Responding to E-Mail Requests Containing PHI and PII

When you receive e-mail requesting information that contains PII or PHI it is important that you know the acceptable ways to respond.

E-mail encryption protects private, sensitive, and valuable information communicated via e-mail.  Encryption is the only secure method for sending communication over the Internet or Internal Network. If your agency uses Voltage Secure Mail, this is the method to use for internal or external e-mail communication. If your agency does not have Voltage Secure mail, check with your agency Information Technology personnel for e-mail encryption software available to secure e-mail communication with consumers, the general public, or co-workers. Do Not place PHI or PII in the subject line of any e-mail.