Top 4 HIPAA Email Disclaimer Examples
If you send emails to medical patients within the United States, you MUST use an appropriate HIPAA email disclaimer. This needs to tell the recipient that the email they are receiving is not necessarily secure, that the content is strictly confidential, and that they will need to forward the message on if they are not the correct contact.
Below are the top 4 HIPAA email disclaimer examples used by healthcare organizations across the U.S. to aid in their compliance.
WARNING: CONFIDENTIALITY NOTICE - The information enclosed with this transmission are the private, confidential property of the sender, and the material is privileged communication intended solely for the individual indicated. If you are not the intended recipient, you are notified that any review, disclosure, copying, distribution, or the taking of any other action relevant to the contents of this transmission are strictly prohibited. If you have received this transmission in error, please notify us immediately at (xxx) xxx-xxxx or [email protected]
The information contained in this transmission may contain privileged and confidential information, including patient information protected by federal and state privacy laws. It is intended only for the use of the person(s) named above. If you are not the intended recipient, you are hereby notified that any review, dissemination, distribution, or duplication of this communication is strictly prohibited. If you are not the intended recipient, please contact the sender by reply email and destroy all copies of the original message.
Please keep in mind that communications via email over the internet are not secure. Although it is unlikely, there is a possibility that information you include in an email can be intercepted and read by other parties besides the person to whom it is addressed. Please do not include personal identifying information such as your birth date, or personal medical information in any emails you send to us. No one can diagnose your condition from email or other written communications, and communication via our website cannot replace the relationship you have with a physician or another healthcare practitioner.
Regulations require encrypted messaging systems for confidential communications. Since our e-mail/text communications are not encrypted, it is the policy of [Practice Name] not to use e-mail/text for sharing confidential information. We are sorry if this causes inconvenience for you in receiving information from us. Please call us at (xxx)xxx-xxxx. Further information about our practice can be found on our website at www.xxxxxxx.com
So, you now realize you need to setup a HIPAA email disclaimer ASAP. But how are you going to manage this across your whole organization? What’s to stop an employee removing important text or changing the font?
Sure, you could use the native functionality of Microsoft 365 (formerly Office 365), G Suite or Microsoft Exchange, but you’ll end up cluttering a recipient’s inbox with lots of disclaimer text, ensuring they won’t read the important information contained within your email.
To overcome these limitations, you should use Exclaimer email signature management solutions. You can then ensure everyone has an appropriate HIPAA email disclaimer that they cannot modify. Even better, you’ll get peace-of-mind from managing everything centrally within one easy-to-use console.
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