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G Suite Hipaa Compliant Email – If there’s one group of people that cyberneticians constantly attack, it’s healthcare providers. Doctors, nurses, or employees who use Gmail to share sensitive data are more likely than others to have their sensitive data compromised.
To protect your business from non-compliance with the federal HIPAA (Health Insurance Portability and Accountability Act) law, you must have a proper plan in place.
G Suite Hipaa Compliant Email
Gmail has become the go-to email service for many businesses and organizations. It’s easy to see why: Gmail is free, easy to use, and offers many of the features businesses need, such as portability, storage, and security.
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However, there is one area where Gmail falls short: HIPAA compliance. Covered entities and business associates are required to ensure that PHI is kept secure, and Gmail does not meet all HIPAA compliance requirements.
For example, Gmail does not allow businesses to encrypt emails containing PHI. As a result, businesses using Gmail for official communications may put themselves at risk for HIPAA violations.
If you want to send PHI via email, Gmail is not the platform for you because it is not HIPAA compliant.
A Google Workspace account includes the same Calendar, Drive, and Gmail features as the free version, but also has additional security levels that can make your use of G Suite HIPAA compliant.
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As healthcare workers are constantly targeted by phishing attacks, the likelihood that sensitive data will be compromised increases. To protect your business from non-compliance with the federal HIPAA law, you must have an adequate plan in place.
Since Gmail is not automatically HIPAA compliant, here’s what you can do to make Mail HIPAA compliant for secure PHI transmission:
It shouldn’t be a good idea, but a strong password is the most important step in securing your Gmail account. A strong password is at least eight characters long and contains a mix of upper and lower case letters, special characters and numbers.
Two-factor authentication is an added layer of security in addition to having a strong password. Every time you try to sign in to your Gmail account, a security code is sent to your registered mobile device for verification.
Hipaa Compliant Email
You can access your account only after entering the access code sent to your registered mobile device. This makes it difficult for someone to hack your email account and gain unauthorized access, even after they have your password.
Report these matters to your security officer. And if your organization doesn’t have someone to fill the shoes of a security officer, talk to your CTO or head of engineering about it.
Report these matters to your security officer. And, if your organization doesn’t have someone to fill the shoes of a security officer, talk to your CTO or head of engineering about it.
One of the best ways to keep your Gmail account secure is to make sure you’re using the latest version of Gmail and all other software on your computer. Software updates often include security patches that can help protect you from new threats.
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If you’re using Gmail on public Wi-Fi, be aware that anyone else on the same network can see your traffic and see what you’re doing. To avoid this, only use HTTPS websites and make sure you have a VPN installed on your computer.
When you use a VPN (Virtual Private Network), your Internet traffic will be automatically encrypted. That way, no one can intercept your network when you use public Wi-Fi.
PHI may only be sent via email with the recipient’s written consent form. Also, business associates or affiliated entities should inform potential recipients that even major email providers (such as Google or Yahoo) cannot guarantee security.
The safest way to send emails is from a device with password protection and up-to-date antivirus software. Make your password hard to guess, and never share login details with anyone.
Is Gmail Hipaa Compliant? Potentially…
The next best option for businesses is to use a secure online portal where each employee has a unique account. And they will get all notifications when they get any new message on the portal.
In order for Gmail to be HIPAA compliant, a BAA (Business Associate Agreement) with Google must be executed. Google relies on virtual document signing, so you don’t need a physically signed document. Once you set up an administrator account in your company’s G Series profile, the contract is considered complete.
Click on the “Additional Privacy Terms” tab to access the Google Business Associates Agreement. By accepting this Agreement, your business partners will know how they are permitted to use PHI and what safeguards are required. You can also consult a healthcare attorney for more information.
That said, while BAA protects data stored on Google, it doesn’t include email encryption. Moreover, setting up Google Workplace email is also difficult.
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Not only that, but you must take additional precautions after signing a BAA to ensure that PHI shared over email is well protected. With encryption, you can be sure that employees or hackers won’t tamper with patient data in transit.
The short answer is yes. Google’s popular email service does not currently meet the necessary security requirements for HIPAA compliance. There are many alternative email providers that meet HIPAA standards.
As you can see, it goes a long way when you start using a HIPAA compliant Gmail account. Not only will your email be more secure, but you’ll also have access to better tools and features.
To help you avoid costly consequences, we are committed to keeping you on the right side of compliance so you can focus on your business without worrying about HIPAA regulations.
Afi G Suite Backup
With easy-to-understand steps, editable policy templates, and in-app employee training modules, make sure you’re always up-to-date with the latest changes in HIPAA.
A real-time dashboard updates your overall compliance status, highlights gaps and provides actions to help improve your status. Learn more about how it can make compliance easier for your organization by visiting our website or scheduling a demo today.
If you use a regular ol’ @gmail.com email, not so much. But switch to the paid version of Gmail Gmail — aka Google Workspace — and you’ll have all the features you need to be HIPAA compliant. You can now share patient details with your colleagues on Gmail but make sure you use the correct version first.
No, the free version of Gmail is not HIPAA compliant. However, Google’s G Suite offers many options for businesses that need to comply with HIPAA regulations.
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A BAA is an agreement between the email service provider and the organization that states that the email service provider will only use the information collected for authorized purposes and will protect it from unauthorized access or use. Without a signed BAA in place, the email service provider is not obligated to protect your information from unauthorized access or use.
Miba Gracey is a bold copywriter and marketer. He’s on a mission to eliminate gobbledygook to make compliant blogs shine. In her free time, Miba can be seen with her nose in a thriller novel or exploring new places in the city. HIPAA compliance requirements have been in place for nearly 25 years. But the constant change since then, the way data moves back and forth, makes it difficult to maintain HIPAA compliance.
Companies that deal with patient data and protected health information (or PHI) must have procedures and plans in place to demonstrate that they follow all HIPAA guidelines to maintain data security. are doing Failure to protect this data can result in large fines. The largest annual fines for HIPAA violations in the past decade are more than that.
With that in mind, if you rely on G Suite to run your business and share documents, you may be wondering how to make G Suite HIPAA compliant. Does G Suite have the security features needed to maintain HIPAA compliance?
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The short answer is yes. Achieving the necessary level of compliance requires a little administrative muscle, but it is possible.
HIPAA compliance means following a series of steps that demonstrate that you have procedures and practices in place that protect all sensitive health patient data. Understand that HIPAA rules change from time to time, so always check for the most up-to-date information.
HIPAA is short for Health Insurance Portability and Accountability Act. It’s pronounced hip-pa. Originally passed in 1996, the Act is constantly being modified as technology – and the ability to share data – evolves.
Any business that stores PHI on patients must have a plan for how to handle and protect that data. And that means any software you use to manage or access PHI must comply with HIPAA security requirements, including G Suite.
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The Security Rule is part of HIPAA. It sets out the security measures that organizations holding sensitive data must follow. It also seeks to streamline the process of digitizing PHI, ensuring that these entities can operate efficiently while protecting people’s health information.
Without security measures in place for critical health data, hackers can steal important personal information, leading to identity theft. In addition, hackers can obtain health information that a person needs or prefers to keep private.
As more health records are digitized, HIPAA’s technology arm is leading the way. Many organizations share digital patient data with other organizations—doctors share electronic data.
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