Email your compliance officer can sign off on
Having Microsoft 365 or Google Workspace does not make your email HIPAA-compliant; configuration, agreements, and process do. Voipcom sets up encrypted, policy-backed email for covered practices and keeps it audit-ready.
How it works
From first call to fully handled
No rip-and-replace projects. We meet your stack where it is.
Review
We audit your current email against the HIPAA stack: encryption, BAAs, policies, logging, and how staff actually send PHI today.
Harden
Enforced encryption, PHI detection on outbound mail, blocked personal forwarding, and retention configured on the platform you already use.
Train & evidence
Short staff training makes the secure path the easy path, and the audit evidence gets maintained so questionnaires stop being scary.
Why it matters
The gap between "we have email" and "our email is compliant"
PHI leaks through email in mundane ways: a referral sent unencrypted, a staffer forwarding to personal Gmail, no BAA with the provider, no audit trail when a question comes. Each one is a reportable incident waiting for a complaint.
Compliance is a stack: encryption in transit and at rest, enforced send rules that detect PHI, business associate agreements in place, retention and audit logging configured, and staff trained on the workflow. We implement the stack and keep evidence you can hand an auditor.
Encrypted
in transit and at rest, enforced
BAA
agreements in place with providers
DLP
PHI detection on outbound mail
Audit-ready
logs and evidence maintained
What we offer
The compliant-email stack
Built on the platform you already use, hardened to the standard you are held to.
Enforced Encryption
Automatic encryption for sensitive mail, with recipient experiences that do not require IT degrees.
PHI Detection (DLP)
Outbound scanning that catches record numbers and PHI patterns before they leave.
BAAs & Documentation
Business associate agreements and the policy paperwork your audit will ask for.
Retention & Audit Logging
Mail retained per policy with logs that answer who-sent-what-when.
Secure Intake Workflows
Patient and referral intake that does not route PHI through personal inboxes.
Staff Training
Short, practical training so the secure path is also the easy path.
The difference
"We have email" vs compliant email
Why partner with Voipcom
Compliance experience, locally
- Medical, dental, and behavioral-health practice experience
- Pairs with HIPAA-aware phones, faxing, and texting from one vendor
- New HIPAA security-rule changes tracked for you
- Audit support when the questionnaire lands
FAQ
Common questions
We already use Microsoft 365. Isn’t that compliant? +
The platform can be made compliant, but it isn’t by default. Compliance is the configuration, agreements, and process layered on top, that layer is this service.
Will encrypted email annoy our patients and partners? +
Modern encryption portals are one-click for recipients, and routine non-PHI mail flows normally. Only sensitive messages get the secure treatment.
Does this cover faxing and texting too? +
Those are separate services, HIPAA-aware cloud faxing and compliant business texting, and many practices bundle all three so every channel meets the same standard.
What does the free review involve? +
A look at your tenant settings, sending practices, and agreements, then a written findings list. It’s yours to keep whether or not you hire us to fix it.
From the blog
Related reading
Deeper dives from the Voipcom team on this topic.
Close the email gap this month
Free compliance review of your current email setup, with the findings yours to keep.