HIPAA Compliance for Email and Text Messaging: Understanding PHI and the 3-Step Safeguard

Overview

Unencrypted email and text messaging have become essential tools for healthcare communication and patient engagement. Patients prefer these convenient channels—and under HIPAA, they have the right to use them. However, these same methods can also pose serious privacy and security risks, particularly when Protected Health Information (PHI) is involved.

This comprehensive webinar explains how healthcare organizations can confidently and safely use unencrypted email and text messaging without violating HIPAA rules. You’ll learn the 3-Step HIPAA Safeguard, a simple yet powerful compliance framework that protects Covered Entities even if a message is intercepted during transmission.

The session will also dispel common myths and misinformation about HIPAA and electronic communications. You’ll gain a clear understanding of how PHI is defined, how OCR enforces HIPAA, and when encryption is required under both HIPAA and CMS guidelines.

In addition, the session will review the U.S. Supreme Court’s 2021 TCPA ruling and its implications for healthcare-related text messaging—clarifying why this decision does not override HIPAA requirements.

Why You Should Attend

This session provides a straightforward roadmap to protect your organization from HIPAA violations while still meeting patients’ communication preferences. By implementing the 3-Step HIPAA Safeguard, you’ll gain “safe harbor” protection, ensuring your facility is compliant, secure, and patient-friendly.

You’ll also learn how to properly document compliance measures, respond to patient communication requests, and avoid the costly risks associated with improper handling of PHI via email or text.

Areas Covered in the Session

• Overview of HIPAA Rules and the Supreme Court’s TCPA Decision

• Understanding What Constitutes PHI (Beyond Medical Data)

• Patients’ Rights to Receive PHI via Unencrypted Email and Text Messages

• The 3-Step HIPAA Safeguard for Compliance and Protection

• When and How to Encrypt Emails and Text Messages Containing PHI

• OCR and CMS Guidelines for Secure Digital Communication

Who Will Benefit

This session is ideal for all healthcare Covered Entities and professionals responsible for compliance, patient engagement, and risk management, including:

• Healthcare Providers, Clinics, and Hospitals

• Physician Practices of All Sizes

• Physical, Occupational, and Behavioral Therapists

• Health Plans and Third-Party Administrators

• Practice Managers and Compliance Officers

• Privacy and Security Officers

• Patient Outreach and Marketing Teams

• Risk Managers and Legal Counsel

• Vendors and Business Associates Handling PHI

• Billing, Collections, and Practice Management Companies

• Health IT Vendors and Communication Service Providers

Key Takeaways

• Understand HIPAA’s stance on unencrypted email and text messaging

• Learn the 3-Step HIPAA Safeguard for complete compliance protection

• Avoid violations and medical identity theft risks

• Ensure your organization respects patient rights while maintaining data integrity