HIPAA compliant email vs. patient portals for mental healthcare

Discussions around mental health transparency and patient engagement continue, and HIPAA compliant emails outperform patient portals each time.

The challenges of patient portals

Emotional vulnerability

According to the New York Times article titled “Your therapist's notes might be just a click away,” the increasing accessibility of therapy notes through patient portals has left many individuals feeling vulnerable to their own mental health records. 

Jeffrey, 76, describes feeling “ambushed,” after coming across sensitive details about his childhood trauma in his therapist's notes. This experience also raises concerns about the potential for emotional distress when intimate details are readily accessible.

Moreover, when individuals like Jeffrey struggle to trust their therapist, it could hinder their therapy progress.

Inconvenience

Patient portals often require a level of technological literacy that not all patients possess. Older adults and individuals from lower socioeconomic backgrounds may struggle to navigate these systems. 

Research on portal use in an acute care patient portal intervention showed that patients decline portal use because “they were not interested (56.52%)”, or “it involved too much technology (14.52%), having difficulties in using or accessing the portal. Even among those who opted to use the portal, 65% did not use the portal beyond the first day.

Ultimately, these complex interfaces can deter patients from engaging with their mental healthcare provider.

Privacy risks

Managing separate accounts across different healthcare systems is a risk to patient privacy. Especially, when security concerns are the most prevalent negative perceptions identified in a systematic review of patient and provider attitudes toward the use of patient portals.

Why providers should use HIPAA compliant emails instead

In contrast to patient portals, HIPAA compliant email solutions like Paubox offer a range of benefits that effectively address these challenges:

Patient privacy and security

Paubox email offers advanced security measures like encryption to safeguard patients’ protected health information (PHI) in communications. It prevents unauthorized access to PHI, adhering to the requirements outlined in the Health Insurance Portability and Accountability Act (HIPAA). 

Additionally, HIPAA compliant emails allow mental health providers to track patient communication, enhancing accountability in their practices. 

Familiarity

Email is a familiar communication tool for most individuals, making it a more accessible option for engaging with healthcare providers. Research has shown that many patients prefer communicating through email as it is a less intimidating environment. 

A mixed method study on the use of information and communication technology among patients found that among older patients with lower incomes and who report low levels of technology use, “Participants perceived the process of setting up any new service (e.g., patient portal, telehealth, and health apps) to be complex.” 

Yet, “half (46.6%) accessed email at least weekly, 58.3% texted at least weekly…”, indicating that email is a familiar and comfortable tool that can be tailored to different patient backgrounds, without adding unnecessary complexity or alienating marginalized populations.

User-friendliness

Providers can send HIPAA compliant emails directly to a patient’s existing email account, allowing for easy access without the complications associated with patient portals. These emails can encourage patient engagement and improve their commitment to their treatment plan.

Emotional safety

HIPAA compliant emails allow patients to review sensitive information at their own pace and in a more comfortable setting. Patients can take the time to process information before responding, reducing feelings of being ambushed by unexpected details.

For example, therapists can send session summaries so patients can digest the content privately, helping them mitigate emotional distress.

Go deeper: Why patient portals are inconvenient: An evidence-based perspective

FAQs

What are HIPAA compliant emails?

HIPAA compliant emails are secure email platforms that adhere to the regulations outlined in the Health Insurance Portability and Accountability Act (HIPAA) to protect patients’ protected health information (PHI).

Can patients request additional support via email?

Yes, patients can directly email their providers for clarification, their provider can then respond with a HIPAA compliant email, offering support while ensuring patient privacy. 

Can HIPAA compliant emails include attachments, like medical images or documents?

Yes, HIPAA compliant emails can include attachments containing medical images, documents, or other sensitive information, protecting patient privacy and preventing unauthorized access during transmission and at rest.