FAQ

Privacy Rule Compliance: Ensure that PHI is not used or disclosed improperly. This includes implementing policies and procedures for the use and disclosure of PHI, and training employees on these policies.

Security Rule Compliance: Implement administrative, physical, and technical safeguards to ensure the confidentiality, integrity, and security of electronic PHI (ePHI).

Administrative Safeguards: Include risk analysis and management, implementing a security management process, training employees, and having contingency plans for emergencies.

Physical Safeguards: Control physical access to facilities and devices that contain ePHI, including workstation and device security.

Technical Safeguards: Protect and control access to ePHI through access controls, audit controls, integrity controls, and transmission security.

Breach Notification Rule: Have policies and procedures in place to address the breach of PHI. This includes identifying what constitutes a breach, the process for investigating a breach, and procedures for notifying affected individuals, the Secretary of Health and Human Services, and, in some cases, the media.

HIPPA Training Program: Regular training for employees on HIPAA policies and procedures, including understanding what constitutes PHI, patient rights under HIPAA, and the consequences of violating HIPAA rules.

Business Associate Agreements (BAAs): Ensure that BAAs are in place with all vendors and third parties that have access to PHI. These agreements must outline the responsibilities of the business associate regarding the handling and protection of PHI.

Patient Access Rights: Implement procedures to handle patient requests to access their PHI, amend their health records, and account for disclosures of their PHI.

Regular Risk Assessments: Conduct regular assessments to identify potential risks and vulnerabilities to the confidentiality, integrity, and availability of PHI, and take appropriate measures to mitigate these risks.

Data Encryption: Encrypt ePHI both at rest and in transit to protect against unauthorized access.

Incident Response Plan: Develop and implement a response plan for potential security incidents that includes procedures for responding to various types of breaches or attacks.

Record Keeping and Documentation: Maintain documentation of HIPAA compliance efforts, including policies and procedures, training materials, risk assessments, and incident response logs.

Compliance Officer: Designate a HIPAA Compliance Officer responsible for overseeing compliance with HIPAA regulations and being the point of contact for all HIPAA-related matters.

Notice of Privacy Practices: Develop and distribute a notice of privacy practices that outlines how PHI is used and disclosed, and informs patients of their rights under HIPAA.

Reliable Email Hosting Service: Choose a reputable email hosting provider that offers robust security features. Providers like Microsoft Office 365, Google Workspace, or other specialized email hosting services are popular choices. They often include necessary security features and comply with various data protection regulations. 

Domain Based Email Addresses: Use professional email addresses that are linked to your business’s domain (e.g., employee@yourcompany.com). This not only looks more professional but also adds a level of authenticity and security compared to generic email services. 

Secure Email Protocols: Ensure the use of secure email protocols such as Secure/Multipurpose Internet Mail Extensions (S/MIME) for email encryption, and protocols like IMAP over SSL (IMAPS) or POP3 over SSL (POP3S) for securely retrieving emails. 

Strong Authentication Mechanisms: Implement strong password policies and enable two-factor authentication (2FA) for all email accounts to add an extra layer of security against unauthorized access. 

Anti-Spam & Anti-Phishing Filters: Utilize built-in or third-party anti-spam and anti-phishing filters to protect against unwanted or malicious emails. These filters help in identifying and blocking spam and phishing attempts before they reach the inbox. 

Anti-Malware & Anti-Virus Protection: Ensure that your email system includes anti-malware and anti-virus protection to scan email attachments and links for malicious content. 

Data Loss Prevention (DLP) Tools: DLP tools help in monitoring and controlling what information is sent out via email. They can be configured to prevent sensitive data from being shared unintentionally. 

Regular Backups: Implement a system for regular backups of email data to prevent loss due to accidental deletion, system failures, or cyber attacks. 

Email Archiving: For compliance and for ease of retrieval, have an email archiving solution in place. This is especially important for businesses in regulated industries. 

User Training & Awareness: Regularly train employees on best practices for email usage, recognizing phishing attempts, and the importance of reporting suspicious emails. Human error often leads to security breaches, so awareness is key. 

Mobile Device Management (MDM): If employees access corporate emails on their mobile devices, MDM solutions can help manage and secure these devices. 

Policy & Compliance: Ensure your email setup complies with relevant data protection laws and regulations (like GDPR, HIPAA, etc.). Also, have clear internal policies about the use of email for business communications. 

Secure Email Gateways: Consider using secure email gateways that provide advanced threat protection, data leak prevention, and email encryption services.

Audit & Monitoring: Regularly audit and monitor email traffic for unusual activities or policy violations.