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Email transcription - Lettie

Posted: Nov 07, 2012

I was wondering if anyone used a program to email the dictation from your clients office to your business. If so what email program do you use to follow hippa laws. For example, would yahoo.mail work for this and go with hippa laws?

email - rules

[ In Reply To ..]
I don't believe you should ever email reports.

Actually - rules

[ In Reply To ..]
I think you can email as long as you are on a secure network, use encryption, don't put any demographics in the subject line and put a disclaimer at the bottom of the email. Seems like a lot of trouble to do it that way.

Try DropChute. It's an encrypted email program - anon

[ In Reply To ..]
you install on your computer and meets all HIPAA requirements. Last time I bought it, it cost $200.00 I believe through transcription gear.

You are incorrect - Dina

[ In Reply To ..]
Physicians can e-mail voice files, and MTs can e-mail the transcription back to them IF *both* are encrypted according to HIPAA protocol. I do it all the time with two accounts.

Hushmail is HIPAA compliant - and free to boot

[ In Reply To ..]
I e-mailed their support desk to ask, and they wrote back and told me it is indeed HIPAA compliant, so I have it in writing from them.

One of my local docs e-mails me his audio files with it, and I send back the completed reports the same way.

If your usage is relatively small, you can get a free account. You do have to sign in at least once every 3 weeks to keep it active, but you can't beat the price. For heavier usage, you can get a paid account.

Just go to hushmail dot com and follow the instructions to set up an account.

Hushmail is not what I would use - ICManiac

[ In Reply To ..]
I provided a link to an article about how "secure" Hushmail is. You can decide for yourself whether or not to use it. Since they are encrypting it AFTER it leaves your computer, you are at risk for violations.

There are a couple of alternatives. HITECH states email must use 126-bit or better encryption; it doesn't suggest any particular service to use. This feature is offered within MS Word, so if you already have that, it could work for sending emails, except that it does not create a log, another important feature of HITECH/HIPAA.

What I have found with my individual clients is that they want to upload all of the dictation files at a time, rather than attaching them in batches (due to size restrictions trying to prevent SPAM on most servers). I use mydocsonline. They offer a free service, but I use the smallest pay-for account service they offer because I use it with multiple clients. It costs $30/month, which is a tax write-off.

Depending on whether or not your doctor has the software that came with the recorder (ex: Olympus, Dictaphone), there is a built-in 126-bit encryption feature within that software. It would be dependent on your doc to set it up on his/her end.

Another software program is MPTools6, which has a one-time cost of about $69. You could buy it for your doc and use it as a tax write-off, or s/he could purchase it his/herself. This is my most preferred way due to the simplicity to send documents where they need to go.

Hope that helps get you thinking about what would work best for you.

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