Falls are a major cause of injury, particularly among older adults. According to the CDC’s Web-based Injury Statistics Query and Reporting System Injury Center, “Falls are the leading cause of injury for adults ages 65 years and older.” The scale of the problem is substantial, with “Over 14 million, or 1 in 4 older adults report falling every year,” explains the CDC’s Morbidity and Mortality Weekly Report (MMWR).

Healthcare organizations have an additional responsibility to address fall prevention because falls can occur in hospitals, clinics, long-term care facilities, and other healthcare settings. Inpatient falls are described by the World Health Organization (WHO) Patient Safety page as “the most common safety incident reported by hospitals worldwide.” The WHO further explains that their occurrence ranges from “3 to 5 per 1000 bed-days,” with more than one-third resulting in injury. These incidents can reduce clinical outcomes and increase the financial burden on healthcare systems.

As a result, healthcare providers must first identify when someone is at high risk of falling, understand the factors that contribute to fall risk, and communicate prevention strategies to patients and healthcare staff.

 

Identifying individuals at risk of falling

Age is the first factor healthcare providers must consider. However, other factors like number of previous falls, mobility difficulties, balance problems, medication use, vision impairment, environmental hazards, and underlying health conditions can also increase a patient’s fall risk.

For example, a patient who has a history of falling during dizzy spells will require closer monitoring and additional support like a mobility aid. Similarly, medications that affect alertness, blood pressure, or coordination may increase the likelihood of a fall. Changes in vision or muscle strength can also make everyday activities more difficult.

Identifying these factors allows providers to proactively share information about the precautions patients can take to reduce their risk of falling.

 

Fall-risk information and prevention

Fall prevention strategies should depend on the patient's circumstances. For example, a physiotherapist can suggest that an elderly patient with a hip fracture use a walker or cane to assist with balance and mobility. Additionally, the patient's living environment should be assessed for potential hazards such as loose rugs or clutter that could increase the risk of falls.

Caregivers should also help patients follow recommendations and monitor potential changes in mobility. When caregivers understand why a patient is considered at risk and what warning signs to look for, they can help prevent potential falls. As such, healthcare organizations must communicate these tips to caregivers while safeguarding the patient’s protected health information (PHI).

 

How HIPAA compliant emails can help

Extend fall-prevention education

Providers can use a HIPAA compliant email solution, like Paubox, to distribute fall-prevention information to patients and caregivers so they can review it later. For example, a healthcare provider could email information about common fall-risk factors, questions to discuss with a healthcare professional, home safety considerations, or recommendations for supporting an older adult following a fall-risk assessment.

Secure email can also help healthcare organizations communicate with caregivers who may not be present during every appointment. A caregiver who receives educational information electronically can review the material when it is convenient and refer to it when helping a family member at home.

 

Protect patient information

Paubox email uses advanced encryption, access controls, and audit trails to safeguard PHI during transmission and at rest. It also prevents unauthorized access and potential data breaches.

Paubox email also allows these messages to be segmented into specific categories. For example, instead of just sending a general educational newsletter about preventing falls (which may not contain PHI), providers can send a targeted email with personalized information about a patient's specific fall risk factors and prevention strategies, and their PHI remains protected.

HIPAA compliant email can therefore help improve patient education, promoting better health outcomes for those at a higher risk of falling.

 

Improve personalized communication

Personalized communication can make fall-prevention recommendations more relevant to an individual patient. For example, following a fall-risk assessment, a healthcare provider could securely send a patient information specifically related to their identified risk factors. Like, giving a patient who is on antidepressants, like Zoloft, information on how certain medications can increase fall risk. These emails could also provide patients with balance exercises specific to their assessment results.

The same approach can be used to engage caregivers. For example, a caregiver of an elderly patient with mobility issues could receive resources on how to create a safe environment at home to prevent falls, as well as information on how to assist the patient with exercises to improve strength and balance.

 

Make fall prevention an ongoing conversation

Since a patient’s risk profile can change with age, health, medications, or living conditions, healthcare organizations can use HIPAA compliant email to promote ongoing conversation. Providers can send follow-up messages to remind patients about upcoming appointments and encourage them to discuss new mobility concerns.

Healthcare organizations can also use email to increase awareness among their staff. Educational messages can reinforce fall-prevention policies and remind employees to report potential hazards in the hospital. Like, if a nurse notices a wet floor in a patient's room, they can quickly send an email to maintenance to address the issue, preventing a possible fall-related injury.

 

Support communication between providers

Fall prevention can involve multiple members of a healthcare team, especially when physicians, nurses, physical therapists, occupational therapists, pharmacists, caregivers, and other professionals can contribute information relevant to a patient's risk.

For example, if a nurse notices a patient's unsteady gait during an assessment, they can use HIPAA compliant email to send this information to the physical therapist, who can then develop a personalized plan to address the issue and prevent possible falls.

On the other hand, if a pharmacist identifies medications that may increase fall risk in a patient who is already at risk, they can communicate this to the physician to discuss potential alternatives or adjustments.

HIPAA compliant emails thus encourage better collaboration among providers, leading to more comprehensive and effective patient care.

 

Increase awareness before a fall happens

Healthcare organizations can use HIPAA compliant emails to improve patient education, caregiver engagement, and staff training to help identify fall risks and encourage prevention.

For instance, creating and distributing educational materials on fall prevention strategies, like installing grab bars in bathrooms or keeping walkways clear of clutter, can help reduce the risk of falls in elderly individuals. Additionally, providers can use HIPAA compliant emails to share exercise programs that can help patients improve their strength and reduce their risk of falling.

 

Provide fall prevention tips

Healthcare organizations can use HIPAA compliant emails to encourage elderly patients to wear slip-resistant footwear like non-slip shoes or shoes with good traction to help prevent falls, as proper footwear can provide added stability.

Healthcare providers can also recommend regular vision checks, so patients have proper eyesight and depth perception to reduce the risk of tripping on uneven flooring.

HIPAA compliant emails should also encourage nursing homes to improve the lighting in common areas and hallways to help prevent falls, as poor lighting can contribute to accidents.

Additionally, caregivers can receive emails on how to properly assist elderly patients in walking and moving around safely, perhaps when transferring an elderly patient from a bed to a wheelchair. Ultimately, applying proper techniques can help reduce the risk of falls and injuries for the caregiver and the patient.

 

FAQs

Can healthcare organizations use email to report fall hazards?

Yes. General workplace hazards, like a wet floor or damaged handrail, can be reported electronically according to the organization's procedures. If the message includes protected health information (PHI), providers must use a HIPAA compliant email solution, like Paubox, to share this information while upholding the minimum necessary rule.

 

Does every fall-prevention email contain PHI?

No. A general educational email about fall prevention may not contain protected health information (PHI). However, an email discussing a specific patient's fall risk, medical history, or individualized recommendations may contain PHI and therefore must be protected with the appropriate safeguards under HIPAA law.

 

What makes an email HIPAA compliant?

Healthcare organizations must use a HIPAA compliant email platform, like Paubox, to protect individuals’ PHI during transmission and at rest. Paubox also automatically encrypts all outgoing emails, implements access controls, and signs a business associate agreement (BAA) to comply with HIPAA regulations. Additionally, Paubox offers secure email archiving and auditing capabilities to help healthcare organizations maintain compliance with data protection standards.