Medical research thrives on collaboration. Bringing together researchers with diverse expertise, resources, and perspectives enables teams to tackle complex health challenges more effectively. According to the BMJ Global Health study ‘Advancing collaborative research for health: Why does collaboration matter?’, research collaboration improves efficiency, maximizes the impact of findings, promotes equity, and ultimately accelerates scientific discovery and better health outcomes.

It includes coordinating multi-site clinical trials, sharing patient data for observational studies, or communicating with institutional review boards (IRBs); research teams rely on email to keep projects moving. However, these collaborations often involve protected health information (PHI), making secure communication essential. Sending sensitive participant information through standard email platforms can increase the risk of data breaches, regulatory penalties, and the loss of participant trust.

HIPAA compliant email enables researchers to collaborate securely by protecting sensitive information while supporting compliance with HIPAA requirements. This allows research teams to communicate efficiently without compromising patient privacy.

 

Types of research collaboration

According to the above study, collaboration in health research extends beyond simply working with other scientists. The authors argue that “the collaborative conduct of health research can entail” four distinct types of collaboration, each contributing to more ethical, efficient, and impactful research. Ideally, research projects should incorporate all four to maximize scientific and public health benefits.

 

Collaborating with researchers where the study is conducted

The first type of collaboration involves partnering with researchers in the locations where the research takes place. Local researchers bring valuable knowledge of the healthcare system, cultural context, patient population, and regulatory landscape.

As the authors explain, collaboration should include “seeking the involvement of researchers in the locations where research is going to be conducted.” This helps researchers navigate ethics approvals, participant recruitment, and local regulations more efficiently while ensuring studies are responsive to community needs.

Secure email supports these partnerships by enabling research teams to safely exchange study protocols, participant updates, ethics documents, and other sensitive information containing PHI.

 

Collaborating with researchers where the findings will be used

According to the study, collaboration includes “seeking the involvement of researchers in the locations where the research results are expected to be beneficial.” Including these researchers helps ensure that studies address local health priorities and that findings are more likely to be translated into clinical practice. The authors note that working closely with local investigators helps adapt research protocols to the needs of affected communities and facilitates the implementation of research findings.

HIPAA compliant email supports this collaboration by allowing healthcare organizations, hospitals, and research institutions to securely communicate about study outcomes, implementation strategies, and participant follow-up while safeguarding sensitive data.

 

Collaborating with researchers conducting similar studies

Another important form of collaboration is working with researchers investigating similar questions. Rather than operating in isolation, research teams can coordinate efforts, share knowledge, and avoid unnecessary duplication. The authors explain that “collaboration can help reduce unnecessary duplication of efforts,” allowing researchers to use resources more efficiently and generate meaningful evidence more quickly.

Secure email facilitates these collaborations by enabling research groups to exchange study updates, discuss methodologies, coordinate multicenter trials, and share non-public information securely across institutions.

 

Collaborating with researchers who have relevant expertise

The final type of collaboration focuses on involving researchers with the right expertise, regardless of where they are based. The authors recommend “seeking the involvement of researchers with relevant expertise, whether or not they are in the locations where research is going to be conducted or where the research results are expected to be beneficial.”

Complex health challenges often require multidisciplinary expertise spanning clinical medicine, epidemiology, genetics, bioinformatics, biostatistics, ethics, and public health. Secure communication allows these geographically dispersed experts to review data, discuss findings, and make informed decisions without exposing sensitive participant information.

HIPAA compliant email ensures that multidisciplinary teams can collaborate confidently while maintaining the privacy and security of protected health information.

Read also: Collaboration using HIPAA compliant email

 

How email supports modern research collaboration

As established above, research collaborations often involve investigators from different institutions, disciplines, and even countries. Whether coordinating a clinical trial, reviewing study data, or preparing a manuscript, email remains one of the primary ways researchers communicate throughout a project's lifecycle.

In the study ‘Enhancing the use of e-mail in scientific research and in the academy’, Mario Pagliaro describes email as an indispensable tool for modern research, noting that it enables researchers to exchange ideas, coordinate projects, and maintain professional relationships across geographical boundaries. At the same time, he argues that email should be used purposefully to support research rather than become a distraction, noting that the goal is to “prioritize scholarly deep work by focusing on teaching and research work, freeing working time wasted on unproductive use of e-mail.”

When used effectively, email streamlines communication across every stage of the research process. Research teams rely on it to:

  • Coordinate multi-site clinical trials
  • Share study protocols and protocol amendments
  • Communicate with institutional review boards (IRBs)
  • Exchange laboratory results and data queries
  • Schedule participant visits and follow-up appointments
  • Correspond with sponsors and contract research organizations (CROs)
  • Review manuscripts and grant applications

Additionally, email creates a searchable record of conversations and decisions, making it easier for distributed teams to track study progress and maintain documentation throughout a project.

For healthcare researchers, however, many of these communications involve PHI. Participant enrollment updates, laboratory findings, medical histories, and safety reports often contain sensitive data that must be protected. Using HIPAA compliant email allows researchers to communicate efficiently while safeguarding patient information, enabling collaboration without compromising privacy or regulatory compliance.

 

Best practices for using HIPAA compliant email in research

HIPAA compliant email provides a secure foundation for research collaboration, but technology alone is not enough. Researchers also need to follow good communication practices to protect participant privacy and reduce the risk of unauthorized disclosures.

 

Verify recipients before sending

Before sending an email containing PHI, double-check the recipient list. A simple typo or selecting the wrong contact from an autocomplete list can result in sensitive information being sent to the wrong person.

 

Share only the minimum necessary information

Under the HIPAA Privacy Rule, covered entities should “make reasonable efforts to use, disclose, and request only the minimum amount of protected health information needed to accomplish the intended purpose of the use, disclosure, or request.” When possible, the entities should avoid including unnecessary identifiers or clinical details that are not relevant to the recipient.

 

Avoid PHI in subject lines

Email subject lines are often visible in inbox previews and notifications, thus it is best practice to keep subject lines general and avoid including participant names, medical record numbers, diagnoses, or other identifiable health information.

Learn more: How to craft compelling, HIPAA compliant subject lines

 

Use secure attachments

If research documents such as laboratory reports, case report forms, or consent documents contain PHI, ensure they are sent through a HIPAA compliant email solution that encrypts both the message and its attachments during transmission.

Read also: What types of encryption methods encrypt email attachments?

 

Follow your organization's policies

Research institutions often have specific procedures for handling participant information, sharing study documents, and communicating with external collaborators. Following these policies helps ensure consistency and regulatory compliance across research teams.

 

Be alert to phishing attempts

According to the Paubox report, What small healthcare practices get wrong about HIPAA and email security, “As of 2024, over 70% of healthcare data breaches originated from phishing attacks.” Due to these alarming statistics, researchers should be cautious of unexpected emails requesting login credentials, financial information, or study data. If an email appears suspicious, verify the sender before responding or opening attachments.

 

Use strong authentication

It is best to enable multi-factor authentication (MFA) on email accounts whenever possible. MFA adds an extra layer of security, helping prevent unauthorized access even if a password is compromised.

Read also: How MFA is becoming the new standard for online security

 

Keep security training up to date

Regular cybersecurity and HIPAA training helps researchers recognize emerging threats, understand their responsibilities when handling PHI, and adopt secure communication habits throughout the research process.

Go deeper: HIPAA training for email communication

 

Choosing a HIPAA compliant email solution

The right HIPAA compliant email solution should protect sensitive information without slowing down research collaboration. When evaluating a provider, look for features such as automatic encryption, phishing and malware protection, a signed business associate agreement (BAA), and compatibility with your existing email platform.

Paubox Email Suite is designed with HIPAA compliant communication in mind. It automatically encrypts every email by default, allowing researchers to securely share PHI without changing the way they work. Combined with built-in inbound email security and support for Microsoft 365 and Google Workspace, Paubox helps research teams collaborate efficiently while supporting HIPAA compliance.

 

FAQS

Does HIPAA apply to all research studies?

No. HIPAA only applies when a covered entity or its business associate creates, receives, maintains, or transmits PHI. Some studies use de-identified data and may not be subject to HIPAA, although other privacy or ethical requirements may still apply.

 

Can researchers email PHI?

Yes. Researchers can email PHI when permitted under HIPAA and other applicable regulations, provided appropriate safeguards, such as a HIPAA compliant email solution, are in place to protect the information.