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Your standard Gmail account is a liability. The same goes for that Outlook setup you’ve been using since 2015.
Every time someone on your staff emails a patient’s test results or treatment notes, you’re gambling.
One breach, one audit, one disgruntled employee, and suddenly you’re explaining to regulators why protected health information—including electronic protected health information (ePHI)—traveled through servers with zero encryption.
Using non-HIPAA-compliant email services like standard Gmail or Outlook can result in a HIPAA violation, putting your organization at risk.
Healthcare data breaches cost an average of nine million dollars. Nine million. And email sits at the top of the list for how hackers get in.
They’re not breaking through firewalls with sophisticated code. They’re sending phishing emails to your front desk staff and waiting for someone to click. This is why protecting patient privacy and ensuring secure communications are critical for healthcare practices.
But here’s what nobody tells you: HIPAA-compliant email isn’t actually complicated anymore.
A decade ago, you needed IT consultants and enterprise contracts. Now? Specialized providers have built solutions that plug into your existing workflow without requiring a computer science degree to operate.
Modern solutions use advanced encryption protocols—such as SSL/TLS, S/MIME, and PGP—and sometimes proprietary protocols to ensure compliance and protect patient privacy.
We looked at nine providers doing this well.
These solutions are designed for healthcare practices and support secure communications.
Some work as add-ons to Gmail or Outlook (including plug-ins for existing email clients and seamless integration with your existing email provider). Others replace your email entirely with purpose-built healthcare platforms.
Read on as we unpack the details.
Table of Contents
1. HIPAA Compliant Email in Healthcare—A Quick Overview
2. Best HIPAA-compliant Email Providers for Healthcare
3. How to Pick the Best HIPAA Compliant Solution
4. The Gap Email Doesn't Cover
HIPAA Compliant Email in Healthcare—A Quick Overview
Compliant email is necessary for protecting sensitive patient information.
It also allows medical practices to meet the strict requirements of the Health Insurance Portability and Accountability Act (HIPAA).
Unlike standard email services, HIPAA-compliant email providers focus on safeguarding PHI as it moves between healthcare organizations, patients, and business partners.
These compliant email solutions use secure messaging protocols and advanced security measures to ensure that every email containing sensitive patient information is handled with the highest level of confidentiality and integrity.
What Makes an Email Provider HIPAA Compliant?
HIPAA-compliant email platforms include a suite of features designed to protect sensitive health data and support regulatory compliance.
Notable features of HIPAA-compliant email solutions for healthcare providers include:
- Email Encryption: Encryption ensures that all messages and attachments are protected as soon as they are sent. This reduces human error and guarantees PHI remains secure without requiring manual steps.
- Secure Electronic Forms: Compliant platforms offer secure web forms that allow organizations to collect sensitive patient data electronically. These forms help streamline workflows like patient intake, feedback, and consent gathering.
- Role-Based Access Controls: Access controls let administrators restrict who can view, send, or receive emails containing PHI. This minimizes the risk of internal mishandling or unauthorized exposure of sensitive data.
- Secure Archiving and Message Retrieval: Compliant email services typically include secure archiving tools, allowing organizations to retain and retrieve emails in a way that aligns with HIPAA’s documentation and audit standards.
- Business Associate Agreements (BAAs): Reputable services include a BAA that outlines the responsibilities of the email provider in handling PHI. This is a required legal safeguard for any third party that processes protected information.
- Data Backup and Disaster Recovery: Built-in backup and recovery features protect communication data from loss during system failures, cyberattacks, or natural disasters, ensuring continuity of care and compliance.
Together, these features make HIPAA-compliant email a foundational technology for healthcare communication.
Best HIPAA-compliant Email Providers for Healthcare
Below is a run down of the top-rated HIPAA-compliant email providers and what they bring to the table.
1. Virtru
Virtru realized something important early on: doctors and nurses won’t learn new email systems.
They will resist, forget passwords, and eventually send PHI through regular channels. They are busy saving lives and don’t have time for complicated security.
IT departments can require changes all they want. If a tool makes things more complicated, clinical staff will look for alternatives. That’s just how it is.
So Virtru built encryption that lives inside the email platforms people already use. Gmail, Outlook, whatever you’ve got—including Outlook accounts.
Click a toggle, and suddenly that message is encrypted end to end. No new interface to learn. No separate login to remember. The workflow barely changes.
The clever part is what happens after you hit send. Virtru lets you revoke access to emails you’ve already sent.
You can also track message activity for compliance and audit purposes. Accidentally included the wrong patient’s information? Pull it back. Need to set an expiration date so sensitive records don’t sit in someone’s inbox forever?
Done—authorized recipients can access encrypted emails easily through familiar interfaces. Forward prevention keeps recipients from spreading PHI to unauthorized parties.
Data Loss Prevention runs in the background, automatically flagging and encrypting anything that looks like it contains patient information. Your staff doesn’t need to remember which emails require protection. The system handles it.
2. Hushmail
Hushmail has been at this since 1999. That’s not a typo.
While most of us were still figuring out dial-up internet, Hushmail was already building encrypted communication tools.
Two decades of focus on healthcare show in the product. This isn’t enterprise software awkwardly repurposed for medical practices.
Therapists, counselors, physicians, and small clinics represent Hushmail’s core users, and the platform reflects their actual needs.
Secure web forms set Hushmail apart from pure email solutions. Patient intake, consent documents, and assessment questionnaires.
Practices can collect sensitive information electronically with encryption protecting data from the moment patients submit it, ensuring the message content remains secure and private. Pre-built templates for common healthcare forms like PHQ-9 and GAD-7 save setup time.
The private message center handles communications with patients who don’t use Hushmail themselves.
Recipients access encrypted messages through a secure portal without needing accounts or special software.
Hushmail also supports access from mobile devices, allowing both patients and providers to communicate securely from smartphones and tablets.
3. Paubox
Every security system that relies on people to remember steps will eventually fail.
It can be as simple as forgetting the encrypt button, the special keyword in the subject line, or sending PHI over. This isn’t negligence; it’s just human nature under pressure.
Paubox eliminated the problem.
Every outbound email gets encrypted automatically. Zero steps. Zero decisions. Zero opportunities for human error to create compliance gaps. Staff sends an email exactly like they always have. The encryption happens whether they think about it or not.
Recipients don’t deal with friction either. No portals to log into. No passwords to retrieve. No extra clicks to read a simple message.
Encrypted communications land directly in inboxes and open normally, ensuring secure email delivery that supports compliance with HIPAA regulations by maintaining data security and regulatory adherence.
The security happens invisibly, which means people actually use it instead of finding workarounds that defeat the entire purpose.
HITRUST CSF certification validates that Paubox meets healthcare’s strictest security standards. Integration with Google Workspace and Microsoft 365 keeps existing workflows intact.
AI-powered threat detection catches phishing attempts before they reach staff inboxes.
4. Proton Mail
Scientists at CERN and MIT created Proton Mail because they recognized a fundamental truth about privacy: if the email provider can read your messages, then those messages aren’t really private.
Governments can request access. Hackers can break into servers. Employees can look at your data. The only real protection comes from the mathematical certainty that access can’t happen.
Proton’s architecture delivers precisely that.
Zero-access encryption means even Proton’s own staff cannot read messages stored on their servers. Not won’t. Cannot. The math simply doesn’t allow it. Your data remains yours, and no court order or security breach changes that equation.
Besides this, we have to consider that Proton operates out of Switzerland.
With privacy laws that are among the strongest in the world, healthcare organizations that work with international patients or deal with complex regulatory demands value this positioning.
Password-protected messages enable secure communication with anyone, regardless of what email service they use.
Patients on Gmail, Yahoo, or their work accounts can receive encrypted communications and respond securely.
Proton Mail makes secure patient communication straightforward, allowing healthcare providers to exchange sensitive information with patients while maintaining HIPAA compliance.
Beyond email, Proton offers encrypted calendar, cloud storage, and VPN services.
Organizations standardizing on privacy-focused infrastructure should ensure the organization subscribes to the appropriate Proton Mail plan to access HIPAA compliance features and build entire workflows within the Proton ecosystem.
5. LuxSci
LuxSci has operated in the HIPAA-compliant space since 1999, developing SecureLine encryption technology that solves a genuine problem.
Recipients use different email platforms with varying capabilities of security, and a one-size approach creates friction.
SecureLine automatically adjusts encryption methods based on what each recipient can handle, using advanced encryption protocols such as SSL/TLS, S/MIME, and PGP to ensure secure delivery and maintain HIPAA compliance.
Healthcare organizations send messages normally, and the system figures out the optimal secure delivery method for each destination. No manual configuration required.
High-volume senders gravitate toward LuxSci. The platform handles millions of encrypted emails monthly through API or SMTP integration.
Healthcare payers sending explanation of benefits documents, large provider networks coordinating care across thousands of patients, and marketing teams running compliant patient engagement campaigns.
LuxSci scales to meet these demands. For organizations with large-scale or specialized needs, LuxSci offers enterprise plans with additional features and support tailored to business requirements.
Email marketing capabilities support PHI-powered personalization while maintaining strict compliance.
Organizations can segment patient populations and deliver targeted communications without exposing protected information.
6. NeoCertified
Ever since 2002, NeoCertified has been providing healthcare organizations with encryption services.
Over these two decades, their teams have built a wealth of expertise in HIPAA-compliant communication.
Deployment flexibility defines the platform. Choose a secure web portal, integrate with Outlook through an Add-In, or connect via Gmail extension.
Organizations select whichever approach fits their existing infrastructure rather than rebuilding workflows around new software. However, certain advanced HIPAA compliance features—such as legal protections and security controls—may require upgrading to a paid version of the email service.
Military-grade 256-bit AES encryption protects both messages and attachments, and NeoCertified uses proprietary protocols to enhance security further and ensure compliance.
Recipients don’t need special software. Message recall capabilities let senders retrieve communications after sending.
Email archiving supports retention periods up to seven years for organizations with strict compliance documentation requirements.
Secure forms enable HIPAA-compliant patient information collection directly through email workflows. Practices can request and receive sensitive data without switching between systems.
7. MailHippo
Solo practitioners and small practices face a particular challenge.
Enterprise security solutions cost too much and require too much technical expertise, but HIPAA doesn’t care about your budget or IT capabilities. Compliance requirements apply equally regardless of organization size.
MailHippo was built specifically for this audience.
The platform prioritizes accessibility over advanced features. Setup requires no special configuration. Users keep their existing email addresses and add MailHippo’s security layer on top.
The SendSafe address feature provides each user with a personalized secure link. Anyone can send HIPAA-compliant messages to that address regardless of their own email provider. Patients, other providers, and insurance companies. No accounts required on their end.
Compliancy Group awarded MailHippo its HIPAA Seal of Compliance. Pricing stays affordable enough that solo therapists and small medical practices can achieve compliance without significant financial burden.
The basic plan is structured for up to five users, making it a practical choice for solo practitioners or small teams who need HIPAA-compliant email solutions without paying for unnecessary extras.
FormHippo integration handles fillable PDFs with electronic signatures, extending secure workflows beyond basic email.
8. Egress
Egress approaches email security differently than pure encryption providers.
Machine learning analyzes communication patterns across organizations, establishing baselines for expected behavior. When something looks wrong, the system flags it.
This catches threats that encryption alone misses. Accidental data exposure. Employees sending information to the wrong recipients. Subtle phishing attempts that don’t trigger traditional filters. The human layer of security often fails, and Egress focuses specifically on that vulnerability.
Some of Egress users include national providers, for example, the UK’s National Health Service uses Egress.
Having these types of organizations on board shows the trust that is being put in Egress. Egress also allows organizations to track message activity, supporting compliance and security auditing requirements.
9. Send It Secure
Send It Secure, previously called Protected Trust, takes a straightforward approach.
Encrypted messages live on secure servers. Existing email addresses handle delivery notifications.
Recipients access protected content through simple links, and Send It Secure makes it easy for recipients to access encrypted emails with a user-friendly interface and seamless authentication.
No migration required. No new email addresses to distribute. The platform works alongside whatever you’re currently using.
One-click Outlook integration through an Add-In keeps workflows simple.
For users who prefer Apple Mail, compatibility ensures secure, HIPAA-compliant messaging within their familiar client. Mobile apps for iOS enable secure communication from anywhere.
SMTP service integration connects practice management software to protect external communications containing patient information automatically.
Finally, with features like message revocation and expiration controls, you’ll maintain authority over all communication that’s sent to your patients.
Aspida Mail is another HIPAA-compliant email solution, offering encryption, data loss prevention, and compatibility with popular email clients for healthcare organizations seeking compliance and security.
How to Pick the Best HIPAA Compliant Solution
Nine providers. Different strengths. How do you decide which is the best solution for your practice?
Start with the Business Associate Agreement.
Every vendor here provides one, but the terms differ. Request the actual documents during your evaluation.
Also, take advantage of free trials to assess features, security, and compliance capabilities before making a commitment.
In addition, verify that coverage includes all services you will use. Don’t assume availability based on marketing materials.
Integration is very important.
Add-on solutions like Virtru and Paubox improve existing Gmail or Outlook setups. Standalone platforms like Hushmail and Proton Mail completely replace your current email. Neither approach is necessarily better. The right choice depends on how much change your organization can handle.
Consider recipient experience.
Security that creates friction gets bypassed. If patients struggle to access your messages, they’ll request communication through less secure channels. Paubox’s portal-free delivery and Proton’s password-protected messages represent different philosophies on this tradeoff.
Audit capabilities separate adequate solutions from excellent ones.
You’ll need to take into consideration that HIPAA requires documentation and ensure the solution helps your organization meet compliance requirements.
Make sure that you have implemented things like logging, reports, and retention periods. And remember that your total costs include more than just subscription fees.
It also covers implementation complexity, training needs, and ongoing support. The cheapest option often ends up being pricey when you factor in administrative overhead.
The Gap Email Doesn't Cover
Encrypted email handles written communication. Great.
But healthcare doesn't run on email alone. Phone calls happen constantly. Text messages fly back and forth. Patients leave voicemails after hours with detailed symptom descriptions. Staff text each other about patient needs between rooms.
Most practices handle these interactions through personal cell phones or standard phone services. Zero encryption. Zero audit trails. Zero compliance documentation if something goes sideways during an investigation.
Think about last week.
How many patient calls went through personal devices? How many texts contained information that technically qualifies as PHI? Most healthcare workers don't even think about it anymore. It's just how things work. Until it isn't.
iPlum fills this gap directly. Dedicated business phone lines with encrypted calling and messaging capabilities.
Healthcare professionals separate personal and professional communications. No more patient calls to your personal cell. No more texts mixing family group chats with clinical discussions. Every patient interaction generates documentation supporting compliance requirements.
For organizations implementing email encryption, iPlum completes the picture. Secure email protects written correspondence. iPlum protects voice and text.
Together, they create comprehensive communication compliance that actually covers how healthcare teams work in practice.
Wrapping up
Email security is essential for healthcare organizations.
The regulatory requirements are clear. The statistics on breaches are alarming. Fortunately, the solutions are available. There is no excuse for sending patient information through unprotected channels.
Each provider mentioned here has genuine capabilities to tackle compliance challenges. Virtru and Paubox are suited for organizations that use existing platforms.
Hushmail and Proton Mail cater to those who want healthcare communication tools built for their needs. LuxSci addresses high-volume enterprise demands.
MailHippo makes compliance easier for solo practitioners. Egress offers added protection for organizations concerned about insider threats. NeoCertified and Send It Secure provide flexible deployment options.
Choose one. Implement it correctly. Train your staff. Stop risking patient information.
The investment pays returns beyond avoiding fines.
Patients trust providers who take privacy seriously. Staff work more confidently knowing systems protect them from accidental violations. Organizations position themselves for a future where secure communication becomes table stakes for quality healthcare delivery.
Cyber threats aren't slowing down. Regulations aren't relaxing. Patient expectations around privacy keep rising. The organizations that address email security now build competitive advantages. Those who delay accumulate risk with every unencrypted message.
Your current email setup is a liability. Fix it.
