Finding the Best HIPAA Compliant Text Messages for Your Healthcare Practice

What is HIPAA Compliant Text Messaging?

A HIPAA compliant texting app is a platform that allows for secure messaging to healthcare patients. Healthcare organizations are required to use encrypted and secure messaging when sharing Protected Health Information(PHI).

These rules have become even more strict with the rise of digital data protection needs.

Phishing attacks are very common when dealing with sensitive data. This is why things like email, text message and Whatsapp are not allowed. They can be ways for people online to access PHI.

Making sure your secure messaging platform is compliant with HIPAA, is an key part of ensuring patient confidentiality and preventing data breaches.

Qwil Messenger is the leading HIPAA compliant instant messaging platform. In this article we will explore the requirements of HIPAA, and also cover patient user experience.

HIPAA rules and regulations for SMS text messaging

HIPAA have many requirements when it comes to your patient communication. When any PHI is in transit(being sent to or from patients), it is essential to ensure there is no hole in the security chain. It is essential to:

1. Use an encrypted platform: End-to-end encryption is a key part of making sure that your messaging platform keeps PHI safe.

2. User Authentication: It is critical to know that the person you are sharing the PHI with is the correct patient.

3. Audit Trails & Data retention: The data shared in your secure messaging platform must be recorded as part of an audit trail. This is to be sure if any evidence is required in future, you can provide it easily.

4. Data Storage: The database's of your secure messaging platform must be secure and compliant with HIPAA's requirements.

HIPAA also requires your team of medical professionals and supporting staff to be educated on their regulations. It is key that your team also understand the terms of compliance. Also to be aware of the consequences of any data breaches.

Before you use any software to share PHI, you ensure the platform meets the terms of HIPAA Security Rule .

What is the penalty for breaking HIPAA SMS regulations?

The penalty for breaking HIPAA's regulations can be dear. The limit of this really depends on the scale, duration and severity of the violation. Failing to communicate securely with your patients can result in a civil penalty in the range of $100 all the way up to $50,000 per day.

If we then take a look at criminal penalties , resulting from intentional misuse of client personal health information data. You could be looking at fines, or imprisonment. With a minimum fine of $50,000 per day the violations took place, up to the maximum of $250,000.

It seems the need for a simple, effective and compliant communication platform is clear. By using a secure platform for sms messaging, you can be sure you are doing your best in protecting patient information.

This is why HIPAA compliant texting apps, like Qwil messenger, are so crucial to any medical professional.

Benefits of using HIPAA compliant text messaging

In 2024, who still uses email to contact their family?

Do you use complicated portals to speak with your friends?

Of course not! Because since the rise of instant messaging platforms like Whatsapp, iMessage and Facebook messenger, communication is easier. Instant messaging means easier chat between two or many people.

Similarly, why should you be forced to message in an inconvenient way in your medical practice. A HIPAA compliant instant messaging platform, offers the same benefit. Being able to use this secure texting solution to easily send messages to your patients is going to make your life easier.

This helps to create a modern patient experience. But also to boost patient engagement with your team. If it is just as simple to share sensitive information as it is to send a sms message, you have a good system in place.

Allowing for real time chat, from any mobile device or PC, your patients can receive the fast answers they want. Your team can also cover the integrity of their interactions from a compliance perspective.

This will also aid to improve patient satisfaction, outcomes and make patient intake even easier.

If said platform also allowed for phone calls as well as text messages, documents & more, even better.

That is why Qwil Messenger is the number 1 platform for HIPAA complaint text messaging.

Importance of Secure Communication in Healthcare

Healthcare as an industry is built on confidentiality. Whether that is for conversations between doctors, care teams and patients, or between business associates.

Because healthcare organizations deal with such sensitive phi data, they are increasingly falling victim to fines for lack of compliance.

Being subject to penalties from HIPAA is one aspect, however an insecure healthcare practice will also be subject to a loss of patients. It is crucial to protect your patient's data to ensure of trust between patient and healthcare practices.

If your messaging is HIPAA compliant, you can be sure that your patients, business and staff are happy.

Why do you need a secure texting platform?

This can be broken down into three main parts

Security : Security of client data, administrative controls, secure messages, file sharing and compliance with HIPAA privacy rule.

Business : From a business perspective, good HIPAA compliant texting apps can save all your staff time in carrying out their tasks. Also ensuring maximum customer engagement and retention. With instant messaging means far easier client communication.

Client experience : Allowing patients to message your team, securely from their mobile devices makes the client experience very simple. With group texting, access controls and appropriate safeguards, you can set up your platform to make it easy for your staff to reply quickly to patients.

Key features of a secure texting platform

A secure texting platform that complies with HIPAA security requirements needs to have the following:

1. End-to-end encryption . This is essential to secure text messages containing PHI in transit. This means that we know the data cannot be intercepted on it's way to the target.

2. Two-factor authentication . This is how we verify that only the correct person has access to the account on the other side of your message. Ensuring your patient's secure data does not end up in the hands of the wrong person.

3. Secure file sharing . You should also be able to share files securely with authorized personnel. In a user friendly and simple way.

4. Compliance in back end, data storage and operations with HIPAA Security Rule. This means that data is handled correctly, third parties do not gain access and there are technical safeguards on your patient information.

5. Any additional features beyond this must also be subject to compliance with HIPAA regulatory standards.

Access management and user control

Access control is another key part for healthcare organizations in meeting HIPAA requirements. Being in control of your data, staff permissions and your security settings is critical. This can again be broken down into:

1. Locations & Users: Assigning access to locations, digital or physical means you can limit users to only authorized personnel.

2. Roles & Permissions: Being able to manage the roles and permissions of your staff so that nobody can see data they are not supposed to. Further allowing you to recreate your business model in your secure messaging platform.

3. Tracking user activity: Audit-ability is hugely important in the healthcare industry. If you can track any data leak back to it's source, you are able to manage any issues that come up.

4. Data extraction: having control of who can take data off your platform is also key. You must be able to control settings when it comes to taking data off your secure texting platform.

Best Practices for HIPAA Compliant Messaging

When conducting HIPAA compliant text messaging , it is important to maintain a level of best practices. Below are some of our best practices for HIPAA compliant texting.

When looking at a new secure messaging provider, be sure that they will sign a Business Associate Agreement (BAA) with you to ensure your compliance with HIPAA.

Check that your HIPAA compliant messaging platform encrypts two way messages. Both at rest and in transit. That means when data is moving from one place to another, and also that it is stored securely.

Be sure you have a record of consent from patients before chatting via a secure messaging platform.

Ensure your mobile devices, and other devices used comply with HIPAA rules.

Choose a provider that will sign a BAA

A business associate agreement is a contract between a covered entity and a 3rd party for HIPAA compliance. They are a key part of achieving HIPAA compliant processes.

A BAA covers all topics in the service provider's business that could effect data security. The following are covered but not limited to by a BAA:

1. Permitted use of PHI. Outlining the places in which staff are able to use or not use PHI data.

2. Technical and physical safeguards to guarantee data security. This falls on the platform to ensure that they fit data specs set out by HIPAA.

3. Breach notification: Ensures that if any data leak does happen, the secure messaging platform is required to share that with clients.

4. 3rd Parties: Any unauthorized personnel that may have access to data are also within the scope of a BAA.

Having a BAA in place is essential to protect your business in case of a data leak.

Messages must be encrypted both in transit and at rest

Messages in transit means on the way to their destination. Whereas at rest is when that data is stored. So essentially, your messages containing PHI must be secure in both states.

HIPAA compliant text messaging solutions have to use end to end encryption to aide in protecting patient information.

This gives an extra layer of protection for your patients' data. On top of this, having a BAA in place with a reliable HIPAA compliant sms messaging platform, provides security for your business also.

Document consent from patients

Patient consent is also a crucial part of a HIPAA compliant texting app. You need to gain and document a patient's consent before you contact a patient on an SMS platform.

Recording patient consent to instant text messaging is another way in which your business can be protected in the event of a data leak.

Ensure devices used are secure

Although the software is important in this conversation. There is a time and place to consider the hardware too. It is critical any mobile device used to run your chosen HIPAA Compliant text messaging app also is fit to requirements.

Devices must be secure, and protected from access by unauthorized users. They must also be updated regularly to keep the latest security on that device. These are key steps for any medical professionals using mobile devices at work.

Key Features of HIPAA Compliant Messaging Apps

1. Integration with softwares like EHR/EMR. Or the ability to do so with external APIs.

2. The software should not be open source. This could pose security risks.

3. User friendly experience. Any compliance software should make the life of patients and staff easier.

4. TCPA compliance. Being sure that clients have consented to receive secure text messaging.

5. Message lifespan. Messages and data should be managed on an admin side. Also the audit trail should always remain.

6. Encryption to protect PHI.

7. Threat detection to prevent data breaches.

8. Customizable security settings to fit your needs.

Integration Capabilities

In the era of tech, it can be hard to manage data across many softwares. That is why software that is easily integrable to 3rd party softwares like EHR/EMR is preferable. However it is always important to maintain security measures when sharing data.

No open source

Open source platforms can be risky. The reason being it opens up the back-end to the public. By knowing how a software is built, it can be easier to penetrate.

To ensure your security in your HIPAA compliant texting app, choose one that is not open source.

Good texting capabilities

Good messaging capabilities are also key. You want something to make your life easier. You also want the same for your clients. Learning a new software can be tricky. Any solution you use is a reflection of your business.

We want patients to feel a smooth, simple messaging experience. This will also help to improve response rates, patient engagement and satisfaction.

Most secure text messaging platforms are secure. But very few are easy to use and convenient for both patients and healthcare professionals.

TCPA compliance

TCPA, or the telephone consumer protection act, is the legislation put in place by the US government to limit cold contact by telephone. Compliance with these laws essentially relies on patient consent.

A HIPAA compliant secure messaging platform will ensure patients have the capability to opt in or opt out to receiving instant messages.

This is a key part of keeping up client satisfaction.

Message lifespan

The lifespan of a message is how long a message is visible to an external user. The setting of message lifespans can mean that messages are deleted after a period of time.

The ability to remove access from PHI messages can be a great extra layer of security for your business. Ensure you set processes to manage message lifespan.

Despite the lifespan being a set time, you must also ensure the audit trail remains. Having a rock solid audit trail is a key part of any secure messaging platform.

Interoperability

Again this comes back into the convenience point. Switching between multiple softwares, and data tracking can be a nightmare.

By using a software that is flexible with 3rd parties by API will mean that your platforms can communicate securely with each other.

This saves your staff time and energy with admin work. Also allowing them to focus on giving your patients the best possible experience.

Threat detection

Threat detection is a system put in place by your secure text messaging platform. It is what sees digital threats coming. These are to stop data breaches happening. This also provides a layer of protection for covered entities that require advanced capabilities in their text messages.

This will also mean you never have to have the "I don't know why all your data was leaked" talk with your patients.

Encryption

Encryption is another key feature of any care providers wanting to send text messages to patients. As outlined previously. If it does not comply with HIPAA's standards, then you cannot use it to share PHI.

One of those requirements is encryption at rest and in transit. A trait that any health system should have.

Additional safety features

Additional safety features in your HIPAA compliant text messaging software can also be an extra layer of security for your organisation.

Access control is a big thing many platforms can do. This means making sure that everyone can only access the data that they should be able to.

For any HIPAA compliant text messaging platform it is key users are not able to message patients without permission. This can help you to replicate your clinical workflows, but digitally.

Flexible security settings in your secure texting platform can allow you to align your tech with your current business model.

Maybe you don't enforce work phones. Maybe you don't have a defined private network.

Whatever your business processes are, you want your secure texting solution to be able to reflect that. Customizable security settings are a great way to do this.

HIPAA Compliant Texting for Healthcare Providers: Qwil Messenger

At Qwil Messenger, our tool is widely used for HIPAA compliant messaging. All across the world.

Qwil makes secure chat easy. Send files and messages as well as video calling and sign contracts in one place. Either one to one or in group chats.

Upload your own logo to create your white labeled environment. Bring your patients in and host all your communication in one HIPAA compliant text messaging platform.

Qwil's external APIs make it flexible. Easily integrate with 3rd party softwares securely. Even benefit from our SDK, allowing you to put Qwil into any platform.

Patient texting made easy, secure

Patient texting can be made so easy with Qwil's HIPAA compliant text messaging solution. Onboard your clients to Qwil for quick communication made easy.

Once you onboard your clients onto Qwil the app will keep them logged in. No need to worry about users forgetting usernames and passwords. Or having to go through tricky 2FA steps every time they need to contact you.

Qwil works like your banking app. It will only need an extra layer of phone security to unlock.

Easy patient communication means better engagement with your users. If your patients can easily send you the most secure of documents. But then also chat to your staff in a simple, compliant manner, you can provide better patient outcomes.

Having quick and easy HIPAA compliant text messaging also means you ensure your patient's data is always up to date.

Photos, videos, and file attachments

Qwil messenger maintains banking grade security. It is completely in line with HIPAA compliant regulation.

This means you can comfortably share secure documents, images, PHI and anything else you can think of.

Being able to share all your documents, messages and appointment reminders in one place, makes your patient's experience very convenient.

Lots of ways to communicate

Qwil provides you with lots of different ways to communicate. You can go directly from chat to a video call with your patients. Or if any documents need signing you can send them directly within a chat. Or simply drag and drop documents straight into any conversation.

Qwil also now have released scheduler. A convenient way for client's to book physical or digital appointments directly into your calendar.

Bring your patients into your white labeled chat environment for a modern and sleek way for them to communicate with their healthcare providers.

Qwil's Compliance with HIPAA

Qwil meets the 5 main criteria for a HIPAA compliant messaging platform. And then some. Our advanced security provide you with multiple layers of security.

But now to dive into how we meet HIPAA regulations:

1. Access control: HIPAA compliant texting platforms must show users the "minimum possible" information for them to do their duties. At Qwil our central access control means you decide which users get to see what. Also our chat capabilities mean a user's access can be limited after taking part in a chat.

2. Encryption: At Qwil, we take encryption further than levels required to be HIPAA compliant. All data sent via Qwil is encrypted at all times and in all states.

3. Audit Trail: HIPAA compliant texting platforms must keep an audit trail of PHI related conversations for 6 years. At Qwil, our audit trail is solid. It will always remain, and the data isunder your control.

4. Business continuity & Breach handling: HIPAA specifies not only the privacy and security rules but also the breach notification rule. Qwil Messenger will inform you within 48 hours of a suspected or actual data breach.

5. Data hosting & Security: HIPAA compliant software should store data in a secure storage environment. This includes the physical location of data storage, which must be within the US. At Qwil you can choose where your patient data is hosted. This includes the US, in line with HIPAA regulations.

   In addition to this Qwil will also sign a BAA with your business. This is a requirement for HIPAA compliance and takes a lot of the pressure off your company to meet HIPAA regulations.

In conclusion

You need not look further for your HIPAA compliant texting platform than Qwil Messenger. Your one stop shop for patient communication. Bring your patients into your white labeled chat environment, sign documents, host video calls, broadcast messages & more in one place. More than just a text messaging app.

Are you a healthcare provider looking for the best HIPAA Compliant messaging software? Get your Qwil free trial here