Educational emails contain informative content that directly relates to patients' health needs and interests. These messages aim to promote a stronger understanding of conditions and help patients make more informed decisions on their care. At the same time, they cultivate trust and showcase an ongoing commitment to patients' well-being.
The HIPAA Privacy Rule doesn't classify patient education emails as marketing, which means obtaining patient permission isn't required.
HIPAA regulations for patient education emails
The HIPAA Privacy Rule outlines specific guidelines for how protected health information (PHI) can be used and disclosed. In most situations, covered entities must obtain a patient's written authorization before their PHI can be utilized for marketing communication.
"Marketing" typically refers to messages that encourage the use or purchase of a product or service. Patient education emails that are general and non-promotional in nature do not fall under this definition. Therefore, these communications are not subject to opt-in requirements. Some examples are emails with disease prevention tips or annual mammogram reminders for women.
Furthermore, treatment-related emails are exempt from the definition of marketing. This means prior authorization is not necessary to provide educational information that connects to patients' care, such as medication instructions, common side effects, or a description of potential outcomes. Recommending alternative treatments, providers, or therapies is also permitted under HIPAA.
Finally, covered entities are allowed to inform patients about their own health-related products or services without needing consent. For example, a healthcare organization can announce the arrival of additional equipment or introduce a new department via email. Similarly, an insurance provider may provide information about the entities in its network or let enrollees know about the latest changes to a health plan.
How to send patient education emails securely
Although patient education emails are allowed without patient opt-in, security measures still need to be implemented. Healthcare marketers must ensure that content adheres to HIPAA's Minimum Necessary Standard component. This reduces the chance of unauthorized disclosures or breaches of PHI.
When sending patient education emails, include only information essential to the message's purpose. In addition, any transmission of PHI must be compliant with the HIPAA Security Rule. Make sure that all of your employees are thoroughly trained on these best practices.
Alternatively, covered entities can sign a business associate agreement (BAA) with a HIPAA compliant email marketing platform. This allows healthcare marketers to go beyond broad educational content and deliver highly personalized messages to specific patient populations. A signed BAA acknowledges the roles and responsibilities of the third-party service provider in maintaining a HIPAA compliant environment for managing patients' sensitive information.
Patient education emails are an exception
Patient education emails are considered an exception to the HIPAA Privacy Rule's definition of marketing. Therefore, patient opt-in is not necessary to send these messages.
