Friday, August 7, 2015
Dental practice leaders may wonder about secure email and why they need it. However, the need for dental practices to share Protected Health Information (PHI) with patients, referring providers and even payers, is growing every day, as are the risks associated with sharing that information electronically. The good news is that providers can now communicate and share this information via the same email program you’re already using.
By adding HIPAA-compliant email capabilities to existing solutions, providers can safely share PHI while using their existing email service. This end-to-end encryption is something providers have been asking for in order to gain additional levels of control of their practice’s electronic communications. This additional control allows for added security when dealing with patient information, and peace of mind knowing that the information they’re emailing is HIPAA-compliant.
The idea of secure email exchange has existed for years, but in many cases it has not been easy to deploy or to use. But as with the evolution of most technology solutions, over time the complexity decreases, and today there are compliant email solutions available that do not require installing or learning to use additional software. These solutions answer providers’ need for solutions that are easy to use for senders and recipients without disrupting normal business processes. Users simply want to be able to send a secure email from the same email program they currently use without the need to create new accounts, portals or logins.
In their hunt for easier communication systems, providers should seek out email that allows for end-to-end encryption while integrating directly with tools they use every day such as Gmail, Outlook and email applications on Android or iOS mobile devices. Other features to consider include the ability to revoke an email at any time, even after it’s been opened, as well as the ability to restrict forwarding or to set expiration dates for sent messages.
While it was once difficult to find these types of applications, dental practices can now be more selective when evaluating email solutions. They can now demand the highest levels of security, privacy and compliance with functionality that allows for one click turn on and use, and without unnecessary costs or complexities.
Top Reasons for Encrypting Email
There are several reasons providers should consider encrypted email services, but the following are some of the most pressing.
- Practices are concerned about HIPAA compliance and patient privacy, and they should be.Taking proactive steps to secure all of their practice’s data is critical today more than ever.
- Securing all parts of an email including attachments via end-to-end encryption technology is critical. When sent with secure email these files can only be decrypted and opened by authorized recipients.
- Process and/or technology change is difficult and any change to workflow can be hard to accept, but the latest encrypted email solutions allow providers to work within their existing email programs so workflow is not impacted.
- There may be a perception that secure email is complicated or too hard to use, and in many cases where the secure email technology uses portals or requires a separate login, that’s true. However, there are newer systems that enable secure email communications with just a flip of a switch. Users can send secure emails to anyone from directly within the email program they currently use and in many cases, authorized recipients can just as easily read secure email on virtually any device with nothing to install, no portals to visit, no extra passwords to track.
- Solutions such as encrypted email not only gives practices a military grade end-to-end encryption for the utmost security, but also give them total control over how to manage their information. Any solution worth its salt can revoke messages and file attachments, even after they’ve been opened; see where messages have been forwarded; restrict access at any time; and set expiration dates to control exposure. Additionally, account administrators can easily setup rules that will automatically encrypt emails based on identified content like: SSN formatted data, credit card numbers, DOBs and more.
The Financial Impact of HIPAA Violations
The financial impact of a HIPAA violation can be devastating, especially for the smaller practice, and something as simple or slight as an errant email can cost a practice big. For those using email solutions currently to send PHI or correspond with a colleague abut a patient should keep the following in mind:
- Violation:Individual unaware of violation
- Penalty: Up to $50,000 per violation, up to $1.5 million total per year
- Violation:Violation per reasonable cause, not willful neglect
- Penalty: Up to $50,000 per violation, up to $1.5 million total per year
- Violation:Violation because of neglect, but corrected within allowed timeframe
- Penalty: Up to $50,000 per violation, up to $1.5 million total per year
- Violation:Violation due to neglect, left uncorrected
- Penalty: $50,000 per violation, up to $1.5 million total per year
The Bottom Line
Secure email service is another way practices can streamline workflows, secure data and improve overall practice communications. Today practices can easily gain additional security protocols with little investment of either time or finances.
Whether a practice is looking at encryption to meet regulatory requirements of HIPAA, or simply to protect patient privacy, providers can use secure, encrypted email to easily respond and interact with patients, payers and peers. Secure email service supports current government initiatives around driving patient engagement and allows practices to safely share PHI while using their existing email service.