The modern industrial environment requires healthcare organizations to safeguard patients’ data, which in turn, puts pressure on those institutions. Since email continues to be a primary mode of communication in the workplace, HIPAA requirements must be met. HIPAA-Compliant Email Providers provide a solution for healthcare professionals in order to communicate sensitive data and to meet the requirements of HIPAA regulations.
Selecting the ideal email service provider is essential to avoid HIPAA penalties and shattered reputation. These providers generally support strong measures of encryption, secure storage, and compliance features, which can be valuable in safeguarding patient’s information by increasing the effectiveness of communication.
In this extensive guide, 20 HIPAA-compliant email services are discussed with their features, advantages, and relevancy to healthcare institutions. No matter if you are a small clinic or a big healthcare company, you will be able to find the necessary solution for secure communication in this guide.
What Are HIPAA-Compliant Email Providers?
HIPAA Compliant Email Providers are those services that are accurately suited to provide a platform for email usage that is fully compliant with HIPAA set regulations. They use components such as Secure Socket Layering and other secure transmission procedures, the use of controls on data access, and the recording of data usage to protect PHI data in transit and when stored. These providers make it possible for healthcare organizations to communicate effectively and in so doing meet all the legal requirements.
Why Do You Need HIPAA-Compliant Email Providers?
- Legal Compliance: Learn how to save your company from expensive penalties by properly following the principles of HIPAA.
- Data Security: Prevent loss and leakage of identified and sensitive PHI.
- Patient Trust: Confidential communication is a way of creating confidence in your services.
- Audit Readiness: Make compliance half as burdensome by having minute records logged and documented.
- Operational Efficiency: Integrated, simplified, and secure communication with the patients and other members of the health team.
Key Features of HIPAA-Compliant Email Providers
- End-to-end Encryption: Ensures that the emails sent are safe to be viewed by anyone.
- Business Associate Agreement (BAA): A required contract to protect the state’s privacy of Health Information under HIPAA.
- Access Controls: Control the entering of email by only authorized personnel.
- Audit Trails: E-mail should provide mechanisms for logging the activity for reporting purposes.
- Secure Data Storage: Secure emails at rest with and through encryption and redundancy.
Quick Comparison Table
| Tool Name | Free Plan | Ease of Use | Best Fit | Pricing |
| Paubox | Yes (Free trial) | Easy | Healthcare organizations with limited size and integrations | Starts at $29/month |
| LuxSci | No | Moderate | Healthcare organizations needing customized email solutions | Custom pricing |
| Virtru | No | Moderate | Large organizations needing strong encryption and large file transfers | Starts at $119/month |
| Mimecast | No | Moderate | Healthcare organizations requiring strong security and compliance | Starts at $4/user/month |
| Hushmail | No | Easy | Small to medium healthcare practices and freelancers | Starts at $11.99/month |
| MailHippo | Yes (30-day trial) | Easy | SME healthcare practitioners | Starts at $4.95/user/month |
| Rmail | No | Moderate | Healthcare organizations needing advanced tracking and reporting | Starts at $7/user/month |
| NeoCertified | No | Easy | Small practices needing simple compliance | Starts at $99 annually per user |
| ZixMail | No | Easy | Healthcare organizations often communicating with external entities | Starts at $6/user/month |
| Encyro | Yes (Free plan) | Easy | Organizations new to healthcare with simple compliance needs | Starts at $9.99/user/month |
| Egress | No | Moderate | Large-scale healthcare organizations needing advanced security | Starts at $24/user/month |
| Protected Trust | No | Easy | Microsoft 365-based organizations | Custom pricing |
| SendSafely | Yes (Free plan) | Easy | Small healthcare practices or individuals needing straightforward security | Starts at $10/month |
| Barracuda | No | Moderate | Large healthcare organizations needing advanced threat protection | Custom pricing |
| MDOfficeMail | No | Easy | Small to medium medical practices | Starts at $16/user/month |
| Aspida Mail | No | Easy | Behavioral health professionals | Starts at $10/month/email address |
| CipherMail | Yes (Open Source) | Moderate | Organizations needing strong encryption with technical expertise | Free (open source), paid options |
| DataMotion | No | Moderate | Healthcare organizations needing automated workflows and compliance | Starts at $26/user/month |
| ProtonMail | Yes (Free plan) | Easy | Small private healthcare groups concerned with privacy | Free for basic use, custom pricing |
| Tutanota | Yes (Free plan) | Easy | Small to medium practices needing secure and private communication | Free for basic use, €3/user/month for premium |
Top 20 HIPAA-Compliant Email Providers
1. Paubox
Paubox makes secure email easy and discreet to use on existing applications such as Google Workspace and Microsoft 365. It prevents HIPAA violation if the message contains such information but it does not need the recipients to provide other credentials or enter other portals. They preferred this program as it automatically encrypts messages and is very simple to use among healthcare providers.
Key Features:
- Automatic email encryption.
- Solutions for Google Workspace and Microsoft 365.
- It’s important to access secure patient data collection forms.
| Pros | Cons |
| Ease of use and trainer-friendly interface. | Only available for use on certain email services. |
| Compatibility with other existing systems that are already installed. | Higher price for extra functionality. |
| No additional login or separate portal is required. | Basic reporting capabilities. |
Ideal For:
- Incorporation of software with other present health care organizations with limited range and size.
Pricing:
- A free trial is available
- Starts at $29/month
- Plus membership starts at $59/month.
- Premium membership starts at $69/month.
Website: https://www.paubox.com/
2. LuxSci
As a HIPAA-abiding service, LuxSci is a full-service email service that provides HIPAA-compliant email Provider hosting solutions and web form services. It employs sophisticated encryption mechanisms and also has customized email solutions for healthcare organizations.
Key Features:
- The list neatly suggests the most basic requirement for secure email hosting it must be automatically encrypted.
- Web-based forms that are compliant with the Health Insurance Portability and Accountability Act of 1996 which relate to the use and disclosure of health information.
- Multiple encryption options.
| Pros | Cons |
| Add an about our team page and a portfolio. | Outdated user interface. |
| Customizable security policies. | Complex pricing structure. |
| Prompt customer support solution. | Fewer anti-spam tools. |
Ideal For:
- Those healthcare organizations seeking secure electronic mail services and patient data capture solutions.
Pricing:
- Custom pricing based on requirements.
Website: https://luxsci.com/
3. Virtru
Virtru is a company that offers HIPAA-compliant encryption features that can be easily installed on the current most popular email applications such as Gmail and Outlook. It focuses on the concept of fine-grained access and controlling the flow of PHI while using interview trails at the same time.
Key Features:
- Encryption of the complete chain of emails and files.
- Free storage up to up to 15 GB for secured file sharing.
- The features of controlling and revoking the access rights.
| Pros | Cons |
| Compatibility with the current systems. | Users require further actions to reach encrypted messages. |
| The best encryption methods and control possibilities. | Pricing depends on the features. |
| AVR is used to support large file transfers. | Email recall can be complex. |
Ideal For:
- Large organizations need strong encryption of files and the ability to transfer large files.
Pricing:
- Starts at $119/month for up to five users.
- For business purposes, the plan starts at $219/month for up to five users.
- For organizations that conduct business with US federal government agencies, the plan starts at $399/month for up to five users.
Website: https://www.virtru.com/
4. Mimecast
Mimecast is an email-serving solution that also specializes in HIPAA and has excellent options for healthcare. It is noted that it has very strong cryptographic and threat identification capabilities and shields the emails from ransomware, phishing attacks, or data leaks. Mimecast also scans the emails for any PHI and encrypts them as well so that all sensitive information cannot be sent without copying it to a compliant program first. This capability, together with its AI-based threat detection feature, also cancels out unauthorized access and information leakage issues in the course of data transmission.
Key Features:
- Automated email encryption, and data loss prevention.
- A.I. for threat identifications of phishing and ransomware attacks.
- HIPAA-Compliant Email Providers offer capture, storage, and retention of emails of all types.
| Pros | Cons |
| Enhanced security threats detection and prevention. | Expensive for small organizations. |
| Automatic encryption ensures compliance without struggle. | Complex installation process. |
| Special compliance policies for tailored needs. | Possible increased costs with mobile features. |
Ideal For:
- Healthcare organizations that require excellent security and compliance services.
Pricing:
- Starts at $4 per user/month.
Website: https://www.mimecast.com/
5. Hushmail
Hushmail for Healthcare is an easy-to-use, HIPAA-compliant email Providers specially developed for small to ‘mid-size’ healthcare practices. It provides encrypted email and secure web forms where patients’ information can be collected securely. The service offers templates already set for healthcare practitioners to use and is thus helpful for HIPAA newcomers. Most of Hushmail’s facilities are secure by default, also, the messages are encrypted automatically to protect the content.
Key Features:
- Secure email communications and submission of relevant web forms and surveys under encrypted links.
- Ready-made templates that include common messages in the healthcare industry.
- The two-factor authentication increases the sense of security.
| Pros | Cons |
| Budget-friendly pricing. | Limited options for large organizations. |
| Very simple to install and operate. | Fewer storage capacity than competitors. |
| Secure web forms with automatic encryption. | No support for large-scale integrations. |
Ideal For:
- Hushmail is ideal for small to medium-sized healthcare organizations, freelancers, or any organizations and businesses requiring HIPAA-compliant communication at an affordable price.
Pricing:
- Hushmail for Personal Use starts at $49.98/year
- Hushmail for Law starts at $10.79/month.
- Hushmail for Small Business starts at $10.79/month.
- Hushmail for Healthcare starts at $11.99/month.
Website: https://www.hushmail.com/
6. MailHippo
MailHippo provides simple and clear HIPAA-compliant email Providers and does not engage in unessential pandering. As one of our online security software, it offers a way to create secure email accounts that automatically encrypt the mail and has offerings such as secure forms and document sharing. The platform is built for healthcare providers who will have limited IT knowledge and experience.
Key Features:
- Automatic encryption
- Secure forms
- Simple user interface
| Pros | Cons |
| Easy to implement. | Limited advanced features. |
| Affordable pricing. | Basic reporting capabilities. |
| Good customer support. | Limited customization options. |
Ideal for:
- SME healthcare practitioners.
Pricing:
- A 30-day Free trial is available.
- Basic plan starts at $4.95/user/month.
- Pro plan starts at $7.95/user/month.
Website: https://www.mailhippo.com/
7. Rmail
There’s an unencrypted email service, encryption, and e-signature with the HIPAA features of Rmail. The platform has some features such as registered email services for providing proof of delivery and time stamp services. It connects to current e-mail clients and it features sophisticated tracking and compliance reporting features.
Key Features:
- Registered email services
- E-signature integration
- Proof of delivery
| Pros | Cons |
| Advanced tracking features. | May prove costly for small practices. |
| Strong compliance reporting. | Complex feature set. |
| Works with existing email clients. | The learning curve for advanced features. |
Ideal for:
- Healthcare organizations requiring advanced tracking and reporting
Pricing:
- Starts at $7/user/month.
- The business plan starts at $25/user/month.
- Custom pricing based on organization size.
Website: https://rmail.com/
8. NeoCertified
NeoCertified is a simple-to-implement and low-cost HIPAA-compliant email verification platform for healthcare organizations. It is a simple-to-use software ideal for a small law firm or even a solo attorney. It protects the sender`s end to the recipient’s end and other amenities including the tracking of a message and a secure point of connection where a person can access his or her email.
Key Features:
- Easy to use email encryption at the touch of a button.
- Message tracking and delivery report.
- Web-based front-end to user mailboxes for recipients with no encryption app.
| Pros | Cons |
| Simple and easy to implement. | Fewer advanced functions for larger organizations. |
| Cost-effective solution for small practices. | Basic view with fewer options for configuration. |
| Good customer support and training services. | Inability to link with other email services. |
Ideal For:
- Mid-sized and independently practicing health care practitioners require cheap and easy ways of compliance.
Pricing:
- Starts at $99 annually per user.
- Gold plan starts at $199 annually per user.
- And for Non-profit Organizations the plan is $59 annually per user.
Website: https://neocertified.com/
9. ZixMail
ZixMail is a secure e-mail encryption solution that meets HIPAA rules and is targeted to produce a secure communication environment for the healthcare industry. The platform is famous for its usability and stability in encrypting and sending sensitive emails. ZixMail also works with Outlook and other email systems so users won’t notice it is an additional application.
Key Features:
- Secure email messaging for the users of Zix with visibility.
- Electronic mailbox for other recipients not protected with encryption technology.
- Outlook Integration so that the operation of the software is as easy as it gets.
| Pros | Cons |
| Secure communication within the business. | Requires sender and recipient to be part of the program. |
| Supports external secure email delivery. | Slightly more expensive than basic solutions. |
Ideal For:
- Organizations in the health sector use ZixMail to often communicate with other organizations.
Pricing:
- Starts at $6 per user/month.
Website: https://zix.com/
10. Encyro
Encyro has enhanced its safe email and file-sharing service offering with a clipboard in mind that complies with HIPAA standards. Especially for those HC providers with fewer than 200 beds, ASP eGuardian is easy to implement and inexpensive compared to other encryption services. Encrypt encrypts all messages and attachments automatically so the recipient does not need to download anything or sign up for an account.
Key Features:
- Encryption for attachments and emails is made automatic.
- Ease of use based on using the drag and drop feature.
- A file storage system that purposely provides security and authorized access rights.
| Pros | Cons |
| Cheap and easy to implement. | Not as integrated with other platforms. |
| Recipients don’t need to pre-register for accounts. | Fewer features for large organizations. |
| Incorporated features for portal-enabled security and file-sharing. | Support is offered most frequently by email only. |
Ideal For:
- Those organizations are relatively new to the healthcare industry and have simple compliance requirements.
Pricing:
- A free plan is available.
- Pro plan at $9.99 per user/month.
Website: https://www.encyro.com/
11. Egress
Egress is an intelligent email security and encryption company with a special emphasis on data leakage prevention. Risk patterns are identified by the platform and the most suitable security controls are implemented. Some features include message recall, expiry settings, and detailed audit trails.
Key Features:
- AI-powered risk detection
- Advanced access controls
- Detailed audit capabilities
| Pros | Cons |
| High levels of security. | Premium pricing. |
| Strong analytics and user experience. | Complex implementation. |
| AI-powered risk detection. | Requires technical expertise. |
Ideal for:
- Any healthcare organization that operates on an extended scale will require varying levels of security specifically for healthcare purposes.
Pricing:
- Starts at $24 per user/month.
- Custom pricing based on organization size.
Website: https://www.egress.com/
12. Protected Trust
Protected Trust is a health data email encryption company that is fully compliant with HIPAA rules for healthcare facilities. It provides users with a range of tools and features that one can easily risk messaging without the essentials of professional training services. It is well integrated with Microsoft 365 so that users can remain productive in their workplace.
Key Features:
- It is fully integrated with Microsoft 365.
- Real-time email encryption and tracking.
- Compliance reporting tools.
| Pros | Cons |
| Makes encrypted email easier for Microsoft users. | Applicable only to Microsoft product users. |
| Substantial compliance information reporting. | Expensive for small practices. |
| Easy to use for both senders and recipients. | Lacks higher-tier features for basic accounts. |
Ideal For:
- Companies that depend on Microsoft 365 to conduct their official and or business communications, majorly through emails.
Pricing:
- Custom pricing based on organization size.
Website: https://www.protectedtrust.com/
13. SendSafely
SendSafely is built for secure file transfer and email with an easy-to-use interface and a strong focus on the security of the data. It has integrated end-to-end encryption to both mails and attachments, some options are protected links and link expiration. It is as easy to use as any regular website on the internet while ensuring high levels of security.
Key Features:
- Secure file transfer
- Link expiration Two-factor authentication
| Pros | Cons |
| Easy to use. | Fewer features than competitors. |
| Strong security. | Basic interface. |
| Good value. | Limited customization. |
Ideal For:
- People operating small healthcare practices or individuals operating single practices require straightforward secure messaging.
Pricing:
- A free plan is available.
- The basic plan starts at $10/month.
- The business plan starts at $15/user/month.
- Custom pricing based on organization size.
Website: https://www.sendsafely.com/
14. Barracuda
Using threat protection as its main focus Barracuda offers email security and encryption solutions. It fully supports email protection measures such as threat protection, encryption, and archiving including full HIPAA compliance.
Key Features:
- Advanced threat protection
- Email Archiving
- Encryption services
| Pros | Cons |
| Strong security features. | Complex implementation. |
| Good scalability. | Higher cost. |
| Comprehensive solution. | Requires technical expertise. |
Ideal for:
- Large healthcare demands higher levels of security for the organization that IT service can not provide
Pricing:
- Custom pricing based on organization size.
Website: https://www.barracuda.com/
15. MDOfficeMail
MDOfficeMail is intended for HIPAA-compliant mail for medical practices. The features include safe and sound messaging, appointment reminders, and the opportunity to communicate with patients on the platform.
Key Features:
- Practice-specific features
- Patient communication tools
- Appointment reminders
| Pros | Cons |
| Healthcare-focused. | Limited advanced features. |
| Easy to use. | Basic reporting capabilities. |
| Good value. | Limited integrations. |
Ideal for:
- It’s quite useful for small to medium medical practices.
Pricing:
- Starts at $16 per user/month.
- Custom pricing based on organization size.
Website: https://mdofficemail.com/
16. Aspida Mail
Aspida Mail provides focused HIPAA-compliant-email services for behavioral health-related services. It has features that enable messaging, appointment reminders, and document sharing but meets all compliance requirements. It comes with features for those involved in Mental Health practice.
Key Features:
- Behavioral health focus
- Appointment reminders
- Secure document sharing
| Pros | Cons |
| Specialty-specific features for behavioral health. | Limited integrations. |
| Intuitive interface. | Basic reporting capabilities. |
| Competitive pricing. | Focused feature set. |
Ideal for:
- Psychologists and other workers in mental health and behavioral.
Pricing:
- Starts at $10/month/email address.
- Plus plan starts at $15/month/email address.
Website: https://aspida.us/mail/
17. CipherMail
BapherMail is an advanced, open code program for email encryption for, among others, healthcare facilities that can be HIPAA compliant. The supported system is inclusive of S/MIME, OpenPGP, and TLS to make it friendly to the different platforms since it is essential for any system design. CipherMail is available as a solution hosted at the client’s premises, or at CipherMail’s cloud depending on the needs of the ororganization’snfrastructure and security policies. It is enhanced with setting capabilities to adapt the system to specific compliance standards of the firm.
Key Features:
- S/MIME, OpenPGP, and TLand S as multiple encryption standards.
- Anticipated: on-premise and cloud delivery models.
- Delivering encryption gateway for optimum streaming.
| Pros | Cons |
| Flexible open-source encryption for customizations. | Needs technical expertise for network extensions. |
| Accommodates multiple encryption standards. | Less modern interface compared to competitors. |
| SME-friendly, ideal for growing organizations. | Free customers have fewer support options. |
Ideal For:
- Companies requiring strong and flexible encryption with a certain level of software knowledge.
Pricing:
- Free (open source), with paid enterprise options.
- Custom pricing based on organization size.
Website: https://www.ciphermail.com/
18. DataMotion
DataMotion provides business-grade secure email and file transfer solutions with an emphasis on Healthcare HIPAA compliance. It offers data encryption, properly created security for forms, and features for automated workflow and is HIPAA compliant.
Key Features:
- Secure forms
- workflows Automation and management
- Encryption services
| Pros | Cons |
| Good automation features. | Complex implementation. |
| Strong compliance. | Requires technical expertise. |
| Reliable service. | Premium pricing. |
Ideal For:
- Healthcare organizations seeking automation of their work processes
Pricing:
- Starts at $26 per user/month.
Website: https://datamotion.com/
19. ProtonMail
ProtonMail is an encrypted email platform that uses end-to-end encryption alongside protecting clients’ privacy. The ProtonMail service if operated from Switzerland, the company follows strict privacy policies and thus can be trusted by healthcare providers. It has two alternatives for its users, personal and business accounts to guarantee the effectiveness of the domain. The free email services are encrypted and easy to use on the web and smartphones to improve convenience. ProtonMail has some additional benefits; the interface is clear and simple, and the principle of zero access adds to this.
Key Features:
- Full protection with zero knowledge of the data stored.
- Operates from Switzerland only because of privacy regulation laws.
- Web applications for those who need secure access while using a smartphone or tablet.
| Pros | Cons |
| Easy-to-use interface. | Limited disk space on freemium plans. |
| Strong privacy and legal regulations. | Unable to connect directly to other email programs. |
| Available for both personal and commercial use. | More advanced features are available only with paid plans. |
Ideal For:
- Private care groups in small healthcare contexts.
Pricing:
- Free for basic use
- Custom pricing based on organization size.
Website: https://proton.me/
20. Tutanota
Tutanota is a Germany-based end-to-end encrypted email service that is completely open source. HIPAA-compliant is built for organizations seeking functions outside of conventional email hosting services. In addition, Tutanota confirms that all presentation of email content, including subject lines, is encrypted. The simple layout of this kind of platform and its relatively low cost will be beneficial for the small players in the sphere of healthcare. It also provides a safe calendar and storage services that make the application even more useful for companies.
Key Features:
- Fully encrypted email messages and their subject lines.
- Integration of Calendar with encryption.
- Support for the business domain.
| Pros | Cons |
| Affordable and accessible. | Does not connect to other applications. |
| Privacy-focused with no ads. | Limited customer support for free versions. |
| Open-source transparency. | Some features were available only in paid plans. |
Ideal For:
- Small and medium practices or freelancer healthcare-related professionals who are sensitive about their privacy.
Pricing:
- Free basic plan
- Legend plan starts at €3 per user/month.
- Custom pricing based on organization size.
Website: https://tuta.com/
Effective Tips on How to Utilize HIPAA-Compliant Email Providers
- Conduct Staff Training: Educate the human resources also now to use and by HIPAA strategies.
- Regularly Update Policies: Coordinated the evaluation of compliance information through the disparate regulatory ailments and expectations of emails.
- Monitor and Audit Usage: Do not use audit trails in general continuous monitoring because they are not efficient in performance checks.
- Integrate with Existing Systems: Choose vendors that will be compatible and easily integrate with the current structures in your business.
- Enable Multi-Factor Authentication (MFA): Add an extra layer of security to the account for opening email.
Common Mistakes to Avoid While Choosing HIPAA-Compliant Email Providers
- Ignoring BAA Requirements: To ensure that the provider has agreed to follow every policy the provider should sign a BAA.
- Overlooking Scalability: Another consideration is to opt for the solution that your organization can extend as the growing needs of the organization will introduce changes.
- Neglecting Usability: Some organizations can add some other structures that make it even harder for the concerned staff to adopt them.
- Underestimating Security Features: According to encryption and access control, should be prioritized to be.
- Not Testing Before Deployment: Testing some of the services in advance to settle the compatibility issues, ease of use, and others.
Conclusion
HIPAA-Compliant Email Providers are more of than for today’s healthcare organizations about communication. In this manner, those providers protect the patients’ privacy and avoid legal risks by covering their respective organizations for legal non-compliance. However, with more choices at our disposal, the ability to determine what you need specifically should guide the choice.
FAQs
1. What puts an email provider on the list of HIPAA-compliant providers?
Providers fulfill elements such as data encryption, provide access controls, and provide BAA to facilitate HIPAA compliance.
2. Is it possible to make use of Google’s Gmail which is used for emails for HIPAA compliant?
Yeah, as long as Google Workspace has been set to HIPAA compliance and there is a business associate agreement in place.
3. Is end-to-end encryption required for compliance with HIPAA?
Indeed, encryption during email transmission and storage is a contingency indicated by HIPAA.
4. Just how costly are the providers that offer HIPAA-compliant-mail solutions?
Pricing plans range from $0 to 100, but basic plans begin at $29 per month. Of course, creating custom solutions will be more expensive.
5. Can you utilize HIPAA-compliant mail with other mobiles?
Indeed, most providers have mobile applications or web portals that have embraced security features.
