Using HIPAA compliant email to share lab results

Using HIPAA compliant email to share lab resultWhen lab results are shared correctly, it improves the continuity of care, allowing providers to make informed decisions regarding treatment plans without unnecessary delays. This is particularly useful in urgent situations, like when a patient requires immediate intervention based on lab findings. 

Why email is the best way to share lab results 

Lab results are classified as PHI because they contain sensitive medical data that can identify an individual. The classification requires healthcare providers to use strict safeguards to protect the confidentiality, integrity, and availability of this information. Lab results are shared securely, which includes using secure communication methods that comply with privacy standards. As a result, the sharing of lab results must be conducted with care to prevent unauthorized access or disclosure. 

A Cochrane Database System Review study notes, “The key advantages of using email for communicating results of diagnostic medical investigations include the following (adapted from Freed 2003; Car 2004a).

• Timely and low-cost delivery of information (relative to conventional mail) (Houston 2003).
• Convenience; emails can be sent and subsequently read at an opportune time, outside of traditional office hours where convenient (Neville 2004; Leong 2005).
• The ability to automate the generation of a frequently‐used results message.
• The capacity to place hyperlinks to appropriate educational material in an email.
• Email addresses usually stay constant when an address or telephone number changes (Virji 2006), making it a more reliable way of maintaining communication with transient patients.
• 'Read receipts' can be used to confirm that communications have been received.
• Relative to oral communication, the written nature of the communication can be valuable as a reference for the recipient, aiding recall and providing evidence of the exchange (Car 2004a; Car 2004b).
• Emails can be archived in online or offline folders separate from the inbox of the email account so that they do not use up space in the inbox but can be kept for reference (Car 2004a; Car 2004b).
• Patients may feel that email is a more intimate, direct communication method than the telephone (Katz 2003).”

Email is one of the best ways to share lab results due to its efficiency and ability to allow for quick communication between healthcare providers and patients. HIPAA compliant email platforms like Paubox provide encryption and security features that protect PHI during transmission. If lab results are transmitted through unsecured channels, there is a heightened risk of data breaches and unauthorized access.

Steps for sharing lab results through HIPAA compliant email

1. Make sure that the patient has consented to receive lab results via email, informing them of potential risks.
2. Select a HIPAA compliant email service that offers encryption and security features to secure protected health information (PHI) during transmission.
3. Format the lab results clearly and ensure that only necessary information is included.
4. Address the email to the appropriate healthcare provider or patient, ensuring that they are authorized to receive the information.
5. Ensure that only individuals with a legitimate need to know can access the lab results.
6. Keep a record of the email sent, including timestamps and recipient details, for compliance and reference.
7. Notify patients when their lab results have been sent and provide instructions on how to access them securely.
8. All staff involved in sending lab results should be trained on HIPAA compliance and secure email practices.

FAQs

Who needs to use HIPAA compliant email?

Healthcare providers, business associates, and any entity that handles PHI in electronic form must use HIPAA compliant email when communicating sensitive patient information.

What are the key requirements for HIPAA compliant email?

Key requirements include using encryption for emails containing PHI and signing a business associate agreement (BAA) with the email service provider.

What is a Business Associate Agreement (BAA)?

A BAA is a legally binding contract between a healthcare provider and a business associate that outlines how PHI will be handled and protected.