff training to ensure successful deployment.

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