HIPAA Compliant Communication Solutions - Putting Patient Trust First
The Foundation of Trust in Healthcare: HIPAA Compliance
Personal privacy begins and ends with HIPAA; that is why MailSPEC helps hospitals, clinics, insurers, and pharma partners meet and exceed HIPAA requirements through robust encryption, unbreakable audit trails, and controls that prevent you from ever violating this rule in the first place.
Our Compliance for Communications is designed to make life easier for your compliance officer so you avoid fines, keep patient data private and stay highly efficient
Scenarios Where MailSPEC Makes HIPAA Compliance a Breeze
1. Sending Files to a Specialist - Made Easy
Rather than asking staff to download a file, send it to Dropbox, password-protect it, then email the password – just use PassLink.
Drag and drop files straight from your EHR system
Send PHI securely with a one-off link for access that is compliant
Recipient has to verify their identity before getting anything
Get notifications when its received and read
Templates for disclaimers, agreements and return receipts for audit trailing
Files stay on your servers encrypted, nothing is revealed or stored on Gmail, Yahoo, etc.
No more guessing if people have got the password right. No more worries about files getting sent to the wrong person.
2. Nurses Breezing Through a Patient Case on Pulse
Your team just uses Pulse (our compliant messaging app) as they would WhatsApp or iMessage. But what goes on behind the scenes is different.
Every message is locked down & archived with tags for compliance
Your compliance team can use this for audits or insurance requests
No messages ever get lost, deleted or sent outside your walls
It feels casual, but its 100% compliant.
3. Sending Files to a Billing Company - No Problem
External companies need access to PHI, but you do not want a cloud system holding onto it forever.
PassLink gives them a 48 hour access window
Files are encrypted, and only the recipient can retrieve them
You see exactly when they opened it, and the audit trail is recorded
Compliance sorted. They got the info. And it is not hanging around in some algorithm for profile building
4. Sending a Doctor's Note to a Patient - No Training Required
Front desk staff want to email a visit summary to a patient - but do not know if it's okay to send PHI through Outlook.
EasyCrypt encrypts emails automatically using the AI policy engine
It just works inside Outlook - no special buttons or portals needed
Even if they forget to click 'secure', EasyCrypt's got you
The recipient can be off the system and read the message, nothing sensitive is sent to the cloud
No need for training - just send as you normally would and you're still covered.
5. Preparing for a HIPAA Audit - Not a Nightmare
You get a request for some records from a specific date.
The JACE (Journaling, Archival, Compliance, and ESCROW) eDiscovery dashboard gives you all the emails, messages and files in minutes
Role-based encryption lets you get the records without having to decrypt
Request to the chief of staff, and with hers and your keys, you can export
Hand over the records quickly - no digging through inboxes or panicking
You look like a pro. The team does not even notice an audit has occurred it was so transparent.
Why MailSPEC is the go-to for HIPAA Compliance Officers
Direct Alignment with HIPAA Rules
MailSPEC's solutions match up with:
US law chapter 45 and all that follows
Encryption for data (164.312)
Access controls (164.308)
Tracking access to ePHI (164.312 (b))
AI-Powered Policy Enforcement
Auto retention policies to comply with…
Benefits for Compliance & IT Leaders
Easy integrations with Office 365, Desktop Outlook, and Patient Records Management with SDK
Instant compliance without user training needed
Private cloud keeps everything within jurisdiction
No data scraping or profile building
Designed for Compliance Teams
MailSPEC lets compliance officers create rules per HIPAA standards and automate enforcement in the background.
Policy-Level Security for Roles & Metadata
Tag messages by role (e.g. Radiologist, Admin, Consultant)
Keep control and keep data safe.* Apply the right metadata tags to help with retention and compliance (for example, patient inquiries vs billing disputes)
Cross-Industry Compliance Made Easy - Alignment with…
HIPAA Made Simple with drop-in Compliance with Key Communication tools
EasyCrypt | Email Encryption, HIPAA Compliant from the Ground Up
With EasyCrypt sensitive emails are encrypted on the fly and at rest, fully integrated with Desktop Outlook and Office 365 - with minimal disruption to your users.
No need for extra passwords to get secure encryption going
Our smart compliance AI engine catches potential PHI misuse before it is an issue
Compatible with all major EHR and hospital systems
EasyCrypt has the HIPAA audit trail covered too
Automation for scaling without painful policy steps
Pulse | Secure Messaging for Healthcare - Done Right
Pulse is our secure messaging app that gives you the best of both worlds - consumer-grade chat usability, along with HIPAA-compliant features.
Messages are stored in a WORM (Write-Once-Read-Many) format to prevent tampering or deletion
Access control is role-based, and retention is locked down to specific timeframes
On client AI policy engine works without leaking information to any cloud service
And our escrow controls make sure no one can delete messages for audit integrity
PassLink | Secure File Sharing for HIPAA Compliance
Need to send large files or sensitive documents like medical imaging or lab results? Use PassLink and rest assured our layered compliance architecture has got you covered.
All uploads, transfers and storage are encrypted, so data stays safe
No more password sharing - recipient authentication is taken care of automatically
Virus scanning for added peace of mind before delivery
And our audit trail and access logs give you visibility and control
JACE | Compliance Engine - The Heart of Our Products
JACE is what powers compliance across our MailSPEC products suite, enabling:
WORM-based journaling for long-term retention
Metadata tagging done just right, for that HIPAA compliance checkbox
Immutable storage for rapid eDiscovery
And escrow key management for secure access to sensitive data when needed
Real-World HIPAA Compliance with MailSPEC
Coordinating with Colleagues on a Case
With EasyCrypt and Pulse, docs and nurses can chat securely about patients without needing to go to a personal device. All messages get journaled, encrypted and saved for compliance teams to review.
Telehealth and Virtual Appointments
Réunion Video ensures that virtual consultations are all…
Frequently Asked Questions - HIPAA + MailSPEC
Is EasyCrypt HIPAA certified?
Yep. EasyCrypt is built to meet HIPAA encryption standards under 164.312 and integrates with JACE for that all important audit trail.
Can we enforce retention policies on chat and email?
Absolutely. Pulse and EasyCrypt can enforce retention policies via JACE’s policy engine, so messages are stored to regulatory timelines just fine.
Does MailSPEC store data offshore?
No way. All MailSPEC solutions are deployed in sovereign clouds or on-premises - your call.
How long to get records for an audit?
JACE can get you records within 24 hours - giving you the audit trail you need to meet HIPAA’s demands.
Why Pulse, not Signal or WhatsApp for healthcare?
Because Pulse provides encrypted messaging with full auditability, WORM storage, retention control and metadata tagging - none of which consumer-grade messaging apps offer. Plus, their business models often involve scraping meta data and selling it to third parties.