HIPAA Compliant Email


The healthcare industry is involved in a paradigm shift to implement electronic patient health records. Healthcare providers are required by law (HIPAA) to safeguard Protected Health Information (PHI). These providers need to share this information with doctors, clinics, hospitals and insurance companies. A significant challenge is how to efficiently share this information while maintaining HIPAA compliance. Many healthcare providers either resort to snail mail, expensive overnight delivery, or ignore the regulatory requirement and send the information via email in the clear – potentially exposing private data.


Many healthcare providers turn to DataMotion SecureMail Desktop and SecureMail Gateway content based encryption to secure all out-bound email and associated attachments. The system uses ‘rule sets’ to identify any PHI and automatically encrypts the email to insure secure delivery and HIPAA compliance.

How does SecureMail support HIPAA compliance?

There are three parts to HIPAA compliance as it pertains to the exchange of protected health information data (PHI): Privacy, Security, and Accountability.

  • The Privacy Rule – covered entities must control and limit access to the data only to those who need to use it – authorized personnel.
  • The Security Rule – covered entities must adequately protect the data from accidental exposure to, or theft by, unauthorized persons.
  • Accountability Principle – covered entities must understand their responsibilities and be accountable for Security and Privacy when sending, receiving, storing or using data.

SecureMail supports full compliance with all HIPAA Security Rule components for the exchange of PHI data via encryption and messaging tracking. It also supports the HIPAA Privacy Rule components, but only to the extent that the recipient is an authorized person (a SecureMail message containing PHI can be sent to an unauthorized person via a user error or misuse). SecureMail supports the Accountability Principle to the extent that its use demonstrates a reasonable effort to treat the exchange of PHI responsibly.

Benefits and Results

  • Reduces risk and helps increase compliance
  • Protects patient privacy
  • Increases patient satisfaction due to faster communications between providers
  • Easy to implement and use with no keys to exchange
  • Reduces costs significantly

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