5 Options to Send Documents Between Different Authorized Parties in a HIPAA Secure Way

Posted on 17th July 2023

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Sharing sensitive documents securely is crucial in healthcare, especially to remain compliant with HIPAA regulations.

If this is something your organization needs to take into account, you should explore the following effective options that incorporate stringent safety standards. So let’s dive in and look at what solutions you should consider adopting.

Utilizing Secure Email for HIPAA Document Exchange

In the digital era, emails have emerged as a convenient platform to exchange information. However, when handling sensitive data protected under HIPAA like patient medical records, you can’t use just any email system. You need a secure email service that incorporates encryption and complies with stringent HIPAA requirements for data security.

Services such as Hushmail or Paubox offer these safeguards while maintaining usability, enabling authorized parties to seamlessly share documents without compromising client confidentiality.

Taking Advantage of Encrypted Portal Transfer

An encrypted portal transfer is another secure option for sharing documents while adhering to HIPAA standards, and is consistent with current trends in healthcare software.

As the name suggests, these are essentially online gateways where files can be uploaded and securely accessed by authorized parties. Thanks to the top platforms available, data encryption occurs both during transit and while at rest within the portal.

Not only does this method keep confidential information away from prying eyes but also offers a user-friendly interface easing up workflow for medical professionals. Just take care to choose a provider with rigorous privacy policies in line with HIPAA obligations.

HIPAA Compliant eFax: Stay Optimized and Protected

The conventional fax might seem outdated, but not in the world of HIPAA. Thanks to modern technology, you can now send and receive faxes securely through Updox without needing a physical machine.

Known as electronic or eFax, this method encrypts documents during transmission ensuring full compliance with HIPAA standards for data privacy protection. Having upgraded traditional faxing to digital level, it blends convenience with solid security measures.

Using Updox’s comprehensive solution for robust secure eFaxes makes document sharing more streamlined while upholding patient confidentiality at its core.

Sending Information via Certified Mail: An Old But Reliable Method

Even in an increasingly digital world, certified mail remains a reliable and secure way to send sensitive documents. Yes, it might take more time compared to electronic methods but sometimes going old-school can add an extra layer of security for extremely critical information.

The important thing here is choosing mailing options that allow tracking and require signature upon delivery. This ensures accountability at each step of the document’s journey while complying with HIPAA guidelines.

While not the quickest nor most convenient, its surety often justifies using good old-fashioned mail when utmost data protection is essential.

Leveraging HIPAA Approved Cloud Storage Systems

In recent years, cloud storage has become indispensable for handling large amounts of data securely and efficiently.

When it comes to sharing documents in accordance with HIPAA standards, certain cloud platforms stand out. Providers such as Dropbox or Google Drive offer Business Associate Agreements (BAAs), signifying they adhere to the same security obligations required by HIPAA law for data protection.

These systems use advanced encryption methods for both storage and transmission of files, making them a secure choice. Plus, the added convenience of quick access from any device is a bonus.

Wrapping Up

In short, striking the balance between compliance with HIPAA laws and efficient workflow can be challenging. However, options like secure emails, encrypted portals, eFax solutions, certified mailings or cloud storage aid in managing this efficiently.

 Remember to choose those in sync with your professional requirements, and always focus on prioritizing utmost data security for preserving patient confidentiality.