How to Train Your Team on HIPAA-Compliant Email Communication

By President and CEO iCoreConnect, Robert McDermott

Email is one of the most common communication tools in health care, but it’s also a significant security risk. In fact, 85% of data breaches in health care organizations are caused by human error. That means the greatest cybersecurity threat isn’t just hackers or malware, it’s unaware employees.

Under the Health Insurance Portability and Accountability Act (HIPAA), any electronic communication that contains protected health information (PHI) must meet specific security requirements to prevent unauthorized access, disclosure or loss.

Yet, even with all the proper procedures and tools in place, health care teams can unknowingly violate HIPAA regulations when using email. Some common mistakes are:

1. Sending PHI through unencrypted email.
2. Using personal or unsecured devices.
3. Failing to verify recipients.
4. Over-sharing information in the email body or subject line.
5. Not auditing email activity.
6. Assuming consent covers everything.

Missteps like these can be costly — both in terms of financial penalties and loss of trust. Fortunately, many of these risks are preventable with the right systems and awareness in place, as well as by fostering a culture of compliance. This begins by equipping your team with the necessary tools, knowledge and policies to send emails safely and securely. To effectively train staff on HIPAA-compliant email, be sure to:

1. Develop a Clear HIPAA Email Policy
Clearly define the types of information that can and cannot be sent via email and how to obtain and document patient consent for communications. Make the policy easily accessible and ensure that every staff member understands their responsibilities.

2. Conduct Regular Training Sessions
Schedule annual sessions, or more frequently as needed, to keep staff informed about your email policies, HIPAA requirements and any new tools or procedures.

3. Teach Staff How to Identify & Avoid Cyber Threats
Cybercriminals often use email as the primary entry point, crafting phishing messages that appear legitimate. These emails may contain malicious links, infected attachments or urgent requests designed to trick users into sharing sensitive information.

4. Monitor Compliance & Reinforce Best Practices
Periodically review email activity for red flags, conduct internal audits and provide one-on-one coaching when needed. Consider sharing quick tips or reminders regularly to keep best practices top of mind.

5. Implement Secure Email Solutions
Provide staff access to a HIPAA-compliant email platform that makes it easy to send secure messages, encrypt PHI and maintain audit logs. Ensure your team is trained on how to initiate encrypted emails, set up secure portals and verify patient email addresses.

Training your team to use email in a HIPAA-compliant way is about protecting your patients, your staff and the reputation of your practice. To avoid leaving your practice vulnerable to security breaches, check out iCoreExchange from the Florida Dental Association (FDA) Crown Savings Endorsed Partner iCoreConnect for a fully HIPAA-compliant email solution. iCoreExchange can help your team streamline communication while staying fully HIPAA compliant. Click here to book a demo or call 888.810.7706. FDA members receive member discounts!