Securing the patient’s information and improving communication have never been more important in the present digital age of the healthcare industry. HIPAA-Compliant Email Providers have been established as effective resources for essentially any healthcare organization that is attempting to maintain security and compliance within their working work processes. These niche email solutions provide enhanced security mechanisms and encryption standards, compliance functionality, and secure features to the healthcare organization to protect the patient’s information and also simplify their exchange of information.
Unfortunately, with threats on the cyber frontier increasing and regulation expectations increasing for organizations in the healthcare sector, the choice of an Email Provider has turned into one of the most important decisions for such organizations. It is universally accurate to address that to any facility, regardless of the size starting from a small private practice and ending with a massive healthcare organization, email security is a critical aspect to address.
This extensive post is the ultimate Email Provider review of the best 12 options in 2025 to help you choose one based on the requirements, price, and compliance with HIPAA. Additionally, integrating email marketing software can help businesses in the healthcare sector efficiently manage communication with their patients while ensuring compliance and security in every campaign.
What Are HIPAA-Compliant Email Providers?
HIPAA- Compliant Email service includes information technology services that meet the general standards of HIPAA rules and regulations to offer secured email services. To this end, these providers adopt different security measures and protocols that will guarantee the protection of emails carrying such health information commonly referred to as Protected Health Information (PHI).
These services offer more than simple email encryption, adding essential security features including end-to-end encryption, secure storage, access to messages, controls, and surveillance reporting. HIPAA-Compliant Email Providers also need to be ready and able to agree to sign Business Associate Agreements (BAAs) to ensure that they will abide by HIPAA regarding PHI confidentiality and security.
Further, these providers adhere to the physical, technical, and administrative measures for the protection of patients’ sensitive healthcare information at every stage of the life cycle. Integrating an email verification tool can enhance this security by ensuring that only verified and trusted recipients receive sensitive communications, reducing the risk of data breaches.
Benefits of HIPAA-Compliant Email Providers
- Enhanced Security and Privacy Protection: Technical specificities of the systems used for storing and processing the patient’s data prevent the leakage of the information to unauthorized third parties as well as cyber-attacks.
- Regulatory Compliance Assurance: HIPAA compliance becomes easy when an organization is utilizing tools that come with built-in features to reduce penalties.
- Improved Patient Trust: Encrypted messages also show interest in patients’ confidentiality and thus give them confidence in seeking the services of health care providers.
- Streamlined Communication: A secured means of transferring information between health care providers, employees, and patients.
- Risk Mitigation: Limitation of scenarios that could lead to data leakage and related losses of considerable monetary claims and erosion of enterprise image.
- Audit-Ready Systems: Other integrated modules include logging and tracking requirements that document compliance and set up for an audit.
Quick Comparison
| Tool Name | Ease of Use | Best Fit | Free Plan Available |
| Paubox | Intuitive, integrates well with Google Workspace & Microsoft 365 | Healthcare organizations, especially those using Google or Microsoft 365 | Free trial available |
| LuxSci | Moderate, steep learning curve | Large healthcare organizations needing customizable security | No free plan, custom pricing |
| Virtru | Easy to implement, strong user experience | Organizations needing strong encryption & access control | No free plan |
| Mimecast | Complex implementation, requires expertise | Healthcare organizations with extensive security needs | No free plan |
| Hushmail | Easy to use, good for small businesses | Small to medium healthcare practices | No free plan, but affordable pricing |
| MailHippo | Very easy, user-friendly interface | Small to medium healthcare practices needing HIPAA compliance | 30-day free trial |
| Rmail | Moderate complexity, good tracking features | Healthcare organizations needing detailed tracking & compliance | No free plan |
| NeoCertified | Simple, easy for non-technical users | Small practices needing simple compliance solutions | No free plan |
| ZixMail | Seamless with Outlook, but complex setup | Healthcare organizations with external communication needs | No free plan |
| Encyro | Easy to implement, automatic encryption | Solo and small group healthcare practitioners | Free plan available |
| Egress | Complex, requires technical expertise | Large-scale healthcare organizations needing advanced security | No free plan |
| Protected Trust | Easy integration with Microsoft 365 | Healthcare organizations using Microsoft 365 | No free plan |
Top 12 HIPAA-Compliant Email Providers
1. Paubox
Paubox is among the most recognized companies that meet HIPAA requirements and provide the function of delivering email without interference with user systems while having a strong focus on security. It offers zero-step encryption that ensures that the user’s emails are always encrypted without any need for extra steps. Paubox is an easy fit for healthcare organizations, especially since it integrates well with Google Workspace and Microsoft 365.
Key Features:
- Zero-step encryption for both, the sender and the receiver
- Google Workspace and Microsoft 365 compatible
- Pacemaker forms that are secure for use when collecting patient data
Pros:
- Intuitive user interface
- None of the recipients needed to log in to the portals
- Integrations are clear-cut to other systems
Cons:
- Most importantly, basic providers charge low prices compared to lower LVAD service providers.
- Limited customization options
- This filter applies only to specific email clients.
Ideal For:
- Healthcare organizations interested in easy email security integration
Pricing:
- A free trial is available
- Starts at $29/month
- Plus membership starts at $59/month.
- Premium membership starts at $69/month.
Website: https://www.paubox.com/
Rating: 4.8/5
2. LuxSci
LuxSci offers detailed secure email hosting services with great flexibility in meeting the needs of healthcare clients. It currently supports several features for encryption like TLS and SecureLine guaranteeing security for sensitive information. This company came with the policies to meet clients’ unique needs, and most of their security policies are exportable; LuxSci web form makes patient data collection easy because it is HIPAA compliant.
Key Features:
- Multiple encryption options
- Controllable security measures
- HIPAA-compliant web forms
Pros:
- Highly customizable
- Excellent technical support
- Rich coverages
Cons:
- Complex pricing structure
- Steep learning curve
- Even more expensive than core solutions
Ideal For:
- Big healthcare organizations that demand special approaches to security
Pricing:
- Custom pricing based on requirements.
Website: https://luxsci.com/
Rating: 4.7/5
3. Virtru
Currently, Virtru boasts strong encryption as well as access management options that can be utilized in almost any popular major email solution such as Gmail as well as Outlook. Its enhanced encryption mechanisms mean that any information transferred is not accessed by any party other than the intended recipient. This control enables the authorization of limiting or canceling email access in an organization during emergencies. As extra security measures, Virtru’s email recall restores extra protection by allowing users to retract the sent messages.
Key Features:
- End-to-end encryption
- Dynamic access controls
- Email recall capabilities
Pros:
- Easy to implement
- Strong access controls
- Excellent user experience
Cons:
- That necessary action on the part of the recipient to decrypt messages
- Limited customization options
- The loss of revenue from this situation arose from increased prices for the enhanced components.
Ideal For:
- Organizations needing strong encryption and access control
Pricing:
- Starts at $119/month for up to five users.
- For business purposes, the plan starts at $219/month for up to five users.
- For organizations that conduct business with US federal government agencies, the plan starts at $399/month for up to five users.
Website: https://www.virtru.com/
Rating: 4.6/5
4. Mimecast
Taking into consideration the fact that Mimecast offers a full-fledged set of tools to protect the organizational email and effectively combat advanced threats, the choice of healthcare organizations to implement Mimecast solutions will be appropriate. The experience it provides has features such as automated security complying that enhances compliance.
For regulatory records, Mimecast provides several records of the actions taken throughout a process that is useful for organizational records. Some of the advanced threat protection are as follows Rich spam and phishing filtering, which helps in protecting the organization from cyber threats.
Key Features:
- Advanced threat protection
- Automated security policies
- Comprehensive audit trails
Pros:
- Strong security features
- Excellent spam filtering
- Comprehensive reporting
Cons:
- Complex implementation
- Higher cost
- Requires technical expertise
Ideal For:
- Healthcare organizations that may have extensive needs for WAM features such as high levels of security.
Pricing:
- Starts at $4 per user/month.
Website: https://www.mimecast.com/
Rating: 4.7/5
5. Hushmail
Currently, Hushmail provides easy-to-use HIPAA-compliant email services for the healthcare industry primarily. It is intrinsically fused with e-signature that enables organizations to manage consent forms and agreements. It provides insurance for the gathering of secure web form information that will help to stay compliant while making the data collection from patients. The graphical user interface of Hushmail is easy to use regardless of IT knowledge and the company offers very cheap packages ideal for small to medium size practices.
Key Features:
- Built-in e-signature
- Secure web forms
- Electronic signatures
Pros:
- Easy to use
- Affordable pricing
- Good customer support
Cons:
- Limited storage
- Basic features only
- Limited customization
Ideal For:
- SMEs related to healthcare production
Pricing:
- Hushmail for Personal Use starts at $49.98/year
- Hushmail for Law starts at $10.79/month.
- Hushmail for Small Business starts at $10.79/month.
- Hushmail for Healthcare starts at $11.99/month.
Website: https://www.hushmail.com/
Rating: 4.5/5
6. MailHippo
MailHippo provides services with no frills as it is an email services provider and it is HIPAA compliant as well. The capabilities include automated encryption for guaranteed HIPAA compliance for all exiting messages without requiring user input. Effective web forms ensure that healthcare service providers can gather patient information in a safe manner and at the same time. Because MailHippo has a feature similar to Clearvale’s, it is easy for practices with low technical know-how to navigate.
Key Features:
- Automated encryption
- Secure web forms
- User-friendly interface
Pros:
- Easy implementation
- Affordable pricing
- Excellent customer support
Cons:
- Limited advanced features
- Basic reporting capabilities
- Minimal customization options
Ideal For:
- Small to medium healthcare practices who are looking for easy remedies for their compliance issue
Pricing:
- A 30-day Free trial is available.
- Basic plan starts at $4.95/user/month.
- Pro plan starts at $7.95/user/month.
Website: https://www.mailhippo.com/
Rating: 4.4/5
7. Rmail
Rmail also comes equipped with a broad level of tracking coupled with compliance reporting. Its registered email services include delivery details in an account thus making it possible to have accountability and compliance. Overall, because Rmail works with the current email, there is no change to the user interface and no need to change over to a new email client. The service also has an e-signature feature which together with detailed delivery tracking ensures the management of sensitive communication is effectively done.
Key Features:
- Registered email services
- E-signature integration
- Detailed delivery tracking
Pros:
- Includes tracking of assignments in addition to enhanced tracking features.
- Strong compliance reporting
- Interoperates with already existing e-mail clients
Cons:
- Complex feature set
- The learning curve for the higher-level options
- A photograph showing higher prices for several features being offered
Ideal For:
- Healthcare organizations need sophisticated tracking and analyzing
Pricing:
- Starts at $7/user/month.
- The business plan starts at $25/user/month.
- Custom pricing based on organization size.
Website: https://rmail.com/
Rating: 4.5/5
8. NeoCertified
While NeoCertified offers only simple email encryption solutions for business, the company’s main selling points are simplicity and compliance. It touches on one-click encryption, thereby enabling secure email sending regardless of the potential user’s IT literacy level. The tools are available in the shape of message tracking and also a web-based encrypted messaging console.
Key Features:
- One-click encryption
- Message tracking
- Secure web portal
Pros:
- Simple implementation
- Cost-effective
- Good training resources
Cons:
- Limited advanced features
- Basic interface
- Few integration options
Ideal For:
- The small practices that require an effective and easy-to-implement compliance management system
Pricing:
- Starts at $99 annually per user.
- Gold plan starts at $199 annually per user.
- And for Non-profit Organizations the plan is $59 annually per user.
Website: https://neocertified.com/
Rating: 4.3/5
9. ZixMail
ZixMail, on the other hand, is more specialized in secure methods of conveying messages both in emails and enjoys great integration compatibility. They bring out transparent encryption that guarantees the encryption of the email without necessarily complicating the usability. Combining with Microsoft Outlook makes the program more convenient for organizations that are already using this tool.
And using ZixMail you can also enforce policies for encryption to automatically use security settings depending on the set parameters. As one of the leading HIPAA-Compliant Email Providers, ZixMail ensures that healthcare organizations can securely send and receive sensitive patient information while maintaining compliance with HIPAA regulations.
Key Features:
- Transparent encryption
- Outlook integration
- Policy-based encryption
Pros:
- Seamless email experience
- Strong network security
- Excellent transparency
Cons:
- May only be implemented if the partners have a contractual relationship with a telecommunication company.
- There is a higher cost attached to it, especially for smaller organizations.
- Complex setup process
Ideal For:
- Organisations in the healthcare industry that engage in external communication regularly
Pricing:
- Standard: $6/user/month
- Premium: Custom pricing
- Enterprise: Custom pricing
Website: https://zix.com/
Rating: 4.6/5
10. Encyro
Encrypt provides easy-to-use, secure email and file-sharing services with good HIPAA-compliant choices. It automatically encrypts all content therefore reducing the need to constantly self-comply with HIPAA guidelines. Encyro also has features for the organization’s secure file sharing; thus, it can facilitate the exchange of sensitive documents for the organization.
Key Features:
- Automatic encryption
- Secure file sharing
- Digital signatures
Pros:
- Easy to implement
- This service does not require the registration of a recipient.
- Affordable pricing
Cons:
- Limited platform integration
- Basic feature set
- Email-only support
Ideal For:
- Solo and small group healthcare practitioners
Pricing:
- A free plan is available.
- Pro plan at $9.99 per user/month.
Website: https://www.encyro.com/
Rating: 4.2/5
11. Egress
Egress is an intelligent solution for email security with the ability to recognize and mitigate risks. It uses an Artificial Intelligence-based risk detection that helps prevent threats and unauthorized access to the message. Egress presents more options than the default in-built access control to enable organizations to decide who can view or engage with the emails.
Key Features:
- AI-powered risk detection
- Advanced access controls
- Detailed compliance reporting
Pros:
- Hi-tech security features
- Strong analytics
- Comprehensive protection
Cons:
- Premium pricing
- Complex implementation
- Requires technical expertise
Ideal For:
- When there is a large need for security for a healthcare organization as a large-scale organization.
Pricing:
- Starts at $24 per user/month.
- Custom pricing based on organization size.
Website: https://www.egress.com/
Rating: 4.7/5
12. Protected Trust
While Microsoft 365 integration and HIPAA support are significant selling points, Protected Trust can ‘slide right into your organization. Users are offered real-time encryption to ensure that all messages exchanged are secure at the moment they are exchanged. It assists organizations in keeping strict records that will aid auditors and other forms of regulation examinations.
Organizations are in a position to adopt Protected Trust components without much need for training and the interface is straightforward. Since, the main feature of this service is integration with Microsoft, and that is specifically advantageous to healthcare providers who are already within this ecosystem.
Key Features:
- Microsoft 365 integration
- Real-time encryption
- Compliance reporting
Pros:
- Fully integrated Microsoft solution
- Strong compliance tools
- User-friendly interface
Cons:
- Limited to Microsoft users
- Higher pricing tiers
- Basic features in lower tiers
Ideal For:
- It is evident that all healthcare organizations that apply cloud-based services use Microsoft 365.
Pricing:
- Custom pricing based on organization size.
Website: https://www.protectedtrust.com/
Rating: 4.5/5
Conclusion
Choosing the right HIPAA-Compliant Email Providers must be done correctly to achieve both, safety and compliance as well as correspondence in healthcare organizations. These providers are still expanding their services to encompass the needs of the evolving healthcare field as technology progresses and the principal threats begin to challenge system security.
Considering the features, costs, and applicability of the various providers available, organizations need to be able to select the right solution for their organization and ensure the protection of patients’ information. Additionally, integrating email automation tools can streamline communication workflows, ensuring timely and secure outreach while maintaining compliance with HIPAA regulations.
Frequently Asked Questions
What is it that makes an email service HIPAA compliant?
A: Protected content in email services must by default use end-to-end encrypted communication, store data securely, implement access controls, record actions in audit logs, and execute a BAA but HIPAA does not specify the compliance requirements of these functions.
What percentage of their budget should an organization be willing to part with to cater for HIPAA-compliant email?
A: Depending on the features and the organization’s requirements, typical costs are $5 – $30 per user per month.
Can normal email platforms be HIPAA compliant?
A: Yes, but they also need extra layers of security, setup, and a Business Associates Agreement with the vendor.
Is the use of HIPAA-Compliant Email Providers needed for all healthcare organizations?
A: Yes, this means that any organization that deals with Protected Health Information (PHI) has to use a HIPAA-compliant e-mail.
What happens when HIPAA-compliant email is not used?
A: The penalty provisions of the act can lead to fines of not less than $100 nor more than $50,000 per violation with a limit of $1.5m in 12 months.
