How clinics can safely send lab results via email

Email has become one of the primary methods for healthcare communication. From appointment reminders to follow-ups and billing, “it facilitates the fast delivery of messages and information,” says Stephen Ginn in the article Email in healthcare: pros, cons and efficient use.

Email, being a versatile and widely used communication tool, can facilitate the sharing of lab results between clinics, healthcare providers, and patients. However, using email for this purpose involves the transmission of protected health information (PHI), which introduces significant privacy and security considerations.

Without appropriate safeguards, even a simple mistake, such as sending results to the wrong recipient, can lead to data breaches, regulatory penalties, and loss of patient trust. As a result, clinics must strike a careful balance between convenience and compliance.

Why emailing lab results matters

Patients are increasingly expecting fast, convenient access to their health information, and digital communication channels are becoming the norm. Email, in particular, offers a simple and accessible way for clinics to share important updates such as lab results without requiring in-person visits or delays associated with traditional mail.

The shift toward digital access is strongly supported by recent data. According to Health IT, more than three-quarters of individuals nationwide (77%) were offered online access to their health information in 2024, an increase from 73% in 2022. Additionally, nearly two-thirds (65%) accessed their information online at least once in 2024, compared to 57% in 2022. Caregiver, or proxy access, has also grown significantly, more than doubling from 24% in 2020 to 51% in 2024.

These trends show that patients want timely, digital access to their medical data, not only through portals but also through communication methods they already use daily. Email can help clinics meet this demand while improving patient engagement, satisfaction, and continuity of care.

Related: What can email be used for in healthcare?

Is emailing lab results legal?

HIPAA does permit “covered health care providers to communicate electronically, such as through e-mail, with their patients.” However, the organization must implement “appropriate safeguards” when using these electronic platforms. These safeguards may include encryption, access controls, and staff training to reduce the risk of unauthorized access or disclosure. Additionally, patients should be informed of the potential risks associated with email communication and, where appropriate, provide consent to receive their health information, including lab results, electronically.

The risks of emailing lab results

Despite its convenience, email remains one of the most vulnerable communication channels in healthcare for the following reasons:

High rate of email-related breaches

Email continues to be a major source of security incidents in healthcare. According to the 2026 healthcare email security report by Paubox, “170 email-related incidents to the HHS Office for Civil Rights” by healthcare organizations in 2025. The report also notes that “41% of breached organizations were classified as High Risk,” meaning they are more likely to be targeted by cyberattacks. This demonstrates how common email-related breaches are and how vulnerable many healthcare organizations remain to email-based threats.

Human error is a major threat

According to the Verizon 2025 Data Breach Investigations Report Healthcare Snapshot, 60% of data breaches involved a human element.” This means that the majority of incidents are not solely the result of sophisticated cyberattacks, but rather stem from everyday mistakes, such as sending emails to the wrong recipient, falling for phishing scams, or mishandling sensitive information.

In the context of emailing lab results, this demonstrates that even with secure systems in place, human error can still lead to the unintended exposure of PHI.

Misconfigured email systems

According to Paubox’s What small healthcare practices get wrong about HIPAA and email security, 98% of small healthcare practices falsely believe they're HIPAA compliant because their email provider “encrypts emails by default.” However, “This false sense of security leaves small practices exposed to both cyber attacks and compliance violations.” Most of these practices use Microsoft 365 and Google Workspace. These platforms are susceptible to cyberattacks, with “43.3% of healthcare email breaches” occurring on the Microsoft 365 platform. The risk is not necessarily the platform itself, but how it is configured and managed. Without proper configuration, clinics may unknowingly expose PHI when sending lab results using these platforms.

Phishing and cyberattacks

Phishing accounts for over 70% of healthcare data breaches. These attacks involve deceptive emails that trick staff into clicking on malicious links or disclosing login credentials, allowing attackers to infiltrate email accounts and access sensitive patient data. Compromised email accounts can lead to catastrophic consequences, including unauthorized access to PHI. The risks are greater in situations such as emailing lab results, indicating that strong security measures like multi-factor authentication and phishing awareness training are necessary.

Best practices for safely sending lab results via email

Sending lab results via email requires a structured approach to security and compliance. While the risks associated with email communication are significant, they can be effectively managed by implementing the right safeguards. The following best practices outline how clinics can protect patient information, reduce the likelihood of breaches, and ensure that email communication remains both secure and compliant with regulations such as HIPAA.

Obtain patient consent

Before sending lab results electronically, clinics must ensure that patients explicitly agree to receive results via email and understand the associated risks, such as interception or unauthorized access. Consent should be documented and integrated into patient onboarding workflows whenever possible.

Learn more: A guide to obtaining explicit consent

Use encryption

The HIPAA technical safeguards recommend the use of encryption to ensure a “a low probability that anyone other than the receiving party” can access the information. Encryption works by converting the original message from readable text into encoded text, which can only be deciphered by someone with the correct decryption key. This protects sensitive lab results during transmission, ensuring that even if an email is intercepted, the contents remain unreadable to unauthorized parties.

Apply the Minimum Necessary Rule

Only include information that is strictly necessary for the patient or provider, like sending only the specific lab results requested by the patient. Avoid full medical histories, unrelated test data, or sensitive identifiers not required for the intended purpose. This approach limits exposure if a breach occurs and aligns with HIPAA’s Minimum Necessary requirement.

Implement strong access controls

Email accounts must be secured to prevent unauthorized access. Best practices include:

• Multifactor authentication (MFA) to add an extra layer of security.
• Strong, unique passwords updated regularly.
• Automatic session timeouts to prevent lingering access.

Double-check recipient information

Before sending:

• Verify the recipient’s email address.
• Use auto-complete cautiously.
• Confirm identity for new or unfamiliar contacts.

Avoid PHI in subject lines

Subject lines are often unencrypted and visible during transmission. Therefore, it is best practice to:

• Keep subject lines generic (e.g., “Your recent test results”).
• Place sensitive information only in the encrypted body or attachment.

These simple measures can significantly reduce the exposure of sensitive information during delivery.

Train staff regularly

Staff training should cover:

• Identifying and reporting phishing attempts.
• Proper handling of PHI.
• Email verification and secure sharing procedures.

Learn more: How staff training ensures HIPAA compliant email

Use HIPAA compliant email solutions

Standard email platforms often require additional configuration to meet HIPAA standards. A compliant solution, like Paubox, should provide the following:

• Automatic encryption of messages.
• Audit trails and logging for accountability.
• Signed business associate agreements (BAAs).

Using HIPAA compliant email systems ensures that clinics can safely send lab results, prescriptions, and other sensitive communications without relying on potentially misconfigured general-purpose platforms.

See also: HIPAA Compliant Email: The Definitive Guide (2026 Update)

FAQS

Is encryption mandatory for emailing lab results?

Encryption is not always explicitly required, but it is strongly recommended and considered a best practice for protecting PHI.

Are standard email platforms like Gmail or Outlook safe?

Not by default. They require proper configuration and additional safeguards to meet compliance standards.

Can caregivers or proxies receive lab results via email?

Yes, but only if the patient has authorized proxy access. The caregiver’s email must also be secured, and the clinic must ensure safeguards are in place to prevent unauthorized access.

What are the consequences of sending lab results via email without proper safeguards?

Potential consequences include HIPAA violations, fines, reputational damage, and loss of patient trust. Even a single misdirected email can expose sensitive information and trigger a regulatory investigation.