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Using Secure Emails To Improve Healthcare Team Communication

Using protected emails in healthcare enhances the confidentiality and security of patient information and improves communication among healthcare team members. The Health Insurance Portability and Accountability Act (HIPAA) governs patient information’s privacy and security. Enterprise Guardian is a HIPAA-compliant email service provider that meets secure data transfer specifications. Here are some ways in which secure emails can enhance communication within a healthcare team:

End-to-End Encryption

End-to-end encryption allows patient information, such as medical records, test results, and treatment plans, to remain confidential during transmission. By encrypting the message end-to-end, unauthorized individuals, including hackers, cannot access or tamper with the content. This feature streamlines the communication process by providing a secure and reliable means of exchanging information.

At Enterprise Guardian, we offer the latest encryption algorithm called the Advanced Encryption Standard (AES) 256, which keeps emails safe during transmission. Upon reaching the recipient’s device, the message is decrypted using the recipient’s private key. The decryption process allows only the intended recipient access to the original, readable content.

Audit Trails

Audit trails help users send secure emails by providing records of who accessed patient information, when, and the actions taken. This includes logins, logouts, emails sent and received, and modifications to patient records. Audit trails may capture the IP addresses and geographical locations associated with each action, detecting suspicious activities, such as logins from unfamiliar locations.

Analyzing audit trails allows organizations to identify patterns, trends, and weaknesses in their email security practices. This information can be used to implement continuous improvements and enhance system security. Our team can configure the system to generate alerts or notifications for specific events, such as multiple failed login attempts or unauthorized access.

Integrity Controls

Digital signatures use cryptographic techniques to generate a unique identifier for each email. The digital signature on outgoing emails verifies the authenticity of the claimed sender and manages alterations during transit. Enterprise Guardian utilizes a data loss prevention (DLP) system to monitor and control the movement of sensitive data.

The DLP system mitigates the risk of data breaches and allows the healthcare team to handle health details securely. Integrity controls also include backing up data to prevent data loss in case of accidental deletion or hardware failure. We have a disaster recovery site for replicating systems and data to enhance business continuity in the event of a major disaster.

Access Control

Access controls start with user authentication, requiring healthcare professionals to verify their identity through secure login credentials. This process often includes usernames and strong, unique passwords. Implementing two-factor authentication adds an extra layer of security by requiring healthcare professionals to provide two forms of identification before gaining access. This could involve the password and a mobile device for receiving authentication codes. Two-factor authentication reduces the risk of unauthorized access in cases where passwords are compromised through phishing or data breaches.

Invest in Secure Emails for Better Communication

Our email service offers end-to-end encryption, access controls, audit trails, and integrity controls to attain secure emails. With HIPAA-compliant emails, a healthcare team can share and edit files securely, fostering enhanced communication. Contact us today to learn more about our email system security features.