Certified email applications in the healthcare industry with guarantees to ensure regulatory compliance

One of the business sectors that have most rapidly incorporated digital transformation is the healthcare sector. The agility of certified digital communications, their traceability and legal validity are benefits that are of particular value in such a globalized and innovative field. But, in addition, tools such as certified email guarantee compliance with the complex and delicate regulatory framework in which the healthcare industry operates.

A theme that we develop by focusing attention on these issues:

• How privacy and security are ensured when implementing certified electronic messaging in the healthcare industry.
• Essential factors to ensure compliance with standards when implementing certified email in the healthcare environment.

This guide details how to send a certified email.

All communications and documents handled in the healthcare industry are particularly sensitive. Therefore, the regulations related to the privacy and security of the data handled have maximum protection.

Confidentiality and security are guaranteed in certified e-mails through various mechanisms:

In this section, the role of qualified trusted service providers must be emphasized. Their platforms must contain data encryption systems, connection protection and a barrier against cyber-attacks. Because it is not only a question of complying with regulations during the sending process, but also in the storage of and access to this information.

The certified email is endowed with evidentiary value due to the nature of the certifiable events it collects and safeguards: sender, delivery (made available on the destination host) and contents (both of the email and of the attached document, if any).

We have already pointed out that it is important to ensure regulatory compliance throughout the entire communication process. And in this regard, it should be noted that one of the functions of the Qualified Trust Service Provider is to ensure that these certified e-mails are stored with maximum security measures.

This is what is known as certified custody, verifying that no alteration or loss occurs during storage. It also facilitates access to and traceability of such data.

It is interesting to remember how certified email is key to a company’s secure document management.

There is no need to stress the peculiarity of this sector, where a large amount of highly sensitive data is handled and there is a constant exchange of this information between different agents, from the patients themselves to the professionals or the health and administrative authorities.

Digital transformation provides an agility and fluidity of these communications that is key in this sector. But, only with certified digital tools can strict regulatory compliance that regulates the healthcare field be guaranteed.

In the specific case of email, its speed and legal rigor make it an extraordinary channel for communications in any situation that requires legal documentation that the center or healthcare professional has complied with its duty to inform the patient or the relevant legal representative in each case.

These are the main assumptions of these communications of critical results or diagnoses with legal consequences:

1. Test results with immediate action (radiology, laboratories, pathology). In the event that the results require urgent action, the certified email will indicate that the health officials complied with the delivery of the information on time, detailing the date and time.
2. Serious diagnoses or with legal repercussions. When communicating a serious diagnosis or the results of certain genetic tests, it is essential to have a record of the date and content of what was communicated in case there are allegations in the future from the patient about the lack of information or that the information was communicated late.
3. Documentation of Discrepancies. If a patient refuses life-saving treatment or signs a voluntary discharge, the health care provider needs to formally send him the documentation or warnings about the risks of his decision. The certified email is the appropriate way because it serves as a reliable proof of the sending of such information in case of litigation.

In addition to these applications, there are many more:

• Communications with chronic patients: The management of chronic or long-term patients has specific characteristics. Certified email is a highly recommended tool for two types of frequent communications in this area: Modification of Therapeutic Guidelines and Notices of Non-Compliance.
• Communications with patients in general: The requirement to receive healthcare information as soon as possible is today more decisive than ever. With certified email this need is satisfied in important aspects such as: notification of medical results and the sending of informed consents.
• Communications with authorities: Healthcare professionals interrelate between different departments, with health authorities and with administrative authorities, among other bodies and institutions. There are situations in which these communications must have legal validity and this is where it is interesting to use certified email: Presentation of evidentiary documentation, legal notifications or communication of regulatory incidents.

MailComms Group is a benchmark among companies providing personalized omnichannel communication services. We help you implement certified email and other solutions that facilitate the digital transformation of your company.

Contact us at and we will study your needs in a personalized way.