Referral Letters And Patient Notes Move By Email. Make It Safe
HIPAA-ready email with a signed BAA at $7.95 per mailbox, a website built to fill your schedule, and secure communication with referring physicians.
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HIPAA Compliant Email for Physical Therapy: The Short Answer
HIPAA compliant email for physical therapy practices replaces the free consumer inbox many clinics still use for referral letters, progress notes and insurance correspondence. Those free accounts carry no Business Associate Agreement and no audit trail, which puts a practice at risk the moment a referring physician’s office sends a note. We provide HIPAA-ready email with a signed BAA at $7.95 per mailbox, encryption in transit and at rest, and a website built to make it easy for a new patient to book an evaluation, all hosted on servers we own in the United States.
Whether a given system needs to be HIPAA-covered depends on your practice and how you use it for protected health information; review the HHS HIPAA Security Rule with your own compliance advisor to confirm your specific obligations. We provide the technical controls, the signed BAA and documentation, and we will migrate your existing website and email address for free, usually within a few business days.
Referrals And Patient Communication
A BAA that covers referral traffic
Letters and notes to and from referring physicians and other clinics move through this HIPAA compliant email for physical therapy setup, with a signed Business Associate Agreement included.
Encrypted where it matters
Encryption in transit and at rest, with access controls and multi-factor authentication on administrative functions.
Retention you can explain
Retention configured to your practice’s policy and your licensing board’s requirements.
A referral relationship depends on the letter arriving safely, every time — which is exactly what HIPAA compliant email for physical therapy is built for.
What HIPAA compliant email means for a physical therapy practice
A therapy clinic sends a steady stream of patient information by email: referral letters from physicians, insurance authorizations, home exercise plans and progress updates. HIPAA compliant email gives that traffic a safer home than a free consumer inbox, with an agreement in place and access you control.
No email product makes a practice compliant on its own. HIPAA compliant email is one safeguard inside a wider program of written policies, staff training and risk review. We can sign a business associate agreement for the services we host and configure retention and access, while your practice stays responsible for how the team uses the system.
A simple checklist for HIPAA compliant email
- Sign a BAA with every vendor that stores or sends patient information.
- Give each therapist and staff member a personal mailbox and login.
- Use a shared front-desk mailbox for scheduling and insurance questions.
- Set retention to match your state’s record-keeping rules, with your counsel’s advice.
- Keep a short written policy about what may and may not be sent by email.
Using HIPAA compliant email with referral sources
Referrals are the lifeblood of most therapy practices, and a lost letter can mean a lost patient. The most useful HIPAA compliant email setup is a plain one: a mailbox per person, a shared inbox for the front desk, and a policy that fits on one page.
Think about the whole path a message takes. A physician sends a referral, the front desk forwards it, and a therapist replies from a tablet between sessions. Each step is a place where habits matter, and HIPAA compliant email works best when staff know exactly when to use it.
Where to read the rules
The HIPAA Privacy, Security and Breach Notification rules are published in 45 CFR Part 164. Your state licensing board and payer contracts may add record-keeping expectations. This page is general information and not legal advice, so confirm your obligations with qualified counsel.
Next steps with HIPAA compliant email
List where patient information appears today, then decide which parts should move onto HIPAA compliant email under a signed BAA. See our healthcare solutions, the Liberation Email plans from $1.95 per user per month, and Hub for Teams for shared documents. For another kind of practice, read about email for chiropractors. Migration from your current provider is free.
- Online scheduling that fills gaps A booking page tied to your calendar reduces no-shows and the phone-tag that costs a visit.
- Pages for each specialty Sports rehab, post-surgical, pelvic health, or whatever you treat, each with its own page for search.
- Built for local search Clear location, hours and insurance information, built with accessibility in mind.
The Practice Website
Most patients choose a PT practice by what comes up when they search their injury and their town — “knee pain physical therapy [city]” or “sports injury clinic near me.” The site has to answer both fast, load quickly on a phone, and make booking an evaluation the obvious next step.
Staff, Scheduling And Insurance
Shared documents for staff
Policies, intake forms and insurance reference sheets in Hub for Teams at $7.49 per user a month.
A shared front-desk inbox
A shared mailbox for scheduling and insurance questions that any front-desk staff member can access without a personal login.
Backups
Automatic website backups and security scanning.
- Priced per mailbox $7.95 per mailbox for HIPAA-ready email; a four-person practice is roughly $32 a month.
- Free migration Our migration team moves your existing address and website for free.
- Support by people U.S. support Monday to Friday, 8 to 8 Eastern, who will explain it in plain terms.
Bought The Way A Practice Buys
Most PT practices are one to a few clinicians with no dedicated IT staff, so pricing is per mailbox and scales with the practice rather than requiring a large upfront contract or a long-term commitment.
- Mail Pro $7.95 per user/mo HIPAA-ready email with a signed BAA and configurable retention.
- Liberation Email from $1.95 per user/mo for front-desk and non-clinical addresses.
- Hub for Teams $7.49 per user/mo for shared staff documents.
- Website Builder from $10.99/mo or WordPress hosting from $35/mo.
What It Costs
Starting prices for HIPAA compliant email for physical therapy practices, billed monthly unless noted. Anything larger gets a written quote.
Physical Therapy Practice FAQs
Will you sign a BAA?
Yes, included with HIPAA-ready email.
Is a solo practice too small?
No. Pricing is per mailbox, so a solo practitioner pays for one.
Can referring physicians reach us securely?
Yes. Encrypted email and a signed BAA cover that traffic; we can advise on when a message should move to a secure portal instead.
Do you build online scheduling?
Yes, tied to your calendar so bookings reduce phone volume rather than adding to it.
Can you move our existing website and email?
Yes, for free, with a checklist before anything is touched.
Is your email HIPAA compliant by itself?
No email service is compliant on its own. HIPAA compliant email for physical therapy requires the technical controls, the BAA and documentation we provide; your policies and training complete the picture.
Is this HIPAA compliant email for physical therapy practices of any size?
Yes. Solo practitioners and multi-location groups both run on the same signed BAA, encryption and retention setup, priced per mailbox so a one-clinician practice never pays for capacity it does not use.
Related Industries
Start With Your Referral Workflow
Tell us how referral letters and notes move today. We will show you what a HIPAA compliant email for physical therapy setup looks like for your practice, and give you a written quote.
Referrals arrive the way the referrer prefers, not the way you planned
A physical therapy practice does not control its own inbound document flow. Scripts, imaging reports and notes arrive by fax, by a hospital portal, by a physician’s assistant emailing a PDF, and occasionally as a photograph. You can set a policy, but the referring office will do what it does, so the practical question is what happens to protected information once it lands in whatever form it lands in.
That argues for deciding where the authoritative copy lives and making everything else disposable. If a referral arrives by email, it gets filed into the record and the message is dealt with, rather than the mailbox quietly becoming a second patient file nobody is securing or retaining deliberately.
Reminders are the other volume problem. Scheduling for a course of twelve visits means a lot of automated contact, and reminder systems are classic Business Associates — they handle patient information on your behalf. Ask whether your reminder tool will sign a BAA, and what their message content actually contains, because “your appointment with Dr X at the spine clinic” discloses more than a neutral reminder does.
On the plumbing: mailboxes on your own domain with a signed BAA, multi-factor authentication on every account, a backup you have tested, and an export you can take with you. Ask where the servers are and get it in writing.
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