HIPAA Compliant Email

Secure email – the next step in becoming HIPAA compliant.
Find out how you can protect your confidential health information.

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HIPAA Compliant Email

With HIPAA regulation penalties and fines increasing, the adoption of security solutions that monitor and maintain client medical records has become a necessity. All covered entities in the healthcare industry, including health plans, healthcare providers, and clearinghouses are required to comply with HIPAA and HITECH regulations to ensure client confidentiality be kept intact.

Watch a short video on how to send HIPAA compliant email.

Learn more about NeoCertified and how our solution works.

NeoCertified works hard to ensure that there is a balance between offering the best security available, and the ease of use for your employees and clients. Our demonstration video will explain how to both “Send” and “Receive” NeoCertified within a matter of minutes.

Don’t let HIPAA penalties devastate your business – become HIPAA compliant today.

Electronic Protected Health Information (ePHI) is extremely sensitive, confidential patient data that, according to both state and federal regulations, must be kept secure, regardless if it’s stored, transmitted, or transferred. If these policies aren’t followed by a covered business or its associates (including their subcontractors), severe penalties of up to $1,500,000 per year may be imposed upon that business.

Specific HIPAA Requirements that affect email

There are five (5) specific HIPAA requirements as related to email.  (Click here to review the actual HIPAA Security Rule)

  • Access Controls:  A covered entity must implement technical policies and procedures limiting access to systems containing electronic protected health information (ePHI) only to personnel with sufficient access rights. (164.312 (a)) The Access Controls specifications include:
  • Audit Controls:  A covered entity must implement software that record and examine activity in information systems that contain or use ePHI. (164.312 (b))
    • Having Unique User Identification.
    • Having an Emergency Access Procedure.
    • Having Automatic Logoff Process
    • Having Encryption and Decryption Process
  • Integrity:  A covered entity must implement policies and procedures to protect ePHI from improper alteration or destruction. (164.312 (c)).  This includes having a mechanism to authenticate ePHI.
  • Person or Entity Authentication: A covered entity must implement procedures to verify a person or entity accessing ePHI is the one claimed. (164.32 (d))
  • Transmission Security: A covered entity must implement technical measures to guard against unauthorized access to ePHI that is being transmitted over an electronic communications network (164.312 (e)).  This includes having integrity controls and encryption.
Violation Category

Violation Fine (Per Instance)

Max. Fine (Per Year)
Did not know $100 – $50,000 $1,500,000
Reasonable cause $100 – $50,000 $1,500,000
Willful neglect, corrected $100 – $50,000 $1,500,000
Willful neglect, not corrected $50,000 No Maximum

Our email solution protects more than just your sensitive emails.

A single breach into your unprotected system may now result in heftier fines, client reparation costs, and most importantly, the biggest casualty of them all being your business’ reputation. Our HIPAA compliant email solution, which includes both the secure portal and Microsoft Outlook plug-in, is the next step in compliance, helping your business avoid overwhelming fines. Instill trust in your clients and your employees by implementing a secure email encryption solution that helps your business maintain both its security and its integrity.

What else can you do to become HIPAA compliant?

  1. According to HIPAA, any company that handles medical records is considered a “Business Associate” and would need to sign a Business Associate Agreement (BAA). We would be happy to sign a BAA for any of our customers. Click Here to see an example BAA and learn more.
  2. Using a HIPAA compliant email solution, such as NeoCertified, ensures that all emails dealing with ePHI are only accessible by entitled covered entities.
  3. Train and re-train your medical staff who have access to ePHI and all medical records on updated HIPAA procedures regularly.
  4. To find out more about regulations and email-related requirements, you can find the entire HIPAA Security Rule here.

What are covered entities?

Any person or organization that has access to, transmits, or stores ePHI  is considered a covered entity. All subcontractors must also comply and document (HIPAA Business Associate Agreement) that they are compliant with all regulations. You can find out more about who is a covered entity by visiting the U.S. Department of Health & Human Services.


Benefits of secure email

-User-friendly application
-Reduce compliance costs and eliminate compliance fees
-Secure mobile access available
-Microsoft Outlook integration available
-Cloud-based secure email solution
-Faster communication than traditional methods


Simple, secure and seamless

Allow your organization the opportunity to work directly through a secure portal while communicating with clients, business associates, other medical professionals, and other organizations. All confidential information is safeguarded, meeting both state and federal email security regulations, and any privacy and confidentiality policies that your organization may be required to meet.

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