Author: Chris Almond

Email remains one of the most common ways to communicate with clients, colleagues, and other healthcare providers. Still, not all email platforms are built to handle protected health information (PHI) securely and competently. That’s where HIPAA-compliant email comes in.

Given the many options available, choosing an exemplary email service can feel overwhelming. You need a platform that protects sensitive information, fits your workflow, offers reliable support, and meets HIPAA standards. In this guide, we’ll break down what makes an email service HIPAA compliant, explore key features to look for, and compare some of the top options explicitly tailored for therapists and mental health professionals.

Basics of HIPAA Compliance for Therapists

HIPAA rules protect patient information, and therapists must know these rules well. It’s about keeping all communications private. Using the right tools helps ensure this privacy. Staying informed builds trust with patients.

ePHI, including emails and other digital records, needs special care. Encryption is key to keeping ePHI safe. Therapists must secure all electronic data. This protection boosts compliance and patient trust.

Compliant channels are a must. Email services should be secure and encrypted, stopping unauthorized access to sensitive information. Choose HIPAA-compliant email services, keeping all patient interactions safe and private.

Essential Features of HIPAA Compliant Email Services

• Encryption is key for email security. It scrambles the content so only the recipient can read it. This is vital for protecting sensitive therapy information. Look for services that offer strong encryption protocols. This ensures data stays private and secure.
• Managing who can access information is crucial. HIPAA-compliant services let therapists control email access, so only authorized people can view patient data. These controls are essential, as they help prevent unauthorized access to sensitive information.
• Audit controls track who accesses emails and when. This feature helps monitor email security and lets therapists spot any unusual activity quickly. Regular tracking ensures that all actions are compliant, adding extra protection for patient data.
• Knowing what to do if a data breach happens is essential. HIPAA-compliant services should have clear breach notification procedures. This means informing patients if their data is compromised. Quick notification can help limit damage. Having a plan in place is a key part of keeping data safe.

Criteria for Selecting HIPAA Compliant Email for Therapists

Start by understanding your practice’s unique requirements. Consider the size of your practice and the volume of emails. Consider whether you need additional features like scheduling. Knowing these needs helps you choose the best service and ensures the email solution fits your practice well.

Technical support is crucial when choosing an email service. Check if the provider offers 24/7 support. Look for services that provide help with setup and troubleshooting. Good support can make a big difference in maintaining compliance. It ensures you have help whenever you need it.

Ease of use is essential for both therapists and clients. Choose a service with a simple interface. It should be easy for clients to receive and read emails securely. User-friendly features enhance the experience for everyone, making communication smoother and more efficient.

Look for email services that offer extras like scheduling and file sharing. These features can streamline your workflow, allow you to manage appointments, and securely share documents. Having everything in one place adds convenience and enhances your practice’s efficiency and organization.

Plus, is Google HIPAA compliant or not?

How is a HIPAA-compliant email different from regular email?

Why Are Therapists Encouraged To Have HIPAA Compliant Email?

Overview of Top HIPAA Compliant Email Services for Therapists

MailHippo

MailHippo is a HIPAA-compliant email service designed for healthcare professionals, including therapists, to manage patient communications securely. It offers end-to-end encryption, ensuring that all emails and attachments are protected in compliance with HIPAA regulations. MailHippo also provides a Business Associate Agreement (BAA) with all plans, reinforcing its commitment to maintaining confidentiality and security.

Pricing: MailHippo offers a 30-day free trial, allowing users to evaluate its features without providing payment details. After the trial, the Basic plan is available at $8.95 per user per month, which includes enhanced features such as increased storage and larger attachment sizes. The Pro plan, offering additional functionalities, is priced at $11.95 per user per month.

Therapists appreciate MailHippo’s user-friendly interface, robust security measures, and flexible pricing plans, which cater to various practice sizes and needs. The service integrates seamlessly with existing email systems, making it a practical choice for maintaining HIPAA-compliant communications without disrupting daily operations. ​

Hushmail

Hushmail is a secure, HIPAA-compliant email service tailored for healthcare professionals, including therapists. It offers encrypted email, secure web forms, and e-signature tools, making it ideal for handling client communication and intake forms with minimal setup.

Price: $275 annually
Terms: Includes encrypted email, secure web forms, e-signatures, and a signed Business Associate Agreement (BAA)
Therapists like Hushmail because it’s easy to use, doesn’t require clients to have a Hushmail account, and integrates smoothly into everyday practice.

 

Virtru

Virtru integrates seamlessly with platforms like Gmail and Outlook, providing end-to-end encryption for emails and attachments. This ensures that therapists can securely communicate protected health information (PHI) within their existing email systems. Virtru offers a Business Associate Agreement (BAA) to support HIPAA compliance requirements.

Price: Starts at $119 per month, billed annually.
Terms: Includes encryption, seamless integration with existing email platforms, and a signed BAA.
Therapists appreciate Virtru’s ease of use. It allows secure communication without requiring recipients to manage additional passwords or accounts.

 

Mailprotector

Mailprotector offers a suite of email security services, including encryption and compliance tools, designed to protect sensitive communications. Recognized as a HIPAA-compliant email service, Mailprotector provides a BAA to ensure adherence to HIPAA regulations.

Price: Specific pricing details are not publicly disclosed; interested users should contact Mailprotector for a quote.
Terms: Includes encrypted email services, compliance tools, and a signed BAA.
Therapists find Mailprotector beneficial for its comprehensive security features and commitment to compliance, ensuring client communications remain confidential.

Aspida

Aspida Mail is a HIPAA-compliant email service tailored for healthcare professionals, including therapists, aiming to transmit protected health information (PHI) securely. It offers seamless integration with IMAP-enabled devices such as Outlook, Apple Mail, and Thunderbird, ensuring compatibility across various platforms. Aspida Mail utilizes AES-256 encryption to safeguard email content and attachments, and provides spam and malware protection with real-time scanning to maintain a secure communication environment. Additionally, the service offers data loss prevention through email backup and retention for six years, with no size limit, ensuring that all communications are securely stored and retrievable. Aspida also provides a Business Associate Agreement (BAA), outlining the responsibilities of both parties in protecting PHI, which is essential for HIPAA compliance.

Pricing: Aspida Mail offers two plans:

• Aspida Mail: $10 per month per email address, suitable for offices creating new email addresses for encrypted communication.
• Aspida Mail +: The first email address costs $15 per month, and additional addresses cost $10 each per month. This service is ideal for adding encryption to existing or new email addresses on a custom domain.

Therapists appreciate Aspida Mail’s user-friendly setup, which integrates seamlessly into daily operations without requiring clients to adopt new email platforms.

Final Thoughts

Choosing the right email service is crucial for therapists, especially regarding HIPAA compliance. Strong encryption and security features are essential for protecting client information. This guide covers best practices and key features to help therapists make an informed decision.

Consider your practice’s unique needs, balancing both free and paid options. Look for providers that offer robust security, customer support, and the ability to scale with your practice. Prioritizing HIPAA compliance safeguards sensitive information and fosters client trust, ensuring a secure and reliable practice. Stay informed about security updates to maintain a compliant and trustworthy communication system.

Email plays a crucial role in healthcare, facilitating communication among doctors, patients, and office staff. It makes tasks such as sending test results or scheduling appointments more efficient and straightforward. However, using non-secure email services can pose significant security threats, as patients’ personal health information may be exposed due to potential security breaches.

To prevent this, the Health Insurance Portability and Accountability Act (HIPAA) requires healthcare providers to store personal health information (PHI) securely and privately. Healthcare organizations must adhere to strict guidelines to protect this sensitive data, making HIPAA essential for maintaining patient trust.

If you’re looking for HIPAA-compliant email services, it’s essential to understand what makes an email service compliant, the key features to look for, and how to choose the best option for your needs and budget.

HIPAA Compliance and Email

According to the US Department of Health and Human Services, healthcare providers can “communicate electronically, such as through e-mail, with their patients, provided they apply reasonable safeguards when doing so.”

Additionally, they clarify that “Patients may initiate communications with a provider using e-mail. If this situation occurs, the health care provider can assume (unless the patient has explicitly stated otherwise) that e-mail communications are acceptable to the individual. If the provider feels the patient may not be aware of the possible risks of using unencrypted e-mail, or has concerns about potential liability, the provider can alert the patient of those risks, and let the patient decide whether to continue e-mail communications.”

As a healthcare provider, you must ensure HIPAA compliance and use email solutions that encrypt messages and attachments sent to patients.

Consequences of Violating HIPAA

The consequences of violating HIPAA largely depend on the nature and severity of the violation. The Office for Civil Rights (OCR) often seeks to resolve issues through non-punitive approaches. These include encouraging voluntary compliance or providing technical assistance to help organizations address areas of noncompliance. However, financial penalties may be imposed when violations are severe, ongoing, or involve multiple breaches.

HIPAA penalties are structured into four distinct tiers, each based on the level of awareness and the steps taken to prevent or address the violation:

• Tier 1 applies when a covered entity was unaware of the violation and could not have reasonably prevented it, even with due diligence.
• Tier 2 involves situations where the entity should have been aware of the violation but could still not avoid it despite exercising reasonable care. This does not rise to the level of willful neglect.
• Tier 3 is for violations that result from willful neglect of HIPAA Rules, but where the organization has made efforts to correct the issue.
• Tier 4 is the most serious, applying to violations caused by willful neglect, where there is no attempt to address or correct the issue within 30 days.

HIPAA Violation Penalty Structure

Each type of HIPAA violation carries its range of potential financial penalties, which are determined by the Office for Civil Rights (OCR). When assessing a penalty, OCR considers several factors, including the duration of the unaddressed violation, the number of individuals affected, and the sensitivity of the data involved. The organization’s cooperation during the investigation also influences the outcome. Other considerations include any previous violations, the entity’s financial standing, and the extent of harm caused.

Here is the breakdown of penalties by tier:

• Tier 1: Minimum fine of $100 per violation, up to $50,000
• Tier 2: Minimum fine of $1,000 per violation, up to $50,000
• Tier 3: Minimum fine of $10,000 per violation, up to $50,000
• Tier 4: Minimum fine of $50,000 per violation, with an annual maximum of $1,500,000

The Essentials of HIPAA-Compliant Email

While you can use a HIPAA-compliant email service like MailHippo, the following steps ensure that your emails are HIPAA-compliant:

Regulatory Adherence

The National Institute of Standards and Technology (NIST) recommends that healthcare settings incorporate security measures into their electronic information practices using Advanced Encryption Standard (AES) 128, 192, or 256-bit encryption and OpenPGP and S/MIME.

If you communicate with patients with protected health information (PHI), you must ensure that the messages and attachments sent in transit and at rest are fully encrypted.

BAAs

A Business Associate Agreement (BAA) is essential to HIPAA compliance.

It’s an agreement between a HIPAA-covered entity and a third-party vendor that handles protected health information on behalf of the covered entity. This third-party vendor can be an email provider, law firm, or record keeper. The BAA agreement outlines the responsibilities for protecting PHI and ensuring secure communication, storage, and reporting during a security breach.

The business associate agreement must include the following:

• Permissible uses and disclosures related to PHI.
• Security implementation guidelines for the protection of PHI.
• Reporting process in the event of a data breach or unauthorized disclosure.
• Procedure for monitoring and auditing HIPAA compliance.
• Deletion rules for PHI on contract termination.
• Clause about third-party or subcontractor’s HIPAA compliance.

Policies and Procedures

If you’re a HIPAA-covered entity, you must follow the policies and procedures to ensure full compliance. These policies cover different scenarios to protect a patient’s health information. The following are the most important policies you must follow to maintain HIPAA compliance:

• HIPAA Privacy Rule: The privacy rule includes the necessary procedures to protect a patient’s medical records or health information from being released by non-covered entities. This policy covers all forms of communication and prevents unauthorized access to the information.
• HIPAA Security Rule: The HIPAA Security Rule outlines the essential steps to protect patients’ health information. This includes administrative, physical, and technical guidelines to maintain information integrity and secure transmission.
• HIPAA Breach Notification Rule: This rule includes notifying the affected parties, the U.S. Department of Health and Human Services, and the media in case of a security breach affecting more than 500 people.

Training Regarding HIPAA Compliance

Training plays an essential role in maintaining HIPAA compliance for email communications. To ensure effective compliance, you can adopt the following:

• Create a HIPAA email compliance plan and share it during onboarding.
• Organize HIPAA training workshops regularly to train employees who handle PHI.
• Document best practices for maintaining privacy in email communication that involves Protected Health Information (PHI).

Audits and Monitoring

In addition to encrypting email and following the policies, you must regularly audit and monitor access controls to maintain HIPAA compliance. Here are some audit and monitoring steps you can take to ensure compliance:

• Implement two-factor authentication to restrict unauthorized access to accounts that handle PHI.
• Maintain an audit control to track and log email activities for email accounts that handle patient information.
• Monitor unauthorized access or breaches in real time.

Things You Should Look for When Selecting a HIPAA-Compliant Email Solution

Encrypted email solutions can be challenging to set up and require additional steps whenever sending an encrypted email. As a result, selecting an easy-to-use option that works seamlessly with your existing email services requires minimal training for staff members who handle patients’ health information.

Before signing up with an email provider, you should check the following to ensure your email communications are HIPAA-compliant:

• HIPAA Compliance: Ensure the company is HIPAA compliant. Additionally, check if the company focuses specifically on the healthcare industry.
• Usability/Integration: You’re likely using third-party platforms to maintain your practice. As a result, check how easily the service can be integrated into existing platforms.
• Encryption System: Verify if the service automatically encrypts emails or if encryption needs to be done manually.
• Pricing Structure: Check how the company prices its services and the features included in its plans.
• Customer Service: What support options are available if customers need help?

Here at MailHippo®, we’ve designed our platform with simplicity and these factors in mind, requiring no unique configuration or setup. Imagine discussing a patient’s test results or scheduling a follow-up appointment. With MailHippo®, you can send and receive encrypted emails quickly and easily, ensuring that PHI remains secure.

Read More: Best HIPAA-Compliant Email Providers in 2025

Frequently Asked Questions about HIPAA Compliant Email:

What is HIPAA?

The Health Insurance Portability and Accountability Act (HIPAA) is a federal law that establishes national standards for safeguarding certain types of health information, specifically protected health information (PHI).

HIPAA consists of two primary rules: the Privacy Rule and the Security Rule. The Privacy Rule establishes guidelines for the use and disclosure of PHI while also granting individuals specific rights regarding their health information.

The Security Rule focuses on electronic protected health information (ePHI) and outlines the administrative, physical, and technical security measures that covered entities must implement to protect that data from unauthorized access, alteration, or loss.

What is protected health information (PHI)?

Any information that can be used to identify a patient and is used or disclosed during the course of treatment is considered PHI.

Who does HIPAA apply to?

HIPAA applies to healthcare providers, health plans, and healthcare clearinghouses. It also extends to business associates—organizations or individuals that carry out specific tasks or services on behalf of a covered entity involving access to protected health information (PHI).

What is a business associate agreement?

A Business Associate Agreement (BAA) is a legally binding contract between a covered entity and a business associate, ensuring HIPAA compliance. It outlines each party’s responsibilities and obligations when handling protected health information (PHI). Any third-party service, such as an email platform that may access PHI, must have a signed BAA in place.

Why do I need a HIPAA-Compliant Email?

If your medical practice shares patient information through email, HIPAA strongly advises using a secure, third-party email provider that qualifies as a Business Associate. Failing to do so could result in serious legal consequences if protected health information (PHI) is disclosed without the patient’s consent. Services similar to MailHippo® help ensure compliance by securing sensitive data and safeguarding patient privacy. This not only supports HIPAA adherence but also builds trust with your patients.

Can I use any email provider?

Not all email service providers are HIPAA compliant and may require additional configurations. The majority of the standard platforms do not provide encryption or security measures to protect patient files. If you’re looking for a hassle-free setup, you can get started with a free 30-day trial of MailHippo® to send and receive encrypted emails quickly and easily.

Do I need patient authorization to send PHI by email?

HIPAA permits healthcare providers to email patients about their health and treatment, provided safeguards are in place to protect PHI. Providers often obtain patient consent or document preferences regarding email communication during onboarding alongside the Notice of Privacy Practices. However, explicit patient authorization is required before sending PHI via email for communications outside of standard care, such as marketing or psychotherapy notes.

Does a disclaimer make an email HIPAA compliant?

No, a disclaimer alone does not make an email HIPAA-compliant. While a disclaimer may notify recipients of potential risks, it does not ensure the required safeguards for protecting PHI. To comply with HIPAA, healthcare providers must use secure methods for sending emails containing PHI and implement appropriate safeguards, such as encryption, to protect the information. A Business Associate Agreement (BAA) is also required with any third-party email service provider that handles Protected Health Information (PHI).

What should you do if you violate HIPAA in an email?

If you violate HIPAA in an email, the first step is to immediately report the breach to your organization’s HIPAA compliance officer or designated privacy officer. The incident should be thoroughly documented, including details of the violation, the data affected, and the individuals involved. You should then take corrective action, such as notifying the affected patients if necessary, and implement measures to prevent future breaches, including reviewing email security practices or enhancing existing safeguards. Depending on the severity of the violation, legal and regulatory steps may be necessary, including reporting the breach to the Department of Health and Human Services (HHS) if it involves a significant risk to patient privacy.

 

In today’s digital age, healthcare providers must prioritize patient privacy and data security. For therapists, counselors, psychologists, and other mental health professionals, ensuring HIPAA compliance in email communication is crucial. This comprehensive guide will walk you through the steps to make your email HIPAA compliant, helping you protect sensitive patient information and avoid costly penalties.

The Critical Need for HIPAA-Compliant Email Practices in Healthcare

In today’s digital age, healthcare providers must prioritize patient privacy and data security. For therapists, counselors, psychologists, and other mental health professionals, ensuring HIPAA compliance in email communication is crucial. This comprehensive guide will walk you through the steps to make your email HIPAA compliant, helping you protect sensitive patient information and avoid costly penalties.

The Critical Need for HIPAA-Compliant Email Practices in Healthcare

As a healthcare provider, you understand the importance of maintaining patient confidentiality. However, did you know that 41% of all HIPAA violations are due to improper handling of electronic protected health information (ePHI)? This startling statistic underscores the critical need for HIPAA-compliant email practices among healthcare professionals, including therapists, mental health providers, counselors, and medical practitioners.

Non-compliance with HIPAA regulations can result in severe consequences, including hefty fines, damage to your professional reputation, and even loss of licensure. By implementing proper email security measures, you not only protect your patients’ sensitive information but also safeguard your practice from potential legal and financial risks.

Understanding HIPAA Requirements for Email

The Health Insurance Portability and Accountability Act (HIPAA) sets strict standards for protecting patient health information, including how it’s transmitted via email. HIPAA’s Security Rule specifically addresses the need for appropriate safeguards when handling electronic protected health information (ePHI).

Key HIPAA requirements for email communication include:

1. 1. Encryption: All emails containing PHI must be encrypted during transmission and storage.
   2. Access Controls: Only authorized personnel should have access to ePHI.
   3. Audit Trails: Systems must maintain detailed logs of all access to and transmission of ePHI.
   4. Business Associate Agreements (BAAs): Any third-party service providers handling PHI must sign a BAA.

Identifying Sensitive Information

Recognizing when an email contains protected health information (PHI) is crucial for maintaining HIPAA compliance. PHI includes any information that can be used to identify a patient, combined with their health status or healthcare provision.

Examples of PHI in emails include:

• • Patient names, addresses, or contact information
  • Appointment details
  • Billing information
  • Session notes or treatment plans
  • Test results or diagnoses

When in doubt, always err on the side of caution and treat any patient-related information as PHI, requiring HIPAA-compliant handling.

Options for Making Your Email HIPAA Compliant

There are several approaches to achieving HIPAA compliance in email communication, each with its own benefits and drawbacks. Understanding these options can help counselors, therapists, and small practices choose the best method for securely sending Protected Health Information (PHI) via email. Let’s explore the pros and cons of each:

1. 1. Manual Encryption:
      Manual encryption involves manually securing email content and attachments using encryption tools and predetermined keys or passphrases, rather than relying on automated systems provided by HIPAA-compliant email services. This method can be used with existing email accounts, such as Gmail or Outlook, but requires significant effort and technical knowledge to ensure compliance. Here’s how it works in simple terms:
      • Pros: Can be used with existing email accounts
      • Cons: Time-consuming, prone to human error, often cumbersome for recipients
   2. HIPAA-Compliant Email Platforms (e.g., MailHippo):
      HIPAA-compliant email platforms are specialized services designed to meet the stringent security and privacy requirements of HIPAA, making them ideal for healthcare professionals who need to send PHI securely. These platforms, such as MailHippo, offer robust features like encryption, audit trails, and Business Associate Agreements (BAAs), ensuring compliance without the need for manual effort. Unlike manual encryption, which requires technical expertise, HIPAA-compliant email platforms automate security processes, making them accessible for non-technical users like counselors and small practices.
      • Pros: Easy to use, integrates with existing email, no complex setup required
      • Cons: May require a subscription fee
   3. Encrypted Email Service Providers (e.g., ProtonMail, Hushmail, LuxSci):
      Encrypted email service providers are specialized platforms designed with built-in encryption to secure communications, making them suitable for healthcare professionals who need to send PHI securely. These providers, such as ProtonMail, Hushmail, and LuxSci, offer robust security features like end-to-end encryption and Transport Layer Security (TLS), ensuring that emails containing PHI remain confidential during transmission and storage. However, they often require users to adopt new email addresses or navigate complex setups, which can be challenging for non-technical users.
      • Pros: Built-in encryption
      • Cons: Requires using a new email address, complex setup for custom domains

For most healthcare providers, a platform like MailHippo offers the ideal mix of security, ease of use, and the ability to keep your existing email address. MailHippo’s SendSafe address feature enables anyone—clients, colleagues, or others—to send HIPAA-compliant emails securely, even from non-compliant accounts, making it a top choice for protected email communication.

Steps to Make Your Email HIPAA Compliant

1. 1. Choose a HIPAA-Compliant Email Provider
      Select a provider that offers robust security features and ease of use. MailHippo is an excellent choice for its user-friendly interface and innovative SendSafe address feature, which allows anyone—including clients, colleagues, or other providers—to send HIPAA-compliant emails securely, even if they don’t use a HIPAA-compliant email service. This makes it easier for solo providers and small practices to communicate safely without requiring everyone to switch providers.
   2. Sign a Business Associate Agreement (BAA)
      Ensure your chosen provider offers a Business Associate Agreement (BAA). The BAA outlines the provider’s responsibilities in protecting PHI, including how they can use and disclose it, the safeguards they must implement to prevent unauthorized access, and their obligations to report breaches. MailHippo simplifies this process by including the BAA as part of its signup process, ensuring compliance from the start. Always keep a copy of the signed BAA for your records, as it may be required during HIPAA audits or investigations. By signing a BAA with a trusted provider like MailHippo, you can confidently communicate PHI via email, knowing that your practice and your clients are protected.
   3. Enable Email Encryption
      Set up encryption for your emails to protect Protected Health Information (PHI) during transmission and storage, a critical requirement for HIPAA compliance. With MailHippo, this process is automated, making it easy for providers and small practices to secure emails without technical expertise. If you’re using another provider, check their encryption settings (e.g., enabling TLS or end-to-end encryption) and ensure they meet HIPAA standards. Always test your setup by sending a dummy email to confirm encryption is active.
   4. Train Staff on HIPAA Email Policies
      Educate all team members—including providers, administrative staff, and contractors—on proper email handling procedures to ensure HIPAA compliance and protect Protected Health Information (PHI). Training is essential to prevent common violations, such as sending PHI via personal email accounts or accidentally emailing the wrong recipient, which can lead to costly breaches. As an additional resource, offer the video like “HIPAA Compliance Training 2024”, which provides practical tips for training staff on email security.
   5. Regularly Audit and Monitor Email Activity
      Implement a system for tracking email activity and conducting periodic audits to ensure ongoing HIPAA compliance and identify potential security risks. Regular audits help you verify that Protected Health Information (PHI) is being handled securely, detect unauthorized access, and prevent HIPAA violations. MailHippo provides easily accessible audit trails, simplifying this crucial step for solo providers and small practices with limited technical resources. With MailHippo’s audit trails, you can track who sends, receives, or accesses emails containing PHI, review timestamps, and identify any anomalies—such as emails sent to unauthorized recipients. If you’re using another provider, ensure they offer audit logs or integrate with third-party tools for monitoring email activity. Schedule audits monthly or quarterly, depending on your practice size, and document findings to demonstrate compliance during HIPAA inspections. Use audit results to update staff training and refine email policies, ensuring continuous improvement in email security.

Choosing the Right HIPAA Compliant Email Platform

When selecting a HIPAA-compliant email service, look for the following features:

• • End-to-end encryption when ePHI is sent as part of the email payload
  • Access controls and user authentication
  • Detailed audit logs
  • Ability to sign a Business Associate Agreement (BAA)
  • Easy integration with existing email systems
  • User-friendly interface for both senders and recipients

Common Mistakes to Avoid

Be aware of these frequent HIPAA email compliance errors:

• • Using personal email accounts for PHI
  • Sending unencrypted PHI
  • Failing to verify recipient email addresses
  • Not signing a BAA with your email provider
  • Including PHI in email subject lines

To prevent these mistakes, always double-check recipient addresses, use only approved HIPAA-compliant email systems, and never include sensitive information in subject lines.

Incident Response and Breach Reporting

In the event of a potential email-related security incident:

1. 1. Immediately assess the scope of the breach
   2. Take steps to mitigate any ongoing risk
   3. Notify affected individuals and relevant authorities as required by HIPAA

Document the incident and your response for future reference

HIPAA Email Compliance FAQs

Q: Can I use Gmail for HIPAA-compliant email?

A: Standard Gmail is not HIPAA-compliant. However, you can use MailHippo to add a layer of HIPAA compliance to your existing Gmail account.  If you prefer to use Google Workspace (formerly G Suite), you can upgrade to a paid plan, sign a BAA with Google, and enable additional security features to make it HIPAA-compliant.

Q: How much does HIPAA-compliant email cost for therapists?

A: Costs vary, but MailHippo offers an affordable solution with a free trial and low monthly fees that start at $4.95/month, making it accessible for solo providers and small practices.

Q: Do I need to encrypt every email, or just those with PHI?

A: It’s best practice to encrypt all emails containing PHI. However, emails without PHI, such as general appointment reminders without sensitive details or administrative communications without patient data, typically do not require encryption under HIPAA. With MailHippo, you can easily secure any email containing sensitive information.

Streamline HIPAA-Compliant Email Practices with MailHippo: Protect Your Patients and Practice

Ensuring your email practices are HIPAA-compliant is critical for safeguarding patient privacy, maintaining your practice’s reputation, and avoiding costly penalties. By following the steps in this guide—selecting a secure provider, signing a BAA, enabling encryption, training your staff, and auditing email activity—you can protect sensitive data and streamline communication. MailHippo makes this process effortless with a user-friendly platform that lets you keep your existing email address while ensuring compliance. Key takeaways include:

• • Choose a HIPAA-Compliant Email Provider: Opt for a service designed for security and compliance.
  • Sign a BAA with Your Provider: Lock in legal protection for PHI with a Business Associate Agreement.
  • Enable Email Encryption: Secure every email containing sensitive patient information.
  • Train Staff on Proper Email Handling: Equip your team to avoid breaches and errors.
  • Regularly Audit Email Activity: Monitor and refine your practices to stay compliant.

MailHippo simplifies HIPAA compliance with features like automated encryption, audit trails, and the SendSafe address, which allows anyone to send secure, compliant emails to you—even from non-HIPAA-compliant accounts. Take action today to protect your patients and your practice with a solution that’s both efficient and affordable. Ready to secure your email communication? Sign up for our free 30-day trial or contact us with your specific questions about how to make your email HIPAA compliant—don’t wait until a breach happens!

Essential Resources for Mastering HIPAA-Compliant Email Communication

U.S. Department of Health and Human Services (HHS) – HIPAA Security Rule
https://www.hhs.gov/hipaa/for-professionals/security/index.html

HHS – Guidance on HIPAA & Email Communication
https://www.hhs.gov/hipaa/for-professionals/faq/570/does-hipaa-permit-health-care-providers-to-use-email-to-discuss-health-issues-with-patients/index.htmlhttps://www.hhs.gov/hipaa/for-professionals/faq/email-communication/index.html

Master HIPAA-Compliant Communications: A Providers Guide
https://www.mailhippo.com/a-providers-guide-to-hipaa-compliant-communications/

2024 HIPAA Texting, Emailing, and BYOD – Do’s and Don’ts – Myths vs Realities (Conference Panel Webinar)
https://conferencepanel.com/conference/2024-hipaa-texting-and-emailing-dos-and-donts

NIST – Guide to Storage Encryption Technologies for End User Devices
https://nvlpubs.nist.gov/nistpubs/Legacy/SP/nistspecialpublication800-111.pdf

Top 10 Best HIPAA-Compliant Email Providers in 2025
https://www.mailhippo.com/top-hipaa-compliant-email-providers/

HIPAA Journal – HIPAA Compliant Email Providers
https://www.hipaajournal.com/hipaa-compliant-email-providers/

Is Regular Email HIPAA-Compliant? What Makes MailHippo Secure?
https://www.mailhippo.com/is-email-hipaa-compliant/

In today’s rapidly evolving healthcare landscape, protecting patient information is more crucial than ever. As a healthcare provider, you understand the importance of HIPAA compliance in all aspects of your practice, especially when it comes to electronic communications. With cyber threats on the rise and regulations becoming increasingly stringent, choosing the right HIPAA-compliant email provider is essential for safeguarding your patients’ data and your practice’s reputation.

The Evolving Landscape of HIPAA Compliance in Healthcare Communications

HIPAA compliance is not just a legal requirement; it’s a fundamental aspect of maintaining trust and credibility in the healthcare industry. As technology advances, so do the challenges in protecting sensitive patient information. Email, being a primary mode of communication, is particularly vulnerable to security breaches and data leaks. This is where the best HIPAA-compliant email providers come into play, offering robust solutions to keep your communications secure and your practice compliant.

The Risks of Non-Compliant Email: Protecting Sensitive Patient Data

The consequences of using non-compliant email systems can be severe. HIPAA violations can result in hefty fines, legal repercussions, and irreparable damage to your practice’s reputation. Recent case studies have shown that even minor breaches can lead to significant financial losses and erode patient trust. By employing a HIPAA-compliant email solution, you’re not just avoiding penalties—you’re actively protecting your patients and your practice.

Before we dive into the best HIPAA-compliant email providers, it’s essential to understand the risks associated with using non-compliant email services. The Health Insurance Portability and Accountability Act (HIPAA) sets strict standards for protecting patient data, and violations can result in severe consequences.

Some of the potential risks of using non-compliant email include:

1. Data breaches: Unsecured emails can be intercepted, potentially exposing sensitive patient information to unauthorized parties.
2. Legal liability: If a data breach occurs due to non-compliant email usage, your practice could face lawsuits from affected patients.
3. Regulatory fines: HIPAA violations can result in substantial fines, ranging from $100 to $50,000 per violation, with a maximum penalty of $1.5 million per year for repeated violations.
4. Reputational damage: A data breach or HIPAA violation can severely damage your practice’s reputation, leading to loss of patient trust and potential business.
5. Criminal charges: In extreme cases, knowingly violating HIPAA regulations can result in criminal charges and even imprisonment.

Given these risks, investing in a HIPAA-compliant email provider is not just a regulatory requirement—it’s a crucial step in protecting your patients and your practice.

The Key Features to Look for in a HIPAA-Compliant Email Provider

When evaluating the best HIPAA-compliant email providers, there are several key features you should consider to ensure maximum security and compliance:

1. Encryption: Look for providers that offer robust encryption for emails both in transit and at rest.
2. Access controls: The provider should offer strong user authentication and role-based access controls to prevent unauthorized access to sensitive information.
3. Audit trails: Comprehensive logging and reporting features are essential for tracking email activities and demonstrating compliance during audits.
4. Data loss prevention (DLP): Advanced DLP features help prevent accidental or intentional leakage of sensitive information.
5. Secure file sharing: The ability to securely share large files and attachments is crucial for healthcare providers who need to exchange medical records or imaging files.
6. Mobile device support: With the increasing use of smartphones and tablets in healthcare, ensure the provider offers secure mobile access.
7. Business Associate Agreement (BAA): The email provider must be willing to sign a BAA, which is a requirement under HIPAA for any third-party service handling PHI.
8. Archiving and retention: Look for providers that offer HIPAA-compliant email archiving and retention policies to meet regulatory requirements.
9. Integration capabilities: The email service should integrate seamlessly with your existing systems and workflows.
10. User-friendly interface: A clean, intuitive interface will help ensure adoption and proper use by your staff.

Now, let’s explore the top 10 HIPAA-compliant email providers that offer these essential features and more.

1. MailHippo

In the healthcare industry, safeguarding patient data is paramount. HIPAA regulations mandate strict security measures for electronic protected health information (ePHI), including email communications. But finding a HIPAA-compliant email provider that’s both secure and user-friendly can be a challenge. That’s where MailHippo comes in.

MailHippo offers a simple, affordable, and robust platform for sending and receiving sensitive information via email, all while ensuring complete HIPAA compliance. We believe that security shouldn’t come at the cost of convenience. With MailHippo, you can:

• Effortlessly encrypt your emails: Our intuitive interface makes sending encrypted messages as easy as sending a regular email. No need for complex setups or software installations.
• Maintain your current email address: Keep the email address you know and love. MailHippo works seamlessly with any email provider, so you can transition to secure communication without disrupting your workflow.
• Access your secure emails anywhere: Send and receive encrypted messages on the go with our convenient web and mobile apps securely from any device.
• Enjoy peace of mind with robust security: Rest assured that your patient data is protected with our advanced encryption technology and commitment to HIPAA compliance. It’s no wonder that MailHippo has earned Compliancy Group’s HIPAA Seal of Compliance.
• Receive encrypted emails directly with your own SendSafe® address: Enhance your professional image and streamline secure communication with a dedicated SendSafe® address URL, allowing anyone to easily send you encrypted emails.
• Get started without breaking the bank: MailHippo offers competitive pricing and flexible plans to fit the needs and budget of any healthcare practice.
• Start sending secure emails in minutes: Set up your MailHippo account in a flash and begin protecting patient information immediately. There’s no complicated setup or software to install.

Ready to experience the MailHippo difference?

Sign up now for a free trial and discover how easy it is to send secure, HIPAA-compliant emails. Protect your patients, simplify your workflow, and choose MailHippo for your secure communication needs. With all this, it’s easy to see why MailHippo is one of the best HIPAA-compliant email providers available today.

2. FormHippo

If your practice frequently needs patients and other healthcare providers to sign documents, FormHippo is one of the best investments you can make. The FormHippo platform makes it simple to generate and securely send HIPAA-compliant forms via email to anyone.

What makes FormHippo one of the best options for sending HIPAA-compliant forms through email is the user experience for both the sender and recipient. Patients who receive a form from your practice don’t need to download the form or install new software on their device. And, with only a few clicks, they can sign the form and send it back to your team. All the while, FormHippo’s advanced security software verifies the identity of the signer through name, email, and IP address.

For best-in-class, HIPAA-compliant medical form generation and secure email technology designed with the needs of healthcare providers in mind, you can’t do any better than FormHippo.

3. Paubox

Paubox is a long-time player in the secure email platform market. Paubox is HITRUST (r2 certified) and a G2 Leader. But this comes with a hefty price.

Like MailHippo, Paubox allows you to use your current email address. In fact, you can send HIPAA-compliant emails without needing to leave Google Workspace or Microsoft Outlook. Patients also aren’t forced to create an account upon receiving an email sent through Paubox…

But what sets Paubox apart from other HIPAA-compliant email providers considered among the most preferred on the market today is its robust functionality. Users can send HIPAA-compliant marketing emails and engage patients through SMS text. They can even set up APIs to send emails whenever an action occurs on an integrated application, such as a website visitor downloading a whitepaper.

It’s worth noting that setting up Paubox can take some time, with some users reporting that it can take several days to fully implement it. Many have also shared that they needed to contact Paubox’s customer support for assistance early on. This is worth keeping in mind if a secure email system is an immediate need for your organization.

If your practice is in need of a multi-channel communications platform and you have the budget, Paubox is one of the better options available for sending HIPAA-compliant emails and texts and for integrating marketing automation into your outreach efforts.

4. ProtonMail

Since its founding in Switzerland in 2014, ProtonMail has established itself as one of the favorite HIPAA-compliant email providers available. The company touts its commitment to protecting user privacy. They do not sell user data, and their primary shareholder is a non-profit organization.

ProtonMail is vocal about just how differently it operates from other HIPAA-compliant email platforms rated among the best. Rather than scanning the contents of emails, building a profile for advertisers about the user, and then selling their data, ProtonMail’s end-to-end and zero-access encryption ensures only you can read the content of your emails. The platform also prevents companies from sending emails containing code that tracks your activity across the internet.

There is one major drawback with ProtonMail: You can’t keep your old email address. For many organizations, this is a non-starter since it can force them to create new processes for sharing patient information while compromising their company brand.

ProtonMail is a top HIPAA-compliant email provider option for large medical practices that align with the company’s mission of protecting the privacy of everyone—employees and patients included.

5. Virtru

Much like MailHippo, Virtru is one of the preferred HIPAA-compliant email platforms for small and medium-sized medical practices. It’s competitively priced and has all of the must-have features, including the ability to send encrypted emails using your current email address.

One part of Virtru that sets it apart from the other entrants on our list of the best HIPAA-compliant email providers is the ability for users to revoke access to encrypted emails at a moment’s notice. If your team receives an alert that an unauthorized individual has obtained access to the intended recipient’s email address, you can prevent them from being able to decrypt it on their device. These incidents are typically sudden occurrences, so the value of this feature cannot be overstated.

Virtru users appreciate the platform’s flexibility and how seamlessly it can integrate with popular software such as Salesforce, Zendesk, and Google Workspace. It’s widely considered one of the best HIPAA-compliant email providers on G2, with a 4.4 out of 5 rating based on nearly 300 reviews.

Virtru does, however, only work with Gmail accounts and uses an extension that only exists on Google Chrome. Companies that use any other email servers will have to look elsewhere for secure email services.

If you’re looking for a budget-friendly yet powerful and secure email platform, you need to check out Virtru.

6. Hushmail

Hushmail can be considered the grandfather of encrypted email platforms. Founded in 1999 and residing in Canada, the company focuses on providing its customers with a seamless user experience, whether they’re using its encrypted email, web form, or e-signature products.

There are a number of factors that make Hushmail one of the better HIPAA-compliant email providers out there today, but perhaps the most notable one for small businesses is its affordability. Subscriptions start at only $11.99, making it one of the lowest-priced platforms featured on this list.

On top of offering affordable encrypted email services, Hushmail is also known for its exceptional customer service. Upon signing up for the service, clients are paired with a customer success agent, who can assist them when they experience technical difficulties and ensure they are getting the maximum return on their investment.

One point worth repeating is that Hushmail is a Canadian company. The country’s privacy laws differ from those of the United States, which can cause complications when your organization faces a HIPAA audit. Be sure to consult with legal counsel before deciding on a HIPAA provider since audits can be costly.

That said, if your company values comprehensive support for your HIPAA-compliant email provider, Hushmail is one of the best options available.

7. NeoCertified

Much like Hushmail, NeoCertified is a long-time player in the HIPAA-compliant email software market. Today, they serve nearly half a million users across 50 U.S. states and have received recognition from several industry publications, including winning the G2 High Performer Award for Spring 2024.

NeoCertified offers the type of functionality that has become standard among HIPAA-compliant email providers, including integration with Outlook and Google Workspace and best-in-class, end-to-end encryption. The company’s claim to fame, however, is its commitment to providing small and medium-sized medical practices with the level of security that only enterprise businesses could access in the past. This includes the use of “military-grade” data centers and a secure portal for storing secure emails and attachments.

On top of promising some of the best security functionality among HIPAA-compliant email providers, NeoCertified also has a reputation for quick and seamless implementations. If you were to ask them how they’re able to consistently deliver this type of service, they would likely cite their remote technical support team. Their technicians can guide a medical practice’s IT team through the implementation process and ensure that employees are able to begin sending HIPAA-compliant emails in as little time as possible.

Users have, however, noted that recipients have at times struggled to open encrypted emails sent from the medical practices. This can cause delays and frustration among patients and insurers, so it’s worth factoring into your buying decision.

8. Aspida

Aspida doesn’t just see itself as one of the best HIPAA-compliant email providers for medical practices. Since the company’s founding in 2013, they have sought to be a leader in creating comprehensive HIPAA compliance solutions for medical practices.

So, what does that mean? Unlike many of the other firms mentioned on this list, Aspida also sells hardware, including the Aspida Wall, a device that provides an additional layer of network protection against hackers and viruses, and Aspida Recovery, which provides recovery services in the event of a disaster.

While Aspida isn’t only a HIPAA-compliant email platform, email security is still a top priority for them. Their platform is compatible with all major email clients, such as Outlook, Apple Mail, and Thunderbird, and includes up to 30GB of storage for every user’s mailbox. The software also routinely conducts scans to detect spam and malware.

But there is one major challenge many Aspida users encounter: It’s not particularly user-friendly. The user interface can appear overly technical for those without a background in IT or software engineering and require a manual to navigate.

But, for organizations with technical experts on staff who are in search of HIPAA-compliant email services paired with comprehensive network security, Aspida is a solid option.

9. LuxSci

LuxSci positions itself as the best HIPAA-compliant email provider for healthcare organizations that want to create personalized journeys for each of their patients. And they have the robust functionality needed to support this positioning.

LuxSci’s platform includes all of the core features you would expect from a HIPAA-compliant email provider, including encrypted messaging and secure forms that allow patients to confidently submit their PHI without fear of it falling into the wrong hands.

Their biggest differentiator, however, is the platform’s email marketing capabilities. Platform users can segment patients based on factors such as healthcare needs and demographic data to increase open and click-through rates. They can also set up marketing automation through the platform. For example, they can create a rule that ensures the patient automatically receives a personalized email the moment they submit a form.

While LuxSci does offer best-in-class marketing functionality among HIPAA-compliant email providers, some have noted its user interface can feel a bit clunky and outdated at times. It’s always a good idea to schedule a demo or sign up for a free trial of an email platform before making a decision. You’ll get a feel for the user experience and can decide whether it’s a sticking point for your business.

LuxSci is a good option for healthcare organizations focused on delivering an exceptional patient experience, beginning the moment the patient encounters the organization for the first time onward.

10. HIPAA Vault

HIPAA Vault provides end-to-end HIPAA-compliant solutions for healthcare organizations. This includes a standard HIPAA-compliant email platform, HIPAA-compliant WordPress hosting for healthcare practices that hope to build and maintain their own websites, and HIPAA-compliant Google Cloud Managed services for securely storing data.

As for their email services, HIPAA Vault enables users to send fully encrypted emails through a Gmail or Outlook account. Their plans include a significant amount of storage – 5TB in total – and allow users to perform functions such as revoking access to emails, disabling forwarding, and setting dates and times in which view access to the email expires.

Although the comprehensiveness of HIPAA Vault can’t be denied, it’s worth considering what’s most important for your organization. If you’re primarily focused on sending encrypted, HIPAA-compliant emails, a larger solution like HIPAA Vault could be more difficult to manage. Additionally, users of HIPAA-compliant email providers often want to be sure the customer support agent with whom they are speaking has full mastery of the software. It’s much more challenging to offer that level of support for large, complex solutions.

That said, if your healthcare organization wants to feel certain that all of its communications are HIPAA-compliant, HIPAA Vault is a strong option.

Conclusion: Protecting Your Patients’ Data and Your Practice with the Right HIPAA-Compliant Email Solution

When choosing from these providers, consider your specific needs, budget, and the size of your practice. Some providers may offer discounts for annual subscriptions or volume licensing, so be sure to inquire about these options when making your decision.

Selecting the right HIPAA-compliant email provider is a crucial decision for any healthcare practice. It’s not just about meeting regulatory requirements—it’s about protecting your patients’ sensitive information, maintaining their trust, and safeguarding your practice from potential legal and financial consequences.

As we’ve explored in this comprehensive guide, there are numerous excellent options available, each with its own strengths and specialties. Whether you prioritize cutting-edge security features, ease of use, robust compliance reporting, or exceptional customer support, there’s a HIPAA-compliant email provider that can meet your needs.

Remember, the cost of implementing a HIPAA-compliant email solution is far outweighed by the potential risks and consequences of non-compliance. By choosing one of these top providers, you’re making a wise investment in the security and future of your practice.

We encourage you to carefully evaluate the options presented here, considering your specific requirements, budget, and the unique needs of your healthcare practice. Don’t hesitate to reach out to these providers for demos or trials to get a hands-on feel for their services.

Ultimately, the best HIPAA-compliant email provider will give you peace of mind, knowing that your patient communications are secure, your practice is protected, and you’re fully equipped to provide the best possible care while maintaining the highest standards of data privacy and security.

We’d love to hear about your experiences with HIPAA-compliant email providers. Have you used any of the services mentioned in this article? Do you have any tips or insights to share with fellow healthcare providers? Please leave a comment below and join the conversation on this crucial aspect of modern healthcare practice.

Our Top Pick for 2025: MailHippo

MailHippo provides a comprehensive solution for HIPAA-compliant email, offering a balance of strong security, ease of use, and affordability. With features like effortless encryption, compatibility with existing email addresses, mobile accessibility, and dedicated SendSafe® addresses, MailHippo empowers healthcare professionals to protect patient data without sacrificing convenience or budget. It’s easy to see why MailHippo is the best choice among HIPAA-compliant email providers.

Ready to experience the MailHippo difference?

Sign up today for a free trial and discover how easy it is to send secure, HIPAA-compliant emails. Protect your patients, simplify your workflow, and choose MailHippo for your secure communication needs.

 

Disclaimer:

This blog post mentions various companies and may include their logos and trademarks for informational and comparative purposes only. The use of these logos and trademarks is protected under the doctrine of fair use, which allows limited use of copyrighted material without requiring permission from the rights holders for purposes such as criticism, commentary, news reporting, teaching, scholarship, or research.

The inclusion of any company, logo, or trademark in this blog post does not imply endorsement by or affiliation with those companies. All logos and trademarks remain the property of their respective owners.

Introduction to HIPAA and the Necessity of BAAs

The Health Insurance Portability and Accountability Act (HIPAA): HIPAA is a regulatory framework that ensures the privacy, security, and protection of sensitive patient health information (PHI). Parties subject to HIPAA regulations, such as healthcare providers, therapists, and counselors, are required to make sure that any third party that has access to or handles electronic protected health information (ePHI) complies with HIPAA regulations too. This, of course, is easier said than done and has led to the creation of HIPAA Business Associate Agreements.

Business Associate Agreements (BAA)

BAAs are a legal requirement that set clear expectations between healthcare providers and business associates about how ePHI is to be managed:

• BAAs are legally binding contracts that ensure entities subject to HIPAA regulations, such as a dental practice, and their secure email service providers such as MailHippo follow all the necessary HIPAA regulations when dealing with ePHI.
• Essentially, BAAs serve as a legally binding promise on the business associate’s end that they will take all the necessary precautions when handling ePHI, such as encrypting email correspondence between healthcare providers and patients, and will be responsible for failures to adhere to the HIPAA Business Associate Agreement.
• BAAs go into detail in terms of laying out the various responsibilities involved in handling everything ranging from basic encryption security protocols to responses to instances of data breaches.

Why Does MailHippo Require a HIPAA-Compliant Business Associate Agreement?

• MailHippo is considered a business associate when it comes to HIPAA regulations. Due to working with entities that are required to adhere to HIPAA regulations and handling ePHI, MailHippo must be subject to a BAA.
• MailHippo’s BAA pertains to its role in handling sensitive ePHI for its clients, such as patient correspondence, medical records, and history. The HIPAA business associate agreement lays out the rules for handling this ePHI, such as encryption protocols for email correspondence.
• In having a BAA, MailHippo clients can rest easy in the knowledge that MailHippo’s services strictly adhere to HIPAA’s security standards and that they are legally obligated to do so.

Key Components of MailHippo’s BAA

• End-to-End Encryption: MailHippo pledges to use top-of-the-line AES 256-bit end-to-end encryption for all email content and correspondence. This means that only authorized parties, such as a healthcare provider and a patient, can access pertinent ePHI.
• Tracking and Auditing Content: For the sake of transparency and HIPAA compliance, MailHippo provides detailed record-keeping services when it comes to tracking access to content on the platform as part of their HIPAA business associate agreement. For instance, MailHippo records who accesses email correspondence and when.
• Secure Storage: MailHippo’s HIPAA-compliant business associate agreement outlines its responsibility to securely handle and store all ePHI. MailHippo’s data centers are all HIPAA-compliant with robust security measures to prevent unauthorized access.
• Breach Reporting: MailHippo has a legal obligation, as outlined in the BAA, to notify the healthcare provider and assist in managing a response in the unlikely event of a data breach.

With a BAA, Healthcare Providers Can Have Peace of Mind

MailHippo’s BAA ensures that healthcare providers, or other potential MailHippo clients subject to HIPAA regulations, have a HIPAA-compliant partner in handling sensitive ePHI that they can rely on. In having, as part of their HIPAA business associate agreement, top-of-the-line end-to-end encryption protocols, a robust auditing system, and a commitment to transparency, healthcare professionals can focus on their patients and let MailHippo take some of the security-related burden off their shoulders.