A 2016 study by Holly Jeffers and Maureen Baker, Continuity of care: still important in modern-day general practice, wrote that “Continuity of care has always been at the heart of general practice. Patients who receive continuity have better healthcare outcomes, higher satisfaction rates, and the health care they receive is more cost-effective.” Furthermore, from a patient perspective, the study Importance of continuity of care from a patient perspective – a cross-sectional study in Swedish health care by Ebba Cohen and Iba Lindman, found that “the majority of patients value CoC [continuity of care] in terms of importance of having an RGP [regular general practitioner].”
To support this vital continuity, especially in the period following treatment, healthcare organizations can leverage HIPAA compliant email as a secure and effective communication tool. This allows healthcare organizations to ensure continuity of care while maintaining patient privacy and confidentiality. They can securely offer valuable post-treatment support, guidance, and follow-up appointments by obtaining patient consent, selecting a HIPAA compliant email service provider, and implementing secure communication practices.
HIPAA regulations govern how healthcare providers handle protected health information (PHI), including communication with patients. According to the HHS, "The Security Rule requires covered entities to maintain reasonable and appropriate administrative, technical, and physical safeguards for protecting e-PHI." This may include encryption, access controls, and audit trails. These measures ensure that patient information remains secure throughout the communication process, reducing the risk of unauthorized access or breaches. Compliance with these regulations helps healthcare organizations maintain patient trust and confidentiality while enabling effective follow-up care.
Patients often forget a significant portion of medical consultation information, with only 49% remembering decisions and recommendations, according to AARP. However, follow-up may provide a solution to patients forgetting information relayed by their healthcare provider. The study Email consultations in health care: 1—scope and effectiveness, found that email communication can enhance patient understanding, memory, and involvement in their care by offering a written record of medical guidance that patients can review as needed. Sending follow-up emails with key points, helpful resources, or responses to common questions allows healthcare providers to reinforce critical information and support better patient comprehension.
The U.S. Department of Health and Human Services (HHS) states that “the Security Rule does not expressly prohibit the use of email for sending e-PHI.” However, covered entities and their business associates are required to establish policies and procedures in line with HIPAA standards for access control, integrity, and transmission security of ePHI. These measures must ensure the protection of ePHI's integrity and prevent unauthorized access.
Healthcare providers must choose email service providers offering features compliant with these HIPAA requirements to ensure secure PHI exchange and regulatory adherence.
The HIPAA requirements for email communication involving PHI include:
Choosing an email service provider that meets these helps ensure a secure communication. Non-compliance can lead to steep penalties, which can range from $141 to $71,146 per violation, depending on the level of negligence.
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These safeguard patient information and ensure compliance with HIPAA regulations, maintaining the privacy and confidentiality of patient data.
Paubox Email Suite offers a secure, user-friendly solution designed specifically for healthcare providers. Unlike traditional encrypted email services that require patients to log into a separate portal, Paubox delivers encrypted messages directly to the patient’s inbox. This frictionless experience improves patient engagement and ensures that important follow-up information is read and acted upon.
Paubox offers seamless encryption, robust access controls, and automatic email logging to protect sensitive health information while simplifying compliance with HIPAA’s Privacy and Security Rules. For follow-up care, this means providers can confidently send appointment reminders, medication instructions, post-treatment guidance, or educational resources, knowing that the communication is both secure and accessible.
Additionally, Paubox integrates with existing email platforms like Gmail and Microsoft 365, making it easy for healthcare providers to adopt without changing their workflow. With features like email tracking, audit trails, and customizable templates, providers can streamline follow-up processes and maintain a reliable communication record.
When communicating with minors, healthcare providers should obtain consent from the minor's parent or legal guardian and ensure that any communication adheres to HIPAA regulations regarding minors' privacy rights.
Patients generally have the right to opt out of using HIPAA compliant communication channels for follow-up with their healthcare provider. However, healthcare organizations may need to provide alternative communication options to ensure continuity of care.
While social media platforms may offer communication capabilities, they are generally not considered HIPAA compliant channels for patient follow-up. Healthcare providers should rather use dedicated HIPAA compliant communication platforms to ensure patient privacy and compliance with regulations.