Writing a HIPAA compliant subject line

Creating a HIPAA compliant subject line requires excluding protected health information (PHI). Subject lines should avoid specific patient information, diagnoses, treatment details, or other identifiers that could link the email to an individual.

What is PHI?

Protected health information (PHI) encompasses any data in a medical record that could be used to identify an individual. This includes information developed, used, or disclosed while providing health care services such as diagnosis and treatment. PHI includes identifiers like names, addresses, birth dates, Social Security numbers, medical records, health histories, lab test results, and other health-related data. The protection of PHI is a critical aspect of HIPAA, ensuring that personal health information is kept confidential and secure from unauthorized access or disclosure.

With 22.5% of breaches occurring due to emails, covered entities must implement various strategies to safeguard PHI in all aspects of an email, including the subject line.

Related: FAQs: Protected health information (PHI)

Principles for HIPAA compliant subject lines

When creating subject lines for emails, there are several key principles to follow: 

• Avoid personal identifiers: Personal identifiers include names, addresses, birth dates, phone numbers, email addresses, Social Security numbers, and other information that can identify an individual. Ensure that none of these elements appear in the subject line.
• Be vague about medical information: Do not reference specific medical conditions, treatments, medications, or any details that can be linked to the patient's health status. The subject line should be general enough that it does not reveal any specific health information.
• Generalize appointment or service information: When referring to appointments or services, use broad terms that do not reveal specific details about the patient's visit.

Examples of HIPAA compliant subject lines

Here are some examples of subject lines that adhere to HIPAA guidelines:

• “Upcoming appointment reminder”
• “Your health services information”
• “Important information regarding your visit”
• “Reminder: Scheduled healthcare appointment”
• “Health services update”
• “Action required: health services notice”
• “Follow-up needed for your recent visit”
• “Important: Please read your health services notification”
• “Your next steps with our health services”

These subject lines do not disclose specific information and are neutral, ensuring an accidental viewer does not know specific or identifying details. 

See also: 

• Are appointment reminder emails HIPAA compliant?
• Who is responsible for HIPAA compliant patient follow-ups?

Best practices for ensuring HIPAA compliance

To consistently create HIPAA compliant subject lines, consider the following best practices:

• Training and awareness: Ensure staff members involved in creating and sending emails are trained on HIPAA regulations and understand the importance of protecting PHI.
• Regular audits: Conduct regular audits of your email communications to ensure compliance with HIPAA standards.
• Use secure email systems: Use secure email systems, like Paubox, that offer encryption and other security features to protect the content of your emails, including the subject lines.
• Clear policies and procedures: Develop clear policies and procedures for email communications that emphasize the importance of HIPAA compliance and provide guidelines for creating compliant subject lines.
• Patient education: Educate patients about the importance of their privacy and how your organization protects their information, including in email communications.

Go deeper: HIPAA Compliant Email: The Definitive Guide

FAQs

What is a subject line?

A subject line is the text appearing in the subject field of an email message. It provides a summary or indication of the email's content, helping the recipient understand what the email is about before opening it. 

Read more: Is a subject line PHI?

How can I ensure my emails are HIPAA compliant?

To ensure emails are HIPAA compliant:

• Avoid including PHI in subject lines or email content unless the email is encrypted.
• Use general terms and neutral language that do not disclose specific patient information.
• Implement secure email systems with encryption and other security features.
• Train staff on HIPAA regulations and best practices for protecting PHI.