The Healthcare Insurance Portability and Accountability Act (HIPAA) came to be in August 1996. Its purpose is:
All healthcare providers, healthcare clearinghouses, or organizations that transmit health data electronically must have HIPAA compliant emails.
The consequences of not complying with HIPAA regulations are big: costly penalties or potentially losing your license.
HIPAA requires emails to be secured and protected when sent outside of a guarded internal email network, beyond the firewall. This is to warrant the protection of the patient and to secure their personal information from being hacked by third parties.
Organizations can encrypt their emails using NIST standards (National Institute of Standards and Technology). They should most preferably encrypt every single email sent. However, only encrypting emails is not enough.
It is still possible that the email ends up in the wrong mailbox. For a situation like this, it is crucial that every email you send out also has an extra added text just below your signature which states the confidentiality of the email. These instructions provide a reduction in liability for the sender and most of all, add a layer of protection for the recipient.
Firstly, disclaimers in the form of privacy statements ensure that the recipient understands that their email is not 100% safe and if they respond it is at their own risk. Secondly, it also explains to the recipient that the information within the email is confidential and to report miscommunication.
The disclaimer should list the following information:
You can guarantee a HIPAA compliant email with disclaimers automatically added in each email signature. Using Letsignit, you can create and deploy the disclaimers to every employees’ email all from one centralized and easy-to-use platform.
Finally, the disclaimers are automatically in every outgoing email, so you don’t have to think twice when hitting send. With HIPAA violations tripling in the last 10 years*, you want to make sure you are taking all the steps to protect you and your patients.
Yes, with the 'Campaigns' offer, it is possible to track the number of clicks on the email signatures of all your employees in the 'Statistics' area of the platform.
You can then access a detailed or global view of the number of clicks on the email signatures of each employee. You can use the search option to target a specific signature or a given period. Finally, you have the possibility to export all statistics to an Excel document.
If you launch campaigns with banners inserted in your email signatures, you can also access their performance via this same space.
With Letsignit, you can easily add social network icons in your collaborators' email signatures and link to your company pages. Also, our "attributes" feature allows you to manage personalized URLs for each of your collaborators such as their individual LinkedIn profile.
And that's not all: you can add links to an appointment-setting application, allow your customers to leave reviews easily, and integrate our 'Chat on Teams' widget to let anyone start a discussion via Microsoft Teams chat.
It’s up to you! As an administrator of the Letsignit platform, you choose whether or not to grant modification rights to your employees. These permissions are managed on an attribute-by-attribute basis, which means that you can decide to allow the employee to change their phone number, but not the address of your premises, for example.
This feature applies to all attributes in your directory, including custom attributes created on Letsignit. When your employees change one or more attributes, your directory is obviously not affected.
It often happens that employees make their email signature their own: custom format, bad fonts, colors inconsistent with the brand standards... all of this has an impact on your brand!
A consistent visual identity is considered authentic and outperforms a perceived weak one by 20%. And, your customers are 2.4 times more likely to buy your products.
With Letsignit, take back control over your brand identity by standardizing all your email signatures. Our tool has many features that allow you to customize your signatures by department, by audience or by subsidiary. Not to mention the possibility of carrying out campaigns within your email signatures thanks to our Campaign offer.
What is the user experience like for our employees?
In both cases:
In short, they have autonomy in their email signature, but you keep control on the field, signatures, and banners they can edit or use.
With our "multi-signature" feature, your employees can benefit from multiple email signatures. No technical manipulation is required. Thanks to our Add-in for Outlook or the desktop app, they can change their email signatures as they wish with just a few clicks.
Regarding the creation of email signatures, you can make several variations such as:
Everything has been thought of to go further in the personalization process based on the recipient of your emails.
If sending emails has an impact, non-optimized email signatures also have an impact. An unsuitable format or an image that is too heavy considerably increases the size of your signatures... and therefore, your emails.
As a responsible economic actor, we contribute to reducing our CO2 emissions and those of our customers in several ways:
As we are increasingly involved in sustainability initiatives, our priority in 2023 is to develop even more green IT functionality.
If sending emails has an impact, non-optimized email signatures also have an impact. An unsuitable format or an image that is too heavy considerably increases the size of your signatures... and therefore, your emails.
As a responsible economic actor, we contribute to reducing our CO2 emissions and those of our customers in several ways:
As we are increasingly involved in sustainability initiatives, our priority in 2023 is to develop even more green IT functionality.
