Obstetrician gynecologists (OBGYNs) handle sensitive patient information frequently and are required to follow HIPAA regulations to protect patient privacy. This includes when communicating through email, which is a convenient and efficient method for sharing information. Enterprise Guardian is a HIPAA-compliant email service with advanced security measures like encryption, data backup, and data loss prevention. Here are five ways to secure emails and promote HIPAA compliance as an OBGYN:
1. Use a HIPAA Compliant Email Solution
The first step you can take as an OBGYN is to get an email service that employs robust security measures to safeguard your clients’ emails. Many free email services do not meet HIPAA’s privacy and security requirements, making them unsuitable for medical providers. Enterprise Guardian’s email solution has many security features to help secure emails. These include end-to-end encryption, data loss prevention, and antispam systems. Our product features help OBGYNs keep their email data confidential to maintain HIPAA compliance.
2. Utilize Access Control Features When Sending Emails
Access control features boost the security of your emails by allowing access to authorized individuals only. Our email solution at Enterprise Guardian includes a secure file-sharing feature. This feature lets you set passwords and expiration dates for files you share through email. That means only individuals with the password can open the files within a particular timeframe. This feature also removes size restrictions on attachments, allowing you to send files up to 2,000MB. It’s ideal for sharing large medical records, scans, and other confidential information.
3. Train Your Employees on Secure Email Practices
Each employee plays a role in your practice’s HIPAA compliance and email security, and some individuals may not know about how HIPAA applies to email communication. Training your staff can help reduce the risk of data breaches. You can train them on creating strong passwords, enabling two-factor authentication (2FA), and recognizing phishing attempts. Many email providers, including Enterprise Guardian, allow users to set up 2FA for additional protection. You can also discourage staff from sharing their email passwords with anyone and encourage them to log out of their email accounts when finished using them.
4. Update Your Antivirus Software Regularly
Antivirus software protects your computer from viruses, malware, and other malicious software that can compromise sensitive information. Update your antivirus program regularly to protect your computers from the latest threats. Enterprise Guardian’s email solution includes built-in antivirus and antispam protection to prevent malicious emails from reaching your inbox. Our premium antivirus system updates itself every hour for maximum protection. The antispam system allows you to whitelist or blacklist specific email addresses to control the emails you receive.
5. Monitor Email Activity Regularly
Monitoring email activity can help detect unauthorized access and prevent data breaches. Some email providers offer activity logs that show the date, time, and IP address of the last login. These logs can help you identify suspicious activity and take appropriate action. Enterprise Guardian offers email archiving for OBGYNs and other medical providers. This feature automatically backs up all emails and lets you access them at any time in the future. That way, even if there is a security breach, you can still retrieve and recover lost or deleted emails.
Secure Emails With Enterprise Guardian
As an OBGYN, keeping emails HIPAA compliant protects your practice’s confidential information and minimizes potential HIPAA violations. Enterprise Guardian can help you secure emails and comply with HIPAA regulations. Our email solution includes many security features to protect patient privacy and keep your practice running efficiently. Contact Enterprise Guardian today to learn more about securing your emails.