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How automated HIPAA compliant emails can increase patient satisfaction

How automated HIPAA compliant emails can increase patient satisfaction

Providers can use patients’ electronic health records (EHR) to automate HIPAA compliant emails, which can improve personal healthcare communication.

The Journal of the American Board of Family Medicine states that: “Effective communication between patients and doctors has always been the hallmark of a mutually beneficial doctor-patient relationship, contributing to improved clinical outcomes and high rates of patient and physician satisfaction.” It further elaborated that “E-mail communication was found to be a more convenient form of communication… [with] satisfaction by both patients and physicians improved.

This shows that emails can be used to enhance the patient-provider relationship. So, embracing effective email communication could improve outcomes for both parties involved.


Streamlining automated HIPAA compliant emails

Research shows that an automated test results management system “can improve patient satisfaction with the communication of information regarding their condition and treatment plans.” Additionally, it delivers test results to patients promptly and reduces wait times.

HIPAA compliant email solutions can be integrated into electronic health records (EHR) to streamline healthcare communications. This integration ensures that patient information remains secure and confidential while allowing efficient communication between healthcare providers and patients.

More specifically, using a HIPAA compliant email solution like Paubox allows providers to send encrypted emails containing protected health information (PHI) without the risk of a data breach.

For instance, providers can send out appointment reminders using HIPAA compliant emails. As proven in the National Library of Medicine, “Electronic health records–linked reminders… [are a] convenient method of allowing patients to link their… medications to automated reminders”, 

So, combining EHR functionality with HIPAA compliant emails can help achieve secure patient-centered communication.

Go deeper: What is an electronic health record (EHR)?


Using electronic health records (EHR) to personalize emails

Providers can use the data stored within EHR systems to tailor communication strategies to individual patient needs, preferences, and health conditions. Patients can receive personalized reminders, educational materials, and care instructions through HIPAA compliant emails. For example, if a provider has a patient with diabetes, they could use the patient’s electronic health records to set up automated email reminders aligned with their meal schedule. The patient would receive timely notifications, prompting them to administer insulin precisely when needed. 


Tips on how providers can use HIPAA compliant emails to increase patient satisfaction

  • Personalize communication: Tailor email content to individual patient preferences and needs.
  • Send appointment reminders: Use emails to send timely reminders for upcoming appointments, reducing no-show rates.
  • Provide medication reminders: Send automated reminders for medication refills or dosage schedules to improve adherence.
  • Share test results: Use secure emails to communicate test results promptly, empowering patients to stay informed about their health status.
  • Offer educational resources: Share educational materials or links to reputable health resources to help patients better understand their conditions and treatment options.
  • Send follow-up instructions: Provide post-appointment instructions or follow-up care plans via email to reinforce treatment plans and encourage patient engagement.
  • Enable two-way communication: Encourage patients to respond to emails with questions or concerns.
  • Ensure accessibility: Ensure that emails and associated content are accessible to patients with disabilities, such as providing alternative formats or assistive technologies.
  • Offer language options: Provide email communication in multiple languages to accommodate diverse patient populations and language preferences.
  • Address concerns promptly: Respond promptly to patient inquiries or concerns raised via email.
  • Provide support resources: Include contact information for support resources or patient advocacy groups in email communications to offer additional support.
  • Promote preventive care: Send reminders for preventive screenings to help patients stay proactive about their healthcare needs.
  • Coordinate care: Use HIPAA compliant email to collaborate with healthcare providers involved in a patient's care.



Can patients communicate securely with their healthcare providers via email?

Yes, patients can communicate securely with their healthcare providers using HIPAA compliant email solutions, like Paubox, that encrypt messages containing protected health information (PHI).


Are EHR-linked reminders customizable for individual patient needs?

Yes, EHR-linked reminders can be customized to meet individual patient needs, including medication schedules, appointment preferences, and preferred communication methods.


Are email reminders accessible to patients with disabilities?

Yes, email reminders can be designed to be accessible to patients with disabilities, ensuring equal access to healthcare communication.


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