HIPAA Email Compliance What You Must Know in 2025

1. HIPAA EMAIL COMPLIANCE: WHAT YOU MUST KNOW IN 2025 Protecting Patient Data Without Breaking the Law Visit Our Website: www.entrustedmail.com

2. Why Email is a HIPAA Minefield Email is fast, familiar—and vulnerable Most email platforms aren’t built for PHI HIPAA requires confidentiality, security, and access control Email is a must in modern healthcare. But using it to transmit Protected Health Information—or PHI—without the proper safeguards is like mailing patient records on a glittery postcard. HIPAA mandates that PHI must stay private and protected. So let’s break down how to do just that.

3. What Makes an Email HIPAA-Compliant in 2025? End-to-end encryption (at rest + in transit) Access controls (passwords, 2FA, role-based access) Audit logs (who, when, what) Retention policies (minimum 6 years recommended) Business Associate Agreements The Department of Health and Human Services doesn’t play games. To meet HIPAA standards in 2025, your email system must tick all these boxes—especially encryption and access control. Let’s go deeper.

4. Encryption: No Longer Optional In 2025, encryption isn’t optional. Without it, sending PHI is like broadcasting sensitive details over the radio. EntrustedMail ensures encryption that meets NIST standards—automatically and securely. Must meet NIST standards Covers data at rest and in transit Non-encrypted email = non- compliant

5. Limit Who Can Access Sensitive Emails Role-based permissions Strong passwords & 2FA Prevent insider threats Many violations come from inside the organization. You need strong access controls—because not everyone needs to see everything. Our platform enables strict permissions, 2FA, and audit trails.

6. Document Everything with Audit Trails Who accessed what and when What action was taken Stored for audits or investigations Think of audit trails as your digital receipts. If regulators ask who accessed a file on April 4th at 3 PM—you should be able to answer confidently. EntrustedMail automatically. tracks it all

7. Email Retention & Third-Party Risks Store PHI emails for 6+ years (best practice) Use only vendors with signed BAAs Free email services = HIPAA nightmare Don’t rely on Gmail or Outlook by default. Without a signed Agreement, using third-party platforms for PHI is a compliance disaster waiting to happen. We ensure secure partnerships and retention. Business Associate

8. Common Email Mistakes to Avoid Sending PHI to the wrong contact Forgetting to encrypt attachments Using “CC” instead of “BCC” Ignoring mobile device security Even with good intentions, small mistakes can lead to major fines. With EntrustedMail, we reduce the risk of human error through smart defaults and secure mobile integrations.

9. Trends in 2025 You Can’t Ignore AI-powered threat detection Patient portals replacing emails Mandatory staff training Human error = 58% of breaches The future is now. HIPAA isn’t just about compliance—it’s about Smart tools, ongoing staff training, and secure platforms are the new norm. We help you stay ahead. cyber resilience.

10. Penalties for Non- Compliance $100 to $50,000 per violation/email Up to $1.5 million/year per category Criminal charges for willful neglect Lost trust = irreparable brand damage Violations don’t just hurt your wallet—they can destroy trust, bring lawsuits, and even lead to jail time. That’s why EntrustedMail exists—to keep you out of the news and in compliance.

11. Why EntrustedMail? Automated HIPAA-compliant encryption Access controls and logging Easy onboarding and staff training Signed BAAs included EntrustedMail takes the guesswork—and grunt work—out of HIPAA encryption to training, we provide a seamless, secure communication healthcare providers and their partners. compliance. From solution built for

12. Contact Us : www.entrustedmail.com +1-866-534-5465