Our love for email only increases as time goes on. It’s quick, convenient and offers huge advantages over “snail mail”. Business has adopted the technology with gusto as it saves time, money and can be tracked, stored and investigated as the business sees fit. With technology comes responsibility, and HIPAA email compliance is something that every organization has to content with when they provide medical insurance, or deals with anything to do with employee health.
The most relevant rules fall under the Administrative section of the Privacy rule of HIPAA. They stipulate that adequate safeguards are in place to protect email and any other media electronic or otherwise that contains Personal Health Information (PHI). Any record that includes details about your health or medical information is regarded as PHI and falls under the HIPAA email compliance rules. The Privacy rule is a stipulation of what we would all hope was what most organizations would consider good email etiquette anyway. Practices like making emails secure, checking the address before sending to prevent information being sent to the wrong people, and checking attachments and records to ensure the right information gets to the right people.
HIPAA Email Compliance is one of the many parts of the legislation that is enthusiastically enforced. It’s something that both the government and the consumer both agree on, and should take steps to ensure is complied with. We all know that information is a commodity, and is a valuable resource that many entities would pay good money to access. Ensuring your own medical information is secure is as important as the government ensuring compliance of HIPAA.
The cost of becoming compliant was significant for many organizations when the law was first passed in 1996. Fortunately, the measures needed to become compliant benefit the business as a whole, so while it was a significant effort to comply with the HIPAA Email Compliance rules, it wasn’t wasted money.
To become compliant, companies have to secure their IT systems, especially email servers and storage. They also had to increase building security, employee security and ensure their email system was safe and secure. These are steps that many companies were taking anyway to secure proprietary data. Others weren’t so careful and had to spend thousands of dollars securing systems, upgrading security and taking other measures to safeguard information. The added benefit of this was that every company involved lessened the risk of their own data being accessed as well as that of their clients or employees.
Of course now, HIPAA email compliance is only one of the myriad of legislation that business has to contend with in order to be completely legal in the American marketplace. Since Enron, there has been a raft of new accountability legislation from several entities that stipulates that email has to be stored securely, used securely and be available for inspection at any time. The modern marketplace is a complicated one and the average company needs expert legal assistance to even start trading.
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