The top 4 HIPAA email disclaimer examples

HIPAA, otherwise known as the Health Insurance Portability and Accountability Act, applies to all healthcare providers, healthcare clearing houses, and organizations that send health data electronically in the United States. 

Essentially, if you have access to personal healthcare data and send emails to medical patients, you must use a suitable HIPAA email disclaimer. 

The financial penalties are severe if you don't include a compliant HIPAA email disclaimer on all messages. In fact, the maximum fine can be over $1.5 million for each violation and even involves up to ten years of prison time. 

Now, a HIPAA disclaimer for email is only meant to inform patients. It doesn’t make a company fully compliant with HIPAA law. However, HIPAA does require that your disclaimer tells the recipient the following: 

• The email they’re receiving is not 100% secure. 

• The content placed within the message is confidential. 

• They should pass the email on to the relevant person if they’re not the correct recipient. 

• There are consequences for misusing personal information. 

Below are our top 4 HIPAA email disclaimer examples used by healthcare organizations across the U.S. to aid in their HIPAA compliance. 

Implementing a HIPAA email disclaimer 

So, you now realize what you need to include in a HIPAA email disclaimer. But how are you going to apply this across your whole organization? What’s to stop an employee from removing any important text or changing the font? 

Sure, you could use the native functionality of Office 365 (Microsoft 365), Google Workspace, or Microsoft Exchange. However, you’ll end up cluttering a recipient’s inbox with lots of disclaimer text. They’ll be much less likely to 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 a suitable HIPAA email disclaimer that they can’t change. Even better, you’ll get peace of mind from managing everything within one centralized console. 

Learn more about Exclaimer or get yourself a free trial to see the power of email signature software for yourself.