Since the first text message was sent in 1992, text messaging has grown to be one of the most commonly used means of communication. Rightly so, due to its speed, convenience, and ease of use. Now that almost everyone has a cell phone, text messages are commonly used for asynchronous communication, even in more formal settings like healthcare.
However, using text in healthcare settings must be done with utmost care. Sending or receiving texts containing personal health information (PHI) the wrong way can lead to hefty fines of up to $25,000 per violation, reputational damage, and even jail time.
The Health Insurance Portability and Accountability Act of 1996 (HIPAA) sets out the laws governing electronic communications. While texts are not directly mentioned, the regulations spell out all expectations for the use of electronic means to communicate PHI. These regulations must be met if all information involving patients or clients is shared, stored, or processed.
If you don't understand HIPAA regulations, it's easy to make mistakes that could result in HIPAA violations. The ideal situation is to stay HIPAA-compliant while texting, therefore remaining safe while enjoying the convenience it provides.
Here's guidance on HIPAA-compliant texting including regulations, benefits, and solutions.
What is HIPAA-compliant texting?
HIPAA-compliant texting is using short secure messaging services that meet the standards set by HIPAA.
HIPAA was designed to ensure the security and confidentiality of PHI. It's to make sure PHI doesn't land in the wrong hands and isn't abused while still being readily usable.
HIPAA regulations have laid down rules for PHI recording, transfer, and processing that require strict protocols such as:
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Physical security
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Data encryption
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Access control
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Data authentication
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Data governance
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Patient consent
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Audits
All institutions directly or indirectly involved in health information management need to ensure that all the PHI they are entrusted with is handled in a HIPAA-compliant manner. Regular text messaging, however, fails to do this in several ways, including:
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Lack of encryption
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No provision for audits
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Messages can be sent to the wrong person
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Messages sent in error cannot be retrieved
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Possible interception of messages (low security)
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No business associate agreements
Ensuring HIPAA-compliant secure messaging
For a text to be HIPAA-compliant text messaging, it must overcome the limitations of regular texting while retaining the benefits of the form. Such texting must be fast but secure, convenient but consented to, and available but audited. Some of the measures that must be in place include consent and training.
Consent
HIPAA prohibits using text messages to share any PHI where the patient has not previously provided consent. This informed consent is necessary for any service to be used for healthcare communications involving patients.
HIPAA allows for the transmission of PHI to patients through text messages as long as the organization has informed the patient of the potential for an unauthorized disclosure and has acquired the patient's consent to communicate via text.
Training
All covered entities and business associates must provide their staff with adequate training on HIPAA regulations and the consequences of data breaches. The following are some essential HIPAA rules for handling PHI by employees and contractors.
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Organizations should establish policies and protocols for regulating who has access to and uses employees' health records.
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Organizations must carry out periodic risk assessments to identify and address any dangers that could jeopardize data integrity.
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Information security measures must be in place to prevent unauthorized access to PHI on personal mobile devices.
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PHI must be erased remotely whenever a mobile device is lost, stolen, or disposed of.
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Employees and contractors cannot save or store PHI on personal mobile devices.
Benefits of HIPAA-Compliant Texting
Although HIPAA-compliant texting may seem like an additional hurdle to cross, for your organization, it comes with plenty of advantages. Here are some of them.
Data security
HIPAA-compliant secure text messaging uses additional protocols to improve the security of the sensitive data patients entrust to their healthcare providers. To secure patient data, HIPAA-compliant text messaging encrypts communication between healthcare professionals, institutes robust access control measures, and audits messages regularly.
Additionally, by using technological solutions such as multi-factor authentication and digitizing identity verifications, HIPAA-compliant short message systems can add an extra layer of security and reduce the risk of malicious cyber threats.
Operational efficiency
HIPAA-compliant text messaging allows organizations to increase their operational efficiency. Not only does it provide an outline of tools and guidelines to ensure the secure transmission of sensitive patient information, but also it is cost-effective and improves remote communication.
Moreover, text messages are faster than emails or physical mail, allowing for quick communication with patients and staff. This, in turn, reduces response times and improves the way clients are served.
The quick communication provided by texts helps healthcare personnel re-prioritize actions while taking care of other tasks simultaneously. Therefore, HIPAA-compliant text messaging helps organizations meet their goals efficiently while delivering quality service.
Avoiding violations
Encrypting text messages to ensure HIPAA compliance helps covered entities avoid violations. A single violation can result in hefty fines from federal regulators of up to $25000 per offense per year—not to mention the inconvenience and potential damage to reputations.
Fortunately, with access to secure text messaging systems, these issues can be avoided altogether, allowing healthcare organizations and their staff to focus on providing patient care.
Integration with systems
By using HIPAA-compliant text messaging, healthcare providers can save time and resources by integrating it with their existing practice management system. This integration helps to automate administrative tasks such as appointment reminders, patient recalls, and appointment confirmations.
It also supports streamlined workflows by enabling medical staff to access vital patient information in real-time. For instance, practitioners can quickly review patients' electronic health records (EHRs), taking note of their conditions before responding to a message from the patient. Similarly, clinicians can pull patient laboratory results or other relevant lab data from within the conversation.
Enhanced patient engagement
By offering secure and efficient communications, hospitals and doctors' offices can create a more convenient and technology-based patient experience that facilitates an ongoing dialogue between the provider and patient. This helps providers better understand the health needs of their patients while also improving overall satisfaction with their care.
Additionally, a HIPAA-compliant text messaging approach often leads to improved health outcomes because it increases care compliance, better disease management, and higher quality of population health.
In short, text messaging benefits healthcare providers and their patients by contributing to stronger relationships, improved attention to personal health, and increased convenience in scheduling appointments - all while remaining private and secure.
HIPAA-compliant texting formats
HIPAA-compliant texting can support healthcare delivery through a variety of approaches.
Reminders
These kinds of texts have proven to be more convenient for busy patients and make them less likely to be missed in an overflowing inbox or be directed to junk email.
A patient's confirmation text can be a reliable prediction of their availability for an appointment. Texts can be more than just reminders of an upcoming appointment; they can also provide details such as directions, parking options, and their doctor's contact information. Text reminders have also been useful in helping patients comply with treatments such as a dietary plan.
Text messaging is an efficient way to ensure that essential appointments and procedures aren't forgotten, making it invaluable in the healthcare industry.
Public health notices
Text messaging is a powerful tool for distributing public health notifications to patients. It allows healthcare providers and public health departments to quickly and easily share reliable, accurate information directly to patients' mobile devices.
This reduces the potential for human error and increases the opportunity for engagement by allowing practitioners to personalize their approach. In this way, healthcare providers can send relevant, personalized texts to enhance understanding and apply calls to action tailored to each patient.
Staff communication
Secure texting provides a convenient way for staff to keep track of tasks and responsibilities. It allows healthcare professionals to connect individually or as part of a larger team in real time. It also removes the need for manual labor and reduces the paperwork involved in communication and information-sharing. It also enables hospital management to send general or department-specific information to staff members.
Surveys and feedback
Healthcare organizations can use text messaging to request and receive timely patient contributions on various topics. Besides eliminating the need for paper-based forms, text messaging has several other advantages.
For instance, it is easier and faster to get a quick response from patients within moments after they receive their message containing the survey or feedback information. In addition, providing an easy and intuitive digital text messaging platform helps remove barriers typically associated with traditional surveys that are mailed or digital forms that are accessed through links.
By having an automated way of collecting data through text messaging instead of manual processes, healthcare practitioners can free up valuable staff time while ensuring that data integrity is maintained in a HIPAA-compliant manner.
Forcura Is Your HIPAA-compliant Texting Solution
At Forcura, we have decades of experience developing and managing HIPAA-compliant software. Our team of healthcare software developers test all our products extensively to ensure they meet and even exceed the required standards for privacy and security - in 2022, Forcura achieved HITRUST Risk-based, 2-year (r2) Certification. We ensure our software maintains HIPAA compliance during each new version and update.
In addition to our Cloud-based platform, the Forcura Mobile Care Coordination app has special features to support enhanced communication and collaboration, including Document Capture, Wound Features, Secure Communication, Video Call, and Digital Forms Management, without violating HIPAA software compliance requirements and regulations. Our HIPAA-compliant messaging app interacts with our platform to securely store patient care images and documents. We also support care coordination with advanced analytics to help you manage your business successfully.
Although software alone cannot guarantee HIPAA compliance, it's a critical first step in ensuring your practice is safe for you and your clients. You can schedule a demo of our platform here.
