HIPAA Compliant Gmail (Easy Guide to Secure Your Gmail)

Meeba Gracy

Meeba Gracy

Feb 08, 2024

HIPAA Compliant Gmail

If there’s one group of people who are constantly under attack from phishers, it’s healthcare providers. Doctors, nurses, or employees who use Gmail to share sensitive data are more likely than others to have their sensitive data compromised. 

To protect your business from being non-compliant with federal HIPAA (Health Insurance Portability and Accountability Act) law, you need to have a proper plan in place. 

This way, if OCR ever comes knocking for an audit, you will be prepared!

But here’s the question that you should and must ask – is Gmail HIPAA compliant? 

Let’s dive in…

What does HIPAA say about Gmail?

Gmail has become the go-to email service for many businesses and organizations. It’s easy to see why: Gmail is free, user-friendly, and offers many features that businesses need, such as portability, storage, and security. 

HIPAA Compliant Gmail

However, there is one area where Gmail falls short: HIPAA compliance. Covered entities and business associates are required to ensure that PHI is kept secure, and Gmail does not meet all HIPAA compliance requirements. 

For example, Gmail does not allow businesses to encrypt emails containing PHI. As a result, businesses that use Gmail for official communication could be putting themselves at risk of a HIPAA violation.

If you want to send PHI through email, Gmail is not your platform because it is not HIPAA compliant.

However, if you create a Google Workspace account, which is compliant, then you’ll be good to go.

A Google Workspace account contains Calendar, Drive, and Gmail features like the free version, but it also has extra security levels that can make your use of G suite HIPAA compliant.

Because healthcare workers are constantly the target of phishing attacks, there is a greater likelihood that sensitive data will be compromised. To protect your business from being non-compliant with federal HIPAA law, you need to have a proper plan. 

For example, transmitting sensitive health information over email without proper encryption could lead to a data breach. Now let’s take a look at what makes Gmail HIPAA compliant!

Here are the 3 major steps to HIPAA compliant Gmail:

Effortlessly Ensure HIPAA-Compliant Messaging

Security – How to make your Gmail secure

As Gmail is not automatically HIPAA compliant, here’s what you can do to make mail HIPAA compliant for secure PHI transmission:

How to make gmail hipaa compliant

Use a strong password

This should be a no-brainer, but a strong password is the most important step in securing your Gmail account. A strong password contains at least eight characters and includes a mix of lowercase and uppercase letters, special characters, and numbers.

Enable two-factor authentication

Two-factor authentication is an added layer of security in addition to having a strong password. Every time you try to log in to your Gmail account, a security code is sent to your registered mobile device for verification. 

You can access your account only after entering the access code sent to your registered mobile device. This makes it harder for someone to hack into your email account and gain unauthorized access, even after they’ve obtained your password.

Don’t click on suspicious links

Report these instances to your security officer. And if your organization does not have a person filling the shoes of a security officer, contact your CTO or Engineering head about this.

Report these instances to your security officer. And, if your organization does not have a person filling the shoes of a security officer, then contact your CTO or Engineering head about this.

Here’s how a phishing email looks like:

HIPAA Compliant Gmail phishing

HIPAA Security training worth > $10,000 included

Keep your software up to date

One of the best ways to keep your Gmail account secure is to make sure you’re using the latest version of Gmail and all other software on your computer. Software updates often include security patches that can help protect you from new threats.

Be careful with public Wi-Fi

If you use Gmail on public Wi-Fi, be aware that anyone else on the same network can potentially snoop on your traffic and see what you’re doing. To avoid this, only use HTTPS websites and make sure you have a VPN installed on your computer. 

For example, when you use a VPN (Virtual Private Network), your internet traffic will automatically get encrypted. This way, no one can intercept your network when you are using public Wi-Fi.

Consent

Sending PHI through email is only possible with a written consent form from the recipient ahead of time. Also, business associates or covered entities must inform potential recipients that even major email providers (such as Google or Yahoo) can’t guarantee security.

So, what can you do? 

The most secure way to send emails is from a device with password protection and updated anti-virus software. Make your passwords difficult to guess, and never share login credentials with anyone. 

The next best option for businesses is to use a secure online portal where each employee has a unique account. And all they will get is notifications when they get a new message on the portal.

Business associate agreement with Google

To send HIPAA compliant Gmail, a BAA (Business Associate Agreement) with Google must be executed. Google relies on virtual document signing, so you don’t need a physically signed document. The agreement is considered complete once you’ve set up the administrator account in your company’s G suite profile.

Click on the “Privacy Additional Terms” tab to access Google’s Business Associates Agreement. By accepting this agreement, your business associates will know how they are allowed to use PHI and what security measures are needed. You can also consult with healthcare attorneys for more information.

HIPAA Compliant Gmail

That being said,  although BAA protects data stored on Google, it does not include email encryption. Moreover, setting up a Google workspace email is also difficult.

Not only that, but you must take extra precautions after BAA is signed to make sure PHI shared over email is well-protected. With encryption, you can be confident that the patient data will not be tampered with during transit by employees or hackers.

Think of it in terms of achieving this:

  • You can validate that you are only communicating with the party you intend to by complying with the Privacy law of HIPAA. Utilizing PKI (Public Key Infrastructure) and encrypting email with a patient’s Public Key increases communication privacy levels.

Is there any HIPAA compliant Gmail alternative?

The short answer is yes. Google’s popular email service does not currently meet the necessary security requirements for HIPAA compliance. There are many alternative email providers that meet HIPAA standards. 

Here’s a list of top HIPAA compliant Gmail alternatives you should know:

  • Egress
  • Hushmail
  • MailHippo
  • LuxSci
  • ProtonMail
  • Virtu
  • NeoCertified
  • Identillect

What’s Next?

As you can see, it goes a long way when you start using a HIPAA compliant Gmail account. Not only will your email be more secure, but you will also have access to better tools and features. 

To help you avoid costly consequences, Sprinto is committed to keeping you on the right side of compliance so that you can focus on your business, not worrying about HIPAA regulations

Join Sprinto’s 450+ satisfied compliance conquerors

With easy-to-understand steps, editable policy templates, and in-app employee training modules, Sprinto ensures that you are always up-to-date with the most recent changes in HIPAA. 

The real-time dashboard updates your overall compliance status, highlighting gaps and providing tasks to help improve your status. Learn more about how Sprinto can simplify compliance for your organization by visiting our website or scheduling a demo today.

FAQs

Can I share patient details over Gmail?

If you’re using a regular ol’ @gmail.com email, then not so much. But switch to the paid version of Gmail-aka Google Workspace’s Gmail–and you will have all the necessary features for HIPAA compliance. You can share patient details now with your colleagues over Gmail but make sure you’re using the right version first.

Is Gmail HIPAA compliant?

No the free version of Gmail is not HIPAA compliant. However, Google’s G Suite offers a range of options for businesses that need to comply with HIPAA regulations. 

Why BAA need to be signed by the email service provider?

The BAA is an agreement between the email service provider and the organization that states that the email service provider will only use the information collected for authorized purposes and will protect it from unauthorized access or use. Without a signed BAA in place, the email service provider is not obligated to protect your information from unauthorized access or use.

Meeba Gracy

Meeba Gracy

Meeba, an ISC2-certified cybersecurity specialist, passionately decodes and delivers impactful content on compliance and complex digital security matters. Adept at transforming intricate concepts into accessible insights, she’s committed to enlightening readers. Off the clock, she can be found with her nose in the latest thriller novel or exploring new haunts in the city.

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