Ann answers your questions - Secure Emails and Dental Practices

Ann Griffin,

Can you tell me about secure emails and how dental practices should be using them to follow HIPPA? Can you share any resources or literature that you would give me more information on this?
I get the impression that my geographic area is not aware that emailing patient information must be done through a secure email system. You can no longer send emails to patients the traditional way.

Thank you for your time,

Jenifer in Fairbanks, Alaska



Hi Jenifer in Fairbanks, AK,

Your question has to do with security concerning electronically processed patient data and communications of any kind.  You are absolutely correct---all electronically stored or transmitted patient data must be encrypted, sent from secure computers and mobile devices.  It is the dentist’s responsibility to be familiar with regulations and implement them in her/his office. 

All “covered” practices must comply with standards set under HIPAA and also standards set by the payment card industry to protect debit and credit card information.  “Covered” refers to all dental practices that store or transmit any patient data electronically, including filing third party claims. 

Under HIPAA regulations, the dentist/dental practice is responsible for conducting a “Risk Analysis” and establishing a “Security Management Process.”  The Risk Analysis includes evaluation of privacy protection when speaking with patients in the office, by telephone, email, or posted mail.  Additionally, the dentist must assess the guarantee of privacy when transmitting patient data to another health care entity or third party payer and when storing patient data on the office computer or mobile devices used by practice personnel.

Following are several sources of information on HIPAA requirements:

• The ADA Complete HIPAA Compliance Kit may be ordered online at ADA.org/HIPAA or by telephone at 1-800-947-4746.  The Kit is available to ADA members.
• The U.S. Department of Health and Human Services has HIPAA security tools and resources online.

Use the link to find a brief, clear overview of aspects of HIPAA regulations and payment card companies’ regulations as well in several of my archived blogs for October 2014 on Practicon’s website:  How Recent Regulations Affect Electronic Storage of Patient Data and Use of Patients’ Credit/Debit Cards for Payment of Fees, Patient Information Stored on Mobile Devices, and Stolen Mobile Devices.

Thank you,

Ann.