Using HIPAA compliant email to create community networks

Communities are underrated resources in the treatment of a litany of illnesses, including mental health disorders. While mental health practitioners are the primary point of diagnosis and care, community networks of social workers, law enforcement, and community leaders provide consistent support. The coordination of communication between the members of the network is easily achieved through the use of HIPAA compliant email. 

The value of community in mental health treatment

Community networks can take various forms, the most valuable in healthcare being the employment of community health workers. They are defined in a Journal of General Internal Medicine study as, “Community health workers (CHWs), who have minimal formal training in healthcare and are hired primarily for their connection to a community.” These workers often provide connections between the community members, mental health professionals, and social workers which allows for a full spectrum of support not available to most mental health patients. 

Using these support networks as a mental health practitioner can provide a safety net supporting patients' daily needs. A Community Mental Health Journal study states, “Diagnoses and functional impairments associated with severe mental disorders make it difficult for some individuals who need services to access these services. This cognitive challenge provides the fundamental rationale for case management.” When community care accompanies treatment, support becomes consistent with patients, especially those experiencing severe mental health disorders, having multiple touchpoints to find help as necessary. Through this flexibility and adaptability patients are more likely to receive personalized targeted care. 

Related: The benefits of using email in community psychological practices

The communication challenges in creating community networks 

• Diverse professional languages and goals across organizations (like mental health providers vs. law enforcement). 
• Misinterpretation of behavioral symptoms by nonmental health professionals. 
• Technological disparities in infrastructure make sharing information difficult.
• Limited mental health expertise in generalist organizations causes poor coordination. 
• Geographical barriers between available support prevent timely communication.
• Cultural and social stigmas around mental health, affect the way patients disclose information.
  
  

How to use email to create effective community networks 

Facilitating the right communication

• Community networks are a mixture of diverse professionals who use different standards and policies. Mental health practitioners as a central point in this support require the creation of a shared glossary and procedure for communication related to patients. 
• Email allows for the distribution of this information as well as consistent communication related to patient progress, the evolving goals of the network, and any new service coordination efforts. 
  
  

Invest in building structured accessible communication channels

• Mailing lists and groups are one of the many benefits of email. Using email, mental health practitioners can group recipients by their role like clinical staff, administrative staff, or community workers. 
• HIPAA compliant email platforms like Paubox, are easily integrated with commonly used email services like Gmail and Outlook. These services connect to scheduling tools like Google Calendar, which makes sure that community efforts are easily coordinated and scheduled. 
  
  

Improve interorganizational collaboration

• Email benefits interdisciplinary case discussions by allowing for the exchange of documents, case discussions, and feedback, which can be done asynchronously. 
• Necessary resources like referral systems that assist with connecting patients with members of the support network are easily centralized through email. 
  
  

Overcoming geographic and time barriers

• Rural areas often lack the resources needed to offer patients with consistent mental healthcare. The creation of community networks can be difficult when practitioners and community support systems are dispersed.
• Email allows for the connection of these networks in ways not otherwise accessible to rural organizations. The medium is also an easy, cheap, and commonly used method of communication.  
  
  

FAQs

Who can in a community network can a mental health practitioner share PHI with as part of treatment? 

A mental health practitioner can share protected health information (PHI) with other healthcare providers involved in a patient's treatment as part of care coordination. Sharing information with social workers and community leaders on the other hand requires the patient's consent. 

Are social workers covered entities? 

Social workers are generally not covered entities under HIPAA.

Can providers share PHI with homeless shelter management? 

Providers can share PHI with homeless shelter management with patient consent.