Therapists face the critical task of managing sensitive information with the utmost care, especially when this information is subject to stringent privacy regulations like FERPA (Family Educational Rights and Privacy Act) and HIPAA (Health Insurance Portability and Accountability Act). The challenge intensifies with the necessity to communicate this information securely to clients and third parties. Traditional communication and file-sharing solutions often present a complex, costly, and cumbersome path to compliance, posing significant financial and reputational risks for non-compliance.

Enter PreVeil, an email and file sharing solution designed to address the standards set forth by HIPAA and FERPA. PreVeil provides end-to-end encrypted solution and file-sharing solution that simplifies compliance, enhances security, and ensures ease-of-use for healthcare professionals, all at an affordable price.

HIPAA Compliant Email

HIPAA compliant email ensures that Protected Health Information (PHI) is transmitted, stored, and accessed in a secure manner that prevents unauthorized disclosure or data breaches. Unlike standard email, which can easily expose sensitive data, HIPAA compliant email providers use robust encryption, controlled access, and audit trails to maintain compliance and protect patient trust. For therapists, this often includes sensitive emails such as appointment confirmations that reference a diagnosis, treatment updates sent to a patient or referring provider, coordination with insurance companies about billing or claims, or follow-ups that include clinical notes or test results.

PreVeil’s HIPAA Compliant Email Solution

PreVeil Email is a HIPAA compliant email solution that provides healthcare professionals, like therapists, with a secure method to communicate with clients,while  utilizing their existing email addresses. It integrates effortlessly with popular email clients like Microsoft Outlook, Gmail, and Apple Mail, offering a familiar experience that requires minimal adjustment.

HIPAA Compliant File Sharing

HIPAA compliant file sharing ensures that any exchange, storage, or collaboration involving  sensitive patient data is protected from unauthorized access, breaches, or misuse. Unlike traditional file-sharing services, which often lack encryption or audit controls, HIPAA compliant file sharing platforms provide the safeguards necessary to securely share PHI between healthcare providers, business associates, and patients—whether files are stored in the cloud, transmitted over email, or accessed remotely. For therapists, this often includes highly sensitive files such as treatment plans, session notes, psychological evaluations, patient intake forms, billing information, and diagnostic reports.

PreVeil Drive’s HIPAA Compliant File Sharing Solution

PreVeil Drive is a HIPAA compliant encrypted file sharing solution that operates similarly to well-known services like Google Drive, OneDrive, or Dropbox. However, it stands apart with its robust end-to-end encryption, ensuring that only authorized parties can access the shared files and folders.

Requirements of HIPAA Compliant Email and File Sharing

For organizations and professionals like therapists that handle PHI, HIPAA sets clear expectations around how email and file-sharing systems must protect sensitive data. To remain compliant, these systems need to implement both technical and administrative safeguards that keep patient information secure—whether it’s being stored, sent, or shared.

Key requirements include:

  • End-to-End Encryption: PHI must be encrypted at all times, both in transit and at rest. This ensures that messages and files—such as therapy session notes, treatment plans, or diagnostic reports—can only be accessed by authorized recipients.
  • Access Controls: Strong authentication, role-based permissions, and identity verification restrict who can view, send, or download PHI.
  • Audit Trails: Systems must maintain records of all activity involving PHI, including who accessed or shared information and when. These logs provide accountability and support compliance audits.
  • Data Integrity and Backup: PHI must remain accurate and protected from unauthorized changes or deletion, with secure backup options to restore data if needed.
  • Automatic Logoff and Session Controls: To prevent unauthorized access, systems should automatically log users out after periods of inactivity.
  • Business Associate Agreement (BAA): Covered entities must sign a BAA with any third-party provider that handles PHI, ensuring the provider is also accountable for maintaining HIPAA compliance.

Together, these requirements help healthcare professionals securely share files and collaborate while maintaining the confidentiality and integrity of patient data.

Non-Compliant File Sharing Tools to Avoid

Many common file sharing tools are not compliant with HIPAA unless your organization is using an upgraded version of the software. Here are some examples of tools to avoid:

  • Google Drive [Free Version]
  • DropBox [Free Version]
  • OneDrive [Free Version]
  • iCloud [Free Version]

If you are using any of these tools without having upgraded to a version with more security measures, think about other cost-effective solutions that will allow you to achieve compliance.

How PreVeil Meets HIPAA Requirements While Saving Time and Costs

PreVeil enables healthcare organizations and therapists to meet HIPAA requirements effortlessly, without the complexity or high costs of traditional compliance tools.

With built-in end-to-end encryption, every email and file is protected from creation to access, ensuring that only authorized recipients can view PHI. Granular access controls and automatic audit logs make it easy to manage permissions and demonstrate compliance.

PreVeil also integrates seamlessly with familiar tools like GMail, Outlook, Apple Mail, and mobile devices, so providers can securely share information from anywhere, whether in the office or on the go. Its mobile app gives users full access to encrypted files and email, supporting secure communication even outside the workplace.

Another major advantage is cost: PreVeil offers free accounts for patients and external collaborators, allowing secure communication and file sharing without requiring every participant to purchase a license. Combined with no need for costly infrastructure or IT management, PreVeil helps organizations achieve HIPAA compliance faster—saving both time and money while maintaining the highest level of security.

Example of HIPAA Compliant File Sharing

Watch this 2 minute video to see how a therapist and client share files securely with PreVeil.

Frequently Asked Questions about HIPAA Compliant File Sharing

Below are some of the most common questions about HIPAA compliant file sharing, and what covered entities need to know to stay secure and compliant.

Does encryption alone make a service HIPAA-compliant?

No. While encryption is a critical safeguard under HIPAA, it does not automatically make a file-sharing service HIPAA compliant. Compliance also requires administrative, physical, and technical controls such as access management, audit logging, user authentication, and secure data storage.

A HIPAA compliant email or file sharing service must also provide a Business Associate Agreement (BAA) to ensure both parties share legal responsibility for protecting PHI. Without a BAA, even an encrypted platform cannot be considered compliant.

What happens if a file-sharing service experiences a data breach?

If a breach occurs, HIPAA requires that covered entities and business associates follow strict breach notification rules. This includes notifying affected individuals, the Department of Health and Human Services (HHS), and in some cases, the media.

The organization may face civil penalties, reputational damage, and corrective action plans from regulators. Choosing a file-sharing platform that encrypts PHI both in transit and at rest, limits access to authorized users, and maintains detailed audit trails can significantly reduce the risk and impact of a breach.

Can I use cloud storage for PHI?

Yes, but only if the cloud storage provider meets HIPAA’s security and privacy requirements and is willing to sign a BAA. Not all cloud providers are compliant by default.

Organizations must ensure that the provider uses strong encryption, access controls, and secure key management. Data should remain encrypted both when stored in the cloud and when transmitted between devices. Additionally, administrators must have the ability to manage user permissions and revoke access when necessary.

Is end-to-end encryption required under HIPAA?

HIPAA does not explicitly require end-to-end encryption, but it is considered a best practice for achieving the “addressable” encryption standard under the Security Rule.

End-to-end encryption ensures that only the sender and intended recipient can access PHI, preventing intermediaries, including cloud providers, from viewing or decrypting the data. This level of protection goes beyond what traditional encryption models offer and is one of the most effective ways to safeguard PHI from unauthorized access or data leaks.

Do I need a Business Associate Agreement (BAA) for file sharing?

Conclusion

PreVeil’s unique blend of security, compliance, usability, and affordability makes it an exemplary choice for therapists navigating the complexities of communicating sensitive information. By choosing PreVeil, therapists can dedicate their efforts to providing quality care, assured that their communication and file-sharing practices meet the highest standards of privacy security and compliance.