In its conventional form, email is not secure enough for transmitting medical records. Standard email lacks encryption measures to protect data throughout its transmission, making it vulnerable to interception, hacking, or unauthorized access.
To uphold patient confidentiality, comply with regulations, and mitigate the risks of data breaches, utilizing more secure methods beyond standard email is essential.
The perceived convenience
Email has undeniably revolutionized communication by offering instant connectivity and document sharing; however, the conventional form falls short of ensuring the secure transmission of highly sensitive medical records.
Its convenience comes with notable security concerns, particularly when dealing with confidential healthcare information. Healthcare professionals and organizations should prioritize secure alternatives that offer strong encryption and compliance with industry regulations to protect patient privacy and data integrity.
Related: Can you discuss health issues with patients via email?
Secure alternatives
Alternatives beyond conventional email are recommended to ensure the safeguarding of sensitive medical records:
Encrypted email services
Encryption: Unlike standard email, encrypted email services secure the data from the sender to the recipient. These services use robust encryption methods that prevent unauthorized access to the content of emails.
Authentication measures: These services often incorporate additional security measures, such as two-factor authentication, enhancing the overall protection of the communication channel.
Secure file-sharing platforms
Advanced encryption protocols: Platforms like ShareFile, Dropbox Business, or Google Workspace for Healthcare leverage advanced encryption protocols to safeguard transmitted files. They provide secure file storage and transmission, ensuring that medical records remain protected both in transit and at rest.
Access control and permissions: These platforms allow administrators to set granular access controls, restricting document access to authorized personnel only. This helps manage and monitor who can view, edit, or download sensitive records.
Dedicated healthcare communication systems
HIPAA compliant solutions: Specialized platforms such as Paubox are designed explicitly for healthcare professionals and comply with HIPAA regulations. They offer secure messaging, file sharing, and communication tools tailored to the healthcare industry's unique needs.
Secure collaboration features: These systems often include secure features like real-time messaging, video conferencing, and document sharing within a protected environment, ensuring seamless yet secure communication among healthcare providers.
Related: HIPAA Compliant Email: The Definitive Guide
Best practices
When handling medical records, adopting best practices becomes imperative:
- Encryption: Use encryption tools or services to protect data from unauthorized access.
- Secure communication platforms: Employ specialized platforms that comply with healthcare regulations for sharing medical information securely.
- Access controls: Implement stringent access controls to limit who can view and share sensitive records.
- Regular security audits: Conduct periodic assessments and updates to ensure systems remain robust and secure.
Go deeper: How to send HIPAA compliant emails
Tshedimoso Makhene
