What Is HIPAA Compliant Email Encryption?
HIPAA-compliant email encryption goes beyond standard protection by ensuring every email follows strict privacy laws for handling sensitive health information.
When email encryption first appeared, it was difficult to set up. Users had to deal with complex systems like Outlook plugins, S/MIME or PGP and manage certificate sharing and private keys. Later, encryption gateway services made things easier by connecting secure and non-secure email servers.
EnGuard’s founder saw how complicated this was and set out to simplify it. In 2011, we launched our service and became one of the first email providers to use Transport Layer Security (TLS) to automatically encrypt emails in transit. This let users send and receive emails normally, without extra steps, as long as both email servers supported TLS.
But we realized TLS alone wasn’t enough. Think of it like shipping a package: the driver can either hand it directly to the recipient, require an ID check and signature (secure), or leave it at their doorstep where it might be stolen (less secure). The same logic applies to email.
If a recipient doesn’t use secure email, simply dropping a message into their inbox could leave it exposed. That’s why we added another layer of protection. By typing “secure” in the subject line, you can send a password-protected, encrypted message. The message stays on our servers, and the recipient logs in for free to read and reply securely.
We also offer Secure File Link™, which lets you send large files (up to 2,000MB) securely with no extra steps for the recipient. They just click a link in your email to download the file directly from our secure servers, bypassing the 25MB limit most email providers have.
Email Basics 101
The rapid advancement of digital technology continues to transform the healthcare industry. While these innovations offer many benefits, they also raise important questions about the security of patients’ medical information.
Setting up HIPAA-compliant email encryption may seem complex, but it’s essential for safeguarding Protected Health Information (PHI). A solid understanding of data security not only helps protect patient privacy, it also plays a critical role in preventing costly data breaches.
The Hidden Journey of an Email
While sending an email may seem simple, the process behind the scenes is far more intricate. Once an email is composed and sent, it first reaches the sender’s mail server. From there, it travels across a network of intermediary servers until it finally arrives at the recipient’s mail server, eventually landing in their inbox.
This multi-step journey highlights the importance of securing every stage of email transmission, especially when handling sensitive information.
The Role of HIPAA Compliant Email Providers in Protecting Patient Data
HIPAA-compliant email platforms are a critical component of maintaining regulatory compliance in healthcare. These services secure sensitive information as it travels between sender and recipient, a process known as HIPAA-compliant email encryption.
In addition to encryption, hosted email security solutions often include a range of safeguards designed to secure Protected Health Information (PHI), ensuring patient privacy and reducing the risk of data breaches.
Understanding Protected Health Information (PHI)
Protected Health Information (PHI) is safeguarded under HIPAA regulations, but it is only considered PHI when it includes identifiable elements that can be linked to an individual. These identifiers may include a patient’s name, initials, date of birth, Social Security number, and other unique details.
If this information is not properly secured, it becomes vulnerable to data breaches, potentially exposing sensitive medical records and violating HIPAA compliance.
Protecting PHI with Encryption
An essential best practice for email security is ensuring Protected Health Information (PHI) is anonymized whenever possible. HIPAA-compliant email services use advanced encryption techniques to remove identifiable information and secure confidential data, whether it’s stored on hardware or processed through internal systems.
While standard application security protects data at rest (stored on devices like laptops, USB drives, or hard drives), it does not secure data in transit, information actively moving across networks to its destination. This is where the risk increases, as data in transit passes through multiple, often unsecured, networks.
A HIPAA-compliant email service protects PHI in transit, ensuring sensitive information remains secure throughout its entire lifecycle.
End-to-End Encryption: Complete Protection for PHI
End-to-end encryption secures data throughout its entire journey, from sender to recipient, making it one of the most effective methods for protecting sensitive information. As encrypted data moves across multiple servers, it remains protected against unauthorized access.
Encryption works by applying a complex algorithm that transforms readable data into an unreadable format, making it virtually impossible to trace back to an individual without the correct decryption key. This process not only strengthens compliance and simplifies audits but also empowers patients with greater control over their personal health information.
Trusted by over 7,000 healthcare businesses since 2011
Navigating HIPAA Compliance is tough. Figuring out how to make your email HIPAA-compliant can be even tougher. Fortunately, you’ve come to the right place!
Enterprise Guardian® (EnGuard®) was purpose-built from the ground up with a single mission: to make HIPAA-compliant email simple and accessible for solo practioners and small businesses with fewer than 250 employees. You don’t need any IT experience. If you can use basic email, you can use EnGuard.
What Sets Us Apart? EnGuard isn’t just another email host, we’re your all-in-one solution for business-class email, domain registration, and encrypted email delivery. Unlike most providers, who require you to piece together HIPAA compliance across multiple services (often at a high cost), we simplify everything. With EnGuard, everything you need is under one roof, secure, compliant, and cost-effective.
We take support seriously. From onboarding to ongoing help, our Southern California-based team delivers personalized, premium customer service – no offshore call centers, no scripted replies. Just real people who know your name and genuinely care.
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