How many times have you sent a text with vital information, be it a doctor’s note, patient data, or an important update for a colleague, and immediately thought, “Is this safe?” If you’re in healthcare-or any other field that deals with sensitive information in general-that should be the first question on your mind. It’s no longer just about speed and convenience; it’s about protecting your business and following laws like HIPAA.
Well, with a text message, that is pretty simple, but it’s a different story when it comes to health records or private information of the patient. You want to be assured that your communications are encrypted, with attempts at unauthorized access not possible. Here comes the HIPAA-compliant messaging application. These utilities ensure that your messages are secure, private, and-most importantly-HIPAA-compliant, so you avoid breaches and fines.
Whether you are a health professional, manager, or administrator in any field that deals with private information, the implementation of proper HIPAA-compliant text messaging apps is not only a prudent decision but an indispensable one to make your communications both trusted and secure. Let’s look at why these apps are so important and how to choose the right one for your team.
What is a HIPAA compliant text message application?
While, these days, people text about nearly everything, including making purchases and ordering groceries, there’s one huge catch: industries that involve security. More specifically, HIPAA-compliant texting apps are created in accordance with the Health Insurance Portability and Accountability Act-a law meant to protect sensitive information concerning patients. They are created focusing on every single message being securely encrypted and exchanged in accordance with the letter of the law.
These applications act like your security guard in the digital world, locking down communications and disallowing unauthorized access to information that you send through them-be it a patient’s personal information or test results. The main feature is end-to-end encryption, meaning that only the recipient will be able to read your message, nobody else-not even the service provider.
Why HIPAA compliant apps are essential?
You may wonder, “Why can’t I use just any messaging app for my business? ” Well, here is the thing: not all apps are created equal, especially in security terms, like when dealing with sensitive data in an industry such as healthcare. The security of standard messaging apps is inadequate to protect patient data and ensure HIPAA compliance. If you send a patient’s personal health information via insecure text, you run the risk of compromising your business-and your clients.
And let’s be frank: no one wants to get a fine because of a HIPAA violation.
This means your team’s communication remains effective but safe and legal through a HIPAA-compliant text messaging application. These applications introduce vital features that include audit trails-so you will be able to track who sent what and when-secure file sharing, and options for message expiration to more easily maintain compliance without losing productivity.
Or, put another way, if your line of work includes sensitive information of any kind, then a HIPAA-compliant messaging app is no longer an amenity-it is a must-have. It will save you from a big headache worrying about penalties.
Key features to look for in a HIPAA compliant text messaging app
Selecting the right HIPAA compliant text messaging app can be an overwhelming task. You want something secure, but at the same time practical. Something that will keep you compliant without being too difficult to use. So, what should you be looking for? Let’s break it down.
1. End-to-end encryption
Think of encryption as your digital bodyguard. In other words, through end-to-end encryption, only the sender and recipient can read the message. Nobody else-literally nobody, whether that’s hackers or nosy colleagues-can get to it. This is basic for HIPAA compliance. If an app doesn’t have encryption, it’s not even worth a glance.
2. Audit trails
Ever wanted to go back and see just who had read a message, and when? Audit trails let you do that. They provide a clear audit trail of who sent, read, and even deleted each message. This feature is invaluable in healthcare for tracking communications and ensuring accountability.
3. Secure file sharing
You don’t just send texts, right? Sometimes you need to share a document, image, or lab report. With secure file sharing features, your attachments are protected with the same level of security as your messages. Whether it is a test result or a patient record, it stays encrypted and safe.
4. Access control
Who sees your messages? A HIPAA-compliant application allows you to put a limit on the ability of people viewing information. Maybe only the ward members need to see the patient data, or perhaps these messages need a different kind of clearance. Whatever, access control means only the proper people get proper access.
5. Message expiration
Sometimes, less is more. A good HIPAA-compliant application allows you to set messages to expire. When they expire, these messages are gone-POOF! This prevents any possibility of data hanging around much longer than it really should and minimum data breaches. Think of this as a self-destruct button, but way less dramatic.
6. Multi-device syncing
Your team isn’t always glued to their desktops. Multi-device syncing allows them to view messages across devices-be it on a laptop or on their phone-for seamless and timely communication. Just make sure that the app does not sacrifice security in the process; each device should be secure.
7. User-friendly interface
It is simple: if the application is overcomplicated, nobody will use it. Yes, HIPAA compliance is relevant and shall not be compromised for usability. A balance between security and ease needs to be found. If your team has to wander through complicated settings only to send a message, that is a red flag.
Now that we’ve covered the must-have features for a HIPAA compliant text messaging app, it’s time to explore some of the best options available. With so many apps on the market, choosing the right one can feel like a puzzle. But don’t worry we’ve done the heavy lifting for you. Below is a list of some trusted apps that are HIPAA – compliant, packing all the essential features you need to stay compliant and efficient. Whether you manage a healthcare practice or a team dealing with sensitive information, these apps will make your communication secure and seamless.
Let’s dive into the top options for HIPAA-compliant texting:
Chanty
Chanty is a hub for team communication that makes collaboration easier, powered by features like HIPAA-compliant text messaging. It guarantees healthcare teams that all communications will be kept secure, making workflows smooth and compliant with healthcare regulations.
What you can do:
- You can send and receive secure messages between team members, knowing they are encrypted and protected at all times.
- Easily track who accessed what information and when, enabling you to monitor communication and ensure compliance.
- Instantly receive alerts the moment something urgent comes up, so you are ahead on every critical matter.
- Automate appointment reminders, patient follow-ups, or team notifications to save time by reducing manual tasks.
- Share important files, from patient documents to reports, securely with teammates or patients.
- Work seamlessly across devices – whether you’re on your desktop at the office or on your phone during a commute, your messages sync in real-time.
Pros:
- Simple interface that makes collaboration easy.
- Strong security features for HIPAA compliance.
- Integrates with many popular platforms.
- Affordable pricing with scalable options.
Cons:
- Limited advanced features compared to some competitors.
- Pricing depends on the team size.
Pricing:
Chanty offers a free plan for small teams, including basic messaging features and limited integrations. For more advanced features, the Business Plan starts at $3 per user per month (billed annually). Enterprise solutions are available with customized pricing.
Klara
Klara’s platform is built to help healthcare professionals improve their communication with patients. From appointment scheduling to treatment follow-up, Klara keeps everything in one secure and HIPAA-compliant place perfect for the busy medical practice.
What you can do:
- Message patients and health care staff securely, knowing everything is encrypted to protect sensitive health information.
- Send real-time notifications to inform the patients about rescheduling or canceling of appointments and even any kind of emergency notifications.
- Automate patient reminders and follow-ups, saving your staff time in routine communications.
- Share medical records, test results, and other sensitive files securely with patients or colleagues.
- Easily integrate Klara with your current EHR system, so you won’t have to toggle between systems.
Pros:
- The platform is intuitive – meaning you won’t spend hours figuring out how to use it. It’s built for HIPAA compliance, thus you can rest assured with the security of your patient data.
- Integrating into your healthcare systems streamlines your workflow.
Cons:
- Some of the advanced features require setup support.
- No free version available.
Pricing:
Klara’s pricing starts at $250 per month per provider, which includes secure messaging, patient outreach, and telemedicine capabilities. They also offer custom plans for larger organizations with additional needs.
MessageDesk
MessageDesk is a secure, HIPAA-compliant messaging solution built for healthcare providers. From appointment scheduling to reminders, MessageDesk enables health care organizations to connect securely with patients and staff members easily.
What you can do:
- Send encrypted text messages to your patients and staff without any possible breaches in privacy.
- Automate appointment reminders; make sure patients don’t miss their visit, and you won’t have to follow up with them personally.
- Share lab results and medical documents with patients in a secure and fast manner, always keeping information private.
- Receive real-time notifications of appointments or urgent updates to keep one informed.
- Manage patient communications from one platform and avoid the use of multiple tools.
Pros:
- High-level security with HIPAA compliance and end-to-end encryption.
- Real-time notifications regarding important updates.
- The automation feature saves time by reducing manual outreach.
Cons:
- A few users find the system to be less customizable.
- Pricing for larger organizations is higher.
Pricing:
MessageDesk provides a Starter plan at $14 per user per month, which includes basic messaging features. The Pro plan is available at $29 per user per month, offering advanced features like automation and integrations.
TigerConnect
TigerConnect provides a family of communication solutions for healthcare, each with security and ease of integration in mind. It’s designed to help providers collaborate without compromise, from text messaging to video calls.
What you can do:
- Send and receive encrypted messages. Every message sent is secure and HIPAA-compliant.
- Make secure voice and video calls to staff or patients anywhere.
- Send urgent messages with real-time notifications, letting your team take quicker action in life and death situations.
- Integrates seamlessly with existing healthcare systems such as EHR or other management software.
- Use analytics to track message volumes and organizational communication efficiency.
Pros:
- Robust security: cloud-native integrations
- Multi-tool communicator: text up to video calls
- Enhances team collaboration by streamlining workflows
Cons:
- Advanced functionality may require additional training.
- Can be pricey for smaller healthcare practices.
Pricing:
TigerConnect provides customized pricing plans according to usage and team size.
Textedly
Textedly is a simple SMS messaging service that provides HIPAA-compliant functionality for healthcare professionals. It is designed to help healthcare teams stay in contact with patients and staff in an efficient manner while following strict security standards.
What you can do:
- Send secure text messages to patients, ensuring their information is encrypted and protected.
- Set up automated appointment reminders and follow-ups to streamline patient communication and reduce manual work.
- Share vital documents or updates with patients in a secure, easily accessible manner.
- Create message campaigns for large patient bases on major health tips, reminders, or promotions.
- Leverage analytics to further refine communication methods by monitoring the delivery and engagement of messages.
Pros:
- Intuitive messaging for healthcare teams in simple terms.
- Compliant with HIPAA standards, meaning patient data is always kept safe and secure.
- Cost-effective and easy to integrate into existing workflows.
Cons:
- The basic features cannot satisfy large and complex health teams.
- Limited customization options.
Pricing:
Textedly offers flexible pricing to fit various needs. The Basic Plan starts at $26 per month and includes 600 messages and 1 custom keyword. For larger needs, the Bronze Plan is $38 per month, with 1,200 messages and 1 keyword. You can add extra messages in blocks of 500 for $25 or additional keywords for $5 per month. Plans come with unlimited contacts, picture messaging, free incoming messages, and a dedicated toll-free or 10DLC number.
HelloHealth
HelloHealth is a patient communication platform leveraging HIPAA-compliant text messaging. HelloHealth puts the power of relationships at the center of medical practices, keeping all patient communications safe and organized.
What you can do:
- Send secure, encrypted messages to patients for appointment reminders, test results, and general communication.
- Automate patient communications so your staff saves time, yet patients will not miss any information.
- Share patient medical records, laboratory results, and forms securely.
- Real-time text alerts will keep your patients up-to-date on urgent health information, schedule changes, or health concerns.
- HelloHealth will further streamline your workflow by integrating with your existing practice management systems.
Pros:
- Clear-cut, straightforward solution for small to medium-sized healthcare practices.
- Secure messaging keeps patient communications private and HIPAA-compliant.
- Automation tools save time and prevent staff burnout.
Cons
- May not offer all the functionality bigger practices need.
- Integrations with third-party services could be more diverse.
Pricing:
Hello Health caters to healthcare practices with customizable pricing. The Telehealth Plan costs $49 per month, offering HIPAA-compliant telehealth, visit notes, e-prescribing, and a patient portal. Their Standard Plan includes EHR, practice management tools, and optional telehealth services. Pricing for the Standard Plan varies based on the practice’s needs, making it a tailored solution for medical professionals.
Rocket Chat
Rocket Chat is an open-source team collaboration platform that can be implemented for use in a HIPAA-compliant way. It is perfect for healthcare teams looking for a customizable solution that will improve communication without compromising security and privacy.
What you can do:
- Share encrypted messages between colleagues, keeping all sensitive information confidential.
- Create your workspace and channels for organizing teams based on a department or project.
- Secure video calls and file sharing among team members in your organization will never compromise patients’ privacy.
- Centralize your communications using Rocket Chat by integrating it into the existing health software to facilitate the workflow.
- Monitoring Activity: Observe activity using real detailed analytics to trace if communications are really effective while also observing HIPAA.
Pros:
- Its open-source in nature, thus it’s tailored to your specific needs.
- Strong security features, including end-to-end encryption.
- Large health care teams prefer this due to flexibility and scaling.
Cons:
- Geared more toward a technical setup and management compared to out-of-the-box.
- Limited customer support for self-hosted versions.
Pricing:
Rocket Chat is available in both free and paid-for plans. Pro Plan starting at $7 per user per month, offering advanced features like omnichannel communication, analytics, and enterprise integrations. The Enterprise Plan is priced at $35 per user per month, which includes enhanced security and dedicated support.
Notifyd
Notifyd is a HIPAA-compliant messaging service to enhance patient communication. With real-time alerts and text messaging, Notifyd ensures that no critical message or patient update ever slips through the cracks.
What you can do:
- Send encrypted messages to patients and staff; all correspondences meet HIPAA standards.
- Automate appointment reminders and notifications to reduce missed appointments and conserve staff’s time.
- Receive immediate notifications of urgent patient updates to quickly respond with your team to changing conditions.
- Safely share files and sensitive documents with patients or colleagues.
- Effective analytics provide the insights that prove your messages are reaching and engaging the right people at the right time.
Pros:
- Real-time messaging keeps your team in the know and able to respond promptly.
- HIPAA-compliant to always keep patient data secure.
- Easy setup and very user-friendly interface.
Cons:
- There is limited customization.
- Might not be as robust for large healthcare organizations who have bigger needs.
Pricing:
Notifyd offers a free trial to explore its features. Paid plans start at $500 per branch per month or $5,400 per branch per year (with 10% savings). The plan includes unlimited users, notifications, and HIPAA-compliant integration with EMR/EHR systems.
Additional HIPAA secure messaging tips
As you implement the use of HIPAA-compliant messaging tools, you should consider best practices that will keep your communications secure. The following are actionable tips to help you maintain HIPAA security:
- Encrypt everything
Always go for applications that offer end-to-end encryption. This ensures that patient information is secure in transit and cannot be accessed by unauthorized parties.
- Control access
Restrict access to sensitive information. Use role-based access controls to ensure that only authorized individuals can view or send patient data.
- Use two-factor authentication (2FA)
Implement two-factor authentication for all users. This provides an extra layer of security in case someone’s credentials are compromised.
- Audit communication logs regularly
Regular audits are just part of maintaining HIPAA compliance. Look to have an application that has audit logs in place to track who accessed what data and at what time while handling sensitive information.
- Create data retention policies
Clearly define policies showing how long the data will be retained within the messaging application. Once the data is no longer useful, ensure that it is deleted in a very secure way to minimize the chance of a data breach.
- Employee training
Even the most secure application can’t protect you if your team is not following proper protocols. Provide regular training to ensure everyone knows what HIPAA requires and how to use secure messaging tools.
By following these guidelines, you can have confidence that your messaging platform will be fully HIPAA compliant while supporting your team’s communication with maximum efficiency, but not at the expense of patient privacy.
Looking to improve your communication process securely? Try Chanty for free! While not specifically tailored for healthcare, Chanty offers robust encryption and secure team messaging features that make it an excellent choice for secure collaboration across all industries.
