{"id":21041,"date":"2022-05-03T00:00:00","date_gmt":"2022-05-03T00:00:00","guid":{"rendered":"https:\/\/www.mailgun.com\/blog\/email-cumplimiento-hipaa\/"},"modified":"2026-09-15T10:04:56","modified_gmt":"2026-09-15T10:04:56","slug":"email-cumplimiento-hipaa","status":"publish","type":"blog","link":"https:\/\/www.mailgun.com\/es\/blog\/email\/email-cumplimiento-hipaa\/","title":{"rendered":"Cumplimiento de la HIPAA y el email: Lo que necesitas saber"},"content":{"rendered":"\n<p class=\"wp-block-paragraph\">HIPAA is all about protecting and securing patient information. Even if you don\u2019t send marketing emails, you\u2019ll still send transactional and informational emails to patients.\u00a0<\/p>\n\n<p class=\"wp-block-paragraph\">As with many government regulations, it\u2019s often easier to write laws than to explain and enforce them. HIPAA, passed originally in 1996, is no different, and that includes email compliance.<\/p>\n\n<p class=\"wp-block-paragraph\">Over the years, <a href=\"https:\/\/www.hhs.gov\/hipaa\/index.html\" target=\"_tabs\" rel=\"noopener noreferrer\"><b>HIPAA<\/b><\/a><b>, the Health Insurance Portability and Accountability Act<\/b>, has been updated and clarified as email and other technology advanced. And fines have increased, too. If you could turn HIPAA fines into a business, you\u2019d be a multi-millionaire. <a href=\"https:\/\/compliancy-group.com\/hipaa-fines-directory-year\/\" target=\"_tabs\" rel=\"noopener noreferrer\">Here\u2019s a list of fines<\/a> from the last few years that might get your attention.<\/p>\n\n<p class=\"wp-block-paragraph\">To be clear, that list pertains to all HIPAA fines and violations, and HIPAA email compliance is only one aspect that healthcare organizations need to worry about in their overall compliance strategy.\u00a0<\/p>\n\n<p class=\"wp-block-paragraph\">But it\u2019s a major one, because email is an essential method of communication, and HIPAA is all about <b>protecting and securing patient information<\/b>. Even if you don\u2019t send marketing emails,you\u2019ll still send <a href=\"https:\/\/www.mailgun.com\/es\/solutions\/use-cases\/transactional-email\/\" target=\"_tabs\" rel=\"noopener noreferrer\">transactional<\/a> and informational emails to patients, vendors, doctors, and others\u2026and these all include personal health information.<\/p>\n\r\n    <nav data-content-type=\"longform\" class=\"toc-block longform-spacings px-5 py-6 px-md-6 px-lg-7 py-md-7 bg-light fs-sm rounded-lg\" aria-labelledby=\"toc-title-4565\"><p class=\"h5 m-0\" id=\"toc-title-4565\">\u00cdndice<\/p><div class=\"d-flex mt-3\"><div class=\"w-auto fw-bold text-accent d-flex me-2\">01<\/div><div class=\"d-flex flex-column\"><a class=\"fw-bold scrollme link-body-color text-accent\" href=\"#what-is-hipaa-compliance\">What is HIPAA compliance?<\/a><a class=\"scrollme link-body-color\" href=\"#what-are-some-examples-of-personal-health-information\">What are some examples of personal health information?<\/a><\/div><\/div><div class=\"d-flex mt-3\"><div class=\"w-auto fw-bold text-accent d-flex me-2\">02<\/div><div class=\"d-flex flex-column\"><a class=\"fw-bold scrollme link-body-color text-accent\" href=\"#why-hipaa-compliance-is-important-in-healthcare-emails\">Why HIPAA compliance is important in healthcare emails<\/a><\/div><\/div><div class=\"d-flex mt-3\"><div class=\"w-auto fw-bold text-accent d-flex me-2\">03<\/div><div class=\"d-flex flex-column\"><a class=\"fw-bold scrollme link-body-color text-accent\" href=\"#key-steps-to-ensure-hipaa-compliance-in-email-communications\">Key steps to ensure HIPAA compliance in email communications<\/a><a class=\"scrollme link-body-color\" href=\"#anchor_1-make-sure-emails-are-encrypted\">1. Make sure emails are encrypted<\/a><a class=\"scrollme link-body-color\" href=\"#anchor_2-specify-who-has-access-to-patient-data\">2. Specify who has access to patient data<\/a><a class=\"scrollme link-body-color\" href=\"#anchor_3-specify-when-its-okay-to-send-phi-via-email-and-to-whom\">3. Specify when it\u2019s okay to send PHI via email, and to whom<\/a><a class=\"scrollme link-body-color\" href=\"#anchor_4-back-up-all-email-communications\">4. Back up all email communications<\/a><a class=\"scrollme link-body-color\" href=\"#anchor_5-get-patient-consent-to-receive-emails\">5. Get patient consent to receive emails<\/a><a class=\"scrollme link-body-color\" href=\"#anchor_6-use-the-right-software\">6. Use the right software<\/a><a class=\"scrollme link-body-color\" href=\"#anchor_7-get-legal-advice-from-a-healthcare-attorney\">7. Get legal advice from a healthcare attorney<\/a><a class=\"scrollme link-body-color\" href=\"#anchor_8-protect-devices-that-have-access-to-phi\">8. Protect devices that have access to PHI<\/a><a class=\"scrollme link-body-color\" href=\"#anchor_9-train-your-staff\">9. Train your staff<\/a><\/div><\/div><div class=\"d-flex mt-3\"><div class=\"w-auto fw-bold text-accent d-flex me-2\">04<\/div><div class=\"d-flex flex-column\"><a class=\"fw-bold scrollme link-body-color text-accent\" href=\"#finding-a-hipaa-compliant-email-provider\">Finding a HIPAA compliant email provider\u00a0<\/a><\/div><\/div><\/nav>\n<h2 class=\"wp-block-heading\">What is HIPAA compliance?<\/h2>\n\n<p class=\"wp-block-paragraph\">In short, <b>HIPAA compliance means that you\u2019ll do everything in your power to protect the disclosure of personal health information (PHI).\u00a0<\/b><\/p>\n\n<p class=\"wp-block-paragraph\">HIPAA is broken down into several categories. There\u2019s a HIPAA privacy rule, a cybersecurity rule, a data breach notification rule, an enforcement rule, and several others. <a href=\"https:\/\/www.hhs.gov\/hipaa\/for-professionals\/index.html\" target=\"_tabs\" rel=\"noopener noreferrer\">Here\u2019s the official government page<\/a> for all the main HIPAA rules.\u00a0<\/p>\n\n<p class=\"wp-block-paragraph\">One of the most common causes of HIPAA trouble is violating the minimum necessary rule, which falls under the <a href=\"https:\/\/www.hhs.gov\/hipaa\/for-professionals\/privacy\/index.html\" target=\"_tabs\" rel=\"noopener noreferrer\">privacy rule<\/a>. It means employees should only work with the <b>minimum amount of PHI <\/b>to complete a certain task.<\/p>\n\n<p class=\"wp-block-paragraph\">In other words, do not collect or use more PHI than you will necessarily need. If data gets exposed and it\u2019s found this rule wasn\u2019t followed, you can be fined.<\/p>\n\n<h3 class=\"wp-block-heading\">What are some examples of personal health information?<\/h3>\n\n<p class=\"wp-block-paragraph\">Well, PHI includes some pretty basic stuff, like <b>names and contact information \u2013 including email addresses<\/b> \u2013, as well as medical, financial, and facial information. And of course, Social Security numbers. The idea is to prevent an unauthorized person from accessing private medical data and being able to link it to a specific individual.\u00a0<\/p>\n\n<p class=\"wp-block-paragraph\">Two types of organizations must comply with HIPAA requirements for all their email, and other communications and record-keeping:\u00a0<\/p>\n\n<ul class=\"wp-block-list\">\n<li><b>Covered entities:<\/b> Healthcare providers and businesses that deal directly with patients, including insurance companies.<\/li>\n\n\n\n<li><b>Business associates:<\/b> Companies that encounter PHI as part of doing business with a covered entity. Business associates include email service providers like Mailgun by Pathwire, as well as cloud storage companies, billing companies, and many others that process PHI.\u00a0<\/li>\n<\/ul>\n\n<p class=\"wp-block-paragraph\">HIPAA compliance requires annual self-audits, employee trainings, documentation of everything you do to be compliant, processes for handling data breaches, and more.\u00a0<\/p>\n\n<p class=\"wp-block-paragraph\">We\u2019ll get to the specifics of how to comply with HIPAA in your email communications in just a bit.<\/p>\n\n<h2 class=\"wp-block-heading\">Why HIPAA compliance is important in healthcare emails<\/h2>\n\n<p class=\"wp-block-paragraph\">First, there\u2019s the obvious \u2013 <b>you don\u2019t want to get fined<\/b>. Exposing patient information \u2013 even inadvertently \u2013 will get you in hot water if it\u2019s reasonably determined that you could have done more to prevent it from happening.<\/p>\n\n<p class=\"wp-block-paragraph\">The other primary reason why email HIPAA compliance is so important is because <b>people have a basic right to privacy<\/b>. As a business working with patients, protecting their privacy is part of your service. It comes with the trust they put in you.\u00a0<\/p>\n\n<p class=\"wp-block-paragraph\">And there are a lot of threats to that privacy today, especially in the online world.\u00a0<\/p>\n\n<p class=\"wp-block-paragraph\">When you send out an email, there are four points of contact between you and the intended recipient. There\u2019s the software you use to send the email, the actual transmission of the email, the receipt of that email by the person you send it to, and the storage of that email on their end.\u00a0<\/p>\n\n<p class=\"wp-block-paragraph\">You can\u2019t do much about the recipient\u2019s end, and HIPAA doesn\u2019t require you to. But you must do everything in your power to protect their sensitive information on your end, including when the email is in transit.<\/p>\n\n<p class=\"wp-block-paragraph\">Medical data is a hot target for identity thieves, which is one reason there have been so many hospitals victimized by cyberattacks in recent years.\u00a0<\/p>\n\n<p class=\"wp-block-paragraph\">Sadly though, it\u2019s not villains and miscreants who are to blame for most violations. <b>The primary culprit in most HIPAA violations is human error<\/b>, like sending an email with PHI to the wrong email address.\u00a0<\/p>\n\n<p class=\"wp-block-paragraph\">HIPAA was designed to make it easier for certain medical professionals to safely share information with other professionals who might be treating the same patient. There used to be a lot of red tape in the way, which put patient safety at risk by delaying treatments. So, once HIPAA compliant communication systems are in place, healthcare providers can confidently communicate with other providers about a patient and know they\u2019re in compliance, protecting patient privacy.<\/p>\n\n<figure class=\"wp-block-image size-full\"><img decoding=\"async\" width=\"592\" height=\"192\" src=\"https:\/\/www.mailgun.com\/wp-content\/uploads\/2022\/05\/image.png\" alt=\"Cumplimiento de la HIPAA\" class=\"wp-image-11425\" srcset=\"https:\/\/www.mailgun.com\/wp-content\/uploads\/2022\/05\/image.png 592w, https:\/\/www.mailgun.com\/wp-content\/uploads\/2022\/05\/image-300x97.png 300w\" sizes=\"(max-width: 592px) 100vw, 592px\" \/><\/figure>\n\n<h2 class=\"wp-block-heading\">Key steps to ensure HIPAA compliance in email communications<\/h2>\n\n<p class=\"wp-block-paragraph\">Okay, you made it this far. Here are the nuts and bolts of email HIPAA compliance.\u00a0<\/p>\n\n<h3 class=\"wp-block-heading\">1. Make sure emails are encrypted<\/h3>\n\n<p class=\"wp-block-paragraph\"><b>Emails must have end-to-end encryption, not just when the email is in transit.<\/b> This means that however you\u2019re storing email records of past communications also needs to be encrypted. The easiest way to do this is to use email service providers and storage technology that encrypts everything by default.\u00a0<\/p>\n\n<p class=\"wp-block-paragraph\">If you have to manually encrypt the email each time you send it, you invite human error into the mix (not to mention the time for each manual manoeuver).<\/p>\n\n<h3 class=\"wp-block-heading\">2. Specify who has access to patient data<\/h3>\n\n<p class=\"wp-block-paragraph\">Who within your team needs to access PHI so they can send communications about a patient? You need to make sure only the staff that is required to have access has such access. Whoever sends email communications to patients would obviously need access to PHI, unless you\u2019re using a secure portal, which we\u2019ll discuss in a moment.<\/p>\n\n<h3 class=\"wp-block-heading\">3. Specify when it\u2019s okay to send PHI via email, and to whom<\/h3>\n\n<p class=\"wp-block-paragraph\">In what situations might you need to send patient information via email? It\u2019s not just to the patient. It could also be as a reply to an email <i>from<\/i> the patient. You might also send emails with PHI to other doctors, insurance companies, billing companies, and more. And you\u2019ll send emails within your own office between staff members.\u00a0<\/p>\n\n<p class=\"wp-block-paragraph\">Email HIPAA compliance addresses each of these scenarios. Here are some more <a href=\"https:\/\/www.securitymetrics.com\/blog\/how-send-hipaa-compliant-email\" target=\"_tabs\" rel=\"noopener noreferrer\">email security recommendations<\/a>.<\/p>\n\n<h3 class=\"wp-block-heading\">4. Back up all email communications<\/h3>\n\n<p class=\"wp-block-paragraph\">If anyone needs access to patient history and communications, you need to be able to provide it. So you need secure storage technology that stores and also protects that information. Anyone from lawyers, to insurance companies, to government auditors, to other doctors may need this information, besides just the patient.\u00a0<\/p>\n\n<p class=\"wp-block-paragraph\">But make sure you also document all the steps you take to securely store PHI, including email communications. You may want to contract with a third-party email archiving service.\u00a0<\/p>\n\n<h3 class=\"wp-block-heading\">5. Get patient consent to receive emails<\/h3>\n\n<p class=\"wp-block-paragraph\">Patients must give written authorization that they agree to receive emails from you that may contain their personal medical information. When you ask for this consent, you must also inform them that <i>their<\/i> email client, such as Google, Yahoo, or Microsoft Outlook, may not be secure.\u00a0<\/p>\n\n<p class=\"wp-block-paragraph\">If they prefer not to give such authorization, you must be able to offer another secure option for communicating with them. <b>A common solution is a secure online portal<\/b> with its own password and account. In that case, your email communications with that patient would consist of little more than notifications telling them when they have a new secure message, and to log in to their portal account.\u00a0<\/p>\n\n<h3 class=\"wp-block-heading\">6. Use the right software<\/h3>\n\n<p class=\"wp-block-paragraph\">This one is critical. Popular mailbox providers like Gmail and Yahoo, as well as web-based email services such as those offered by Bluehost and GoDaddy, are <b>not<\/b> considered HIPAA compliant.<\/p>\n\n<p class=\"wp-block-paragraph\"><b>You must use an email service provider that is HIPAA compliant. <\/b><a href=\"https:\/\/www.hipaajournal.com\/make-your-email-hipaa-compliant\/\" target=\"_tabs\" rel=\"noopener noreferrer\">The HIPAA Journal<\/a> recommends using a third-party email service provider, such as Mailgun, for both smaller healthcare providers (dentists, physical therapists\u2026) and larger healthcare facilities. It\u2019s easier than building your own system.<\/p>\n\n<p class=\"wp-block-paragraph\">How do you know if your chosen email provider is compliant? <b>Look for email providers with a Business Associate Agreement (BAA). <\/b>Yes, the acronyms are piling up. This is government we\u2019re talking about here.<\/p>\n\n<p class=\"wp-block-paragraph\">Remember from earlier that there are two types of entities required to comply with HIPAA: Covered entities and business associates. Any business associate you work with should have a BAA. The BAA spells out that company\u2019s compliance with HIPAA. <a href=\"https:\/\/www.mailgun.com\/es\/legal\/ca-hipaa\/\" target=\"_tabs\" rel=\"noopener noreferrer\">Here\u2019s Mailgun\u2019s BAA policy<\/a>.\u00a0<\/p>\n\n<h3 class=\"wp-block-heading\">7. Get legal advice from a healthcare attorney<\/h3>\n\n<p class=\"wp-block-paragraph\">We\u2019re not healthcare attorneys, so no matter what policies you put in place, you should work with one to make sure you\u2019re in compliance. And, of course, always be sure the attorney specializes in HIPAA compliance.<\/p>\n\n<h3 class=\"wp-block-heading\">8. Protect devices that have access to PHI<\/h3>\n\n<p class=\"wp-block-paragraph\">Do any of your employees work from home <b><i>and<\/i><\/b> work with patient medical information? If so, you need a way to secure their devices. One of the most common HIPAA violations happens when devices like laptops, USB devices, and mobile phones get stolen. You don\u2019t get fined for the theft, you get fined because you didn\u2019t properly secure the device with encryption, passwords, or other protective security measures.<\/p>\n\n<p class=\"wp-block-paragraph\">If staff members are sending any emails from mobile technology devices that may have PHI, all the same safeguard measures need to be taken. Here\u2019s more on <a href=\"https:\/\/www.insureon.com\/blog\/how-to-comply-with-hipaa-security-rule\" target=\"_tabs\" rel=\"noopener noreferrer\">how to comply with the HIPAA security rule for devices<\/a>.\u00a0<\/p>\n\n<h3 class=\"wp-block-heading\">9. Train your staff<\/h3>\n\n<p class=\"wp-block-paragraph\">As you can see, this is a lot \u2013 for everyone, including your staff members who have to follow all of this. But remember, it\u2019s done to protect patient privacy. It\u2019s important.<\/p>\n\n<p class=\"wp-block-paragraph\">You must conduct annual staff training as part of HIPAA compliance and confirm that each person has completed it. This would cover topics like how to secure devices, who has access to information, what can and cannot be included in emails to various entities \u2013 basically most of the stuff in this article.<\/p>\n\n<p class=\"wp-block-paragraph\"><b>Be sure to also include training on how to identify and avoid email phishing scams. <\/b>It doesn\u2019t do much good to create policies for email HIPAA compliance if no one knows how to follow them.<\/p>\n\n<h2 class=\"wp-block-heading\">Finding a HIPAA compliant email provider\u00a0<\/h2>\n\n<p class=\"wp-block-paragraph\">There\u2019s a lot to do when it comes to HIPAA compliance. And we\u2019ve just covered email!\u00a0<\/p>\n\n<p class=\"wp-block-paragraph\">The more work you can save yourself and your team, the easier it will be on your staff and your budget. Working with business associates that are already HIPAA compliant will save you some of that time and money. This is because there are certain tasks, such as proper email encryption and data storage, that you won\u2019t have to worry about.<\/p>\n\n<p class=\"wp-block-paragraph\">Mailgun provides HIPAA compliant email services, and you\u2019ve already seen our <a href=\"https:\/\/www.mailgun.com\/es\/legal\/ca-hipaa\/\" target=\"_tabs\" rel=\"noopener noreferrer\">business associate addendum.<\/a>\u00a0<\/p>\n\n<p class=\"wp-block-paragraph\">If you need a HIPAA compliant email provider, you\u2019ve found your solution. <a href=\"https:\/\/signup.mailgun.com\/new\/signup\" target=\"_tabs\" rel=\"noopener noreferrer\">Create an account today<\/a>, sign our BAA, and use Mailgun to simplify and protect your email communications.<\/p>\n\r\n    <aside data-content-type=\"longform\"  class=\"banner-block longform-spacings rounded-lg shadow-lg px-5 py-6 px-md-6 py-md-7 p-lg-7 bg-light\" data-theme=\"dark\" aria-labelledby=\"banner-block-block_d519efeb762ca8cd1f21ffe686be1437\">\r\n                    <p class=\"text-uppercase section-caption text-body-color\">\r\n                Learn about email security and compliance            <\/p>\r\n                            <p class=\"h4 text-accent fw-bold\" id=\"banner-block-block_d519efeb762ca8cd1f21ffe686be1437\">\r\n                Email security and compliance            <\/p>\r\n                            <div class=\"mb-0 text-body-color\">\r\n                                    <div class=\"content-body mb-0 text-body-color\">Email security isn&#x27;t easy. But you need to protect your business, brand, employees, and subscribers. Find out about the benefits of continually improving email security and compliance from our industry experts. It&#x27;s yours to explore. No form filling required.<\/div>\r\n                            <\/div>\r\n        \r\n        <div class=\"text-start mt-5\"><a href=\"https:\/\/www.mailgun.com\/wp-content\/uploads\/2025\/10\/GU-MG-Security-and-Compliance.pdf\"  class=\"btn btn-secondary\" >Get the guide<\/a><\/div>\r\n    <\/aside>\r\n\r\n","protected":false},"excerpt":{"rendered":"<p>El cumplimiento de la HIPAA no es f\u00e1cil. Implica entender la ley y saber c\u00f3mo se aplica a tu caso. Para evitar posibles filtraciones de datos que podr\u00edan dar lugar a multas costosas, a continuaci\u00f3n te explicamos c\u00f3mo enviar informaci\u00f3n de salud de los pacientes por email de forma segura.<\/p>\n","protected":false},"author":22,"featured_media":4074,"menu_order":0,"template":"","meta":{"_acf_changed":false,"footnotes":""},"blog_category":[20],"class_list":["post-21041","blog","type-blog","status-publish","has-post-thumbnail","hentry","blog_category-email"],"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v28.4 - https:\/\/yoast.com\/product\/yoast-seo-wordpress\/ -->\n<title>Cumplimiento de la HIPAA en emails: 9 pasos para proteger la PHI - Transactional Email API Service For Developers | Mailgun<\/title>\n<meta name=\"description\" content=\"No cabe duda: el cumplimiento de la HIPAA es complejo. 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