Email has become one of the most important communication tools in healthcare. In fact, a study by Cambridge University notes that “In 2021 the total number of business and consumer emails sent and received each day worldwide was forecast as more than 319 billion.” While “healthcare sector was initially more cautious about the adoption of email than other sectors,” email has become the “primary method of correspondence between healthcare professionals.” Providers use it to coordinate patient care, share medical records, communicate with insurance companies, schedule appointments, collaborate with researchers, and exchange information with patients. While email offers convenience and efficiency, it also presents one of the greatest cybersecurity risks when it is not properly secured.

Healthcare organizations handle some of the most sensitive information in existence. Protected health information (PHI) includes everything from diagnoses and laboratory results to insurance details and prescription histories. If this information is sent through unsecured email, it can be intercepted, exposed, or stolen, potentially resulting in privacy violations, financial losses, regulatory penalties, and damage to patient trust.

 

Why email security matters in healthcare

The widespread use of email has made it an attractive platform for cybercriminals to exploit. According to a Paubox report, The Healthcare Email Security Report, “Between January 1, 2024, and January 31, 2025, 180 healthcare organizations reported email-related security breaches to the HHS Office for Civil Rights (OCR).”

Since emails often contain PHI, a single compromised account, phishing attack, or misdirected message can expose sensitive patient data and disrupt healthcare operations. These incidents show how easily email can become a security risk when it isn't properly protected. By securing email, healthcare organizations can better safeguard patient information while reducing the risk of breaches and other cyber threats.

 

Risks of using unsecure email

According to Akilnath Bodipudi’s study, Enhancing Email Security and Email Encryption with Data Loss Prevention in Healthcare, unsecured email can expose healthcare organizations to data breaches, phishing attacks, compliance violations, and reputational harm. Understanding the risks of using unsecure email in healthcare is the first step toward reducing them.

 

Data breaches

A risk of unsecured email is unauthorized access to PHI. If emails are intercepted or an email account is compromised, cybercriminals may gain access to personal information, medical records, and financial data. The study notes that these breaches can result in “financial losses, legal repercussions, and damage to the organization's reputation.”

Read also: Types of breaches

 

Phishing attacks

Healthcare organizations are frequent targets of phishing campaigns because they handle valuable patient information. Attackers often send convincing emails that appear to come from trusted sources, encouraging recipients to click malicious links, download infected attachments, or disclose login credentials. A successful phishing attack can provide attackers with access to email accounts and sensitive patient data, making employee awareness and secure email technologies critical defenses.

Read also: Combating phishing in healthcare

 

Compliance violations

Healthcare providers are legally required to protect patient information when it is transmitted electronically. The study explains that “Failing to secure email communications can result in non-compliance with regulations such as HIPAA, leading to legal penalties and fines.” Implementing secure email practices helps organizations meet regulatory requirements while reducing the likelihood of preventable security incidents.

Read more: HIPAA violations in email communication

 

Reputational damage

Akilnath Bodipudi notes that “Breaches and non-compliance can lead to a loss of patient trust and damage to the organization's reputation.” Patients trust healthcare providers to keep their personal information confidential, and a security incident involving email can undermine that trust. According to the study, reputational damage following a breach may lead to lost patients, reduced revenue, and increased scrutiny from regulators and the public.

 

Operational disruption

Unsecured email can also disrupt day-to-day healthcare operations. A compromised email account or successful cyberattack may interrupt communication between clinicians, delay access to important patient information, and require significant time and resources to investigate and recover from the incident. According to the study, strong email security measures protect sensitive data and support the smooth delivery of healthcare services.

 

How healthcare organizations can reduce email risks

Although email results in risks, organizations can substantially reduce them by implementing a layered security strategy. Key best practices include:

  • Automatically encrypt emails containing PHI.
  • Enable multi-factor authentication (MFA) for all email accounts.
  • Train employees to recognize phishing and social engineering attacks.
  • Use advanced email filtering to block spam, malware, and malicious attachments.
  • Implement role-based access controls (RBAC) so employees can access only the information necessary for their roles.
  • Monitor email activity for suspicious behavior.
  • Keep software and email systems updated with the latest security patches.
  • Develop and regularly test incident response plans.
  • Conduct ongoing security awareness training.
  • Review email security policies on a regular basis.

Security is most effective when technology, policies, and employee education work together.

 

How Paubox helps secure healthcare email

While many secure email solutions require portals or additional steps to send encrypted messages, Paubox is designed to make secure communication simple for both healthcare providers and patients.

Paubox Email Suite encrypts emails by default whenever possible, allowing organizations to send HIPAA compliant emails directly from their existing email platform. This means healthcare professionals can continue using familiar email clients like Microsoft 365 or Google Workspace without changing their workflows.

Furthermore, Paubox Email Suite includes inbound email security that helps defend against phishing, malware, ransomware, and business email compromise (BEC) attacks before they reach users' inboxes. By filtering malicious emails and reducing the risk of credential theft, organizations can strengthen one of the most common entry points for cyberattacks.

Paubox also supports compliance by helping healthcare organizations safeguard PHI during email transmission. Automatic encryption reduces the likelihood of human error, such as forgetting to encrypt an email containing sensitive information, while secure delivery helps organizations communicate confidently with patients, partners, and other providers.

Read also: 5 email threats that stand out in 2026

 

FAQS

What is protected health information (PHI)?

Protected health information (PHI) is any information that can identify a patient and relates to their health, healthcare services, or payment for healthcare. Examples include medical records, lab results, diagnoses, treatment plans, insurance information, and billing details.

 

Are small healthcare practices at risk of email attacks?

Yes. Cybercriminals target organizations of all sizes. Smaller practices may be especially vulnerable if they have limited cybersecurity resources or rely on basic email security measures.