The top 5 HIPAA email disclaimer examples

HIPAA, or the Health Insurance Portability and Accountability Act, is crucial for healthcare providers, healthcare clearinghouses, and organizations transmitting health data electronically in the United States. If you handle personal healthcare data and communicate with patients via email, it's essential to use a compliant HIPAA email disclaimer.

Failing to include a HIPAA-compliant email disclaimer can result in severe penalties. The maximum fine can exceed $1.5 million per violation, and violations can lead to up to ten years in prison.

A HIPAA disclaimer for email is designed to inform patients and does not make a company fully HIPAA compliant. However, HIPAA requires your email disclaimer to communicate the following essential points:

• The email being received is not completely secure.

• The email content is confidential.

• If the recipient is not the intended recipient, they should forward the email to the appropriate person.

• Misusing personal information has consequences.

• If the email is not meant for them, the recipient should delete it immediately.

To ensure your organization adheres to these guidelines and protects patient information, here are the top 5 HIPAA email disclaimer examples you can use. 

1. Basic HIPAA email disclaimer

2. Comprehensive HIPAA email disclaimer

3. Confidentiality statement

4. Email security and privacy statement

5. Confidential communication policy statement

Implementing a HIPAA email disclaimer with Exclaimer

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's email signature management solution. 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.