12 Best HIPAA Compliant Email Providers (November 2025)

Gone are the days of archaic security measures and constant worries about healthcare-related data breaches. HIPAA-compliant email providers make healthcare communication safer while safeguarding data and meeting all regulatory compliance. 

I’ve compiled a list of 12 HIPAA-compliant email services that make HIPAA compliance a breeze even for the most tech-averse team members. 

So, gear up, and let’s find the best HIPAA-compliant email solution for your healthcare practice.

Why is HIPAA-compliant Email Important? 

When it comes to digital communication, respecting patient privacy and the ethical handling of data is extremely crucial. HIPAA-compliant emails rely on Transport Layer Security (TLS) to protect information in transit.

Apart from the legal standpoint, here’s why HIPAA-compliant emails are a must for a healthcare organization: 

• They simplify the sharing of confidential updates for faster coordination and efficient care; 
• Compliant systems protect healthcare organizations and covered entities from severe HIPAA fines due to HIPAA violation; 
• Privacy-first approach towards PHI improves patient trust and boosts organizational reputation. 

Types of HIPAA-Compliant Email Providers

HIPAA-compliant email service providers vary in approach and features to cater to different organizational sizes, technical capabilities, and industry requirements. 

Here are the most common types of HIPAA email service providers: 

• Enterprise-level providers. Comprehensive email solutions for large organizations, offering high-level data security features and integration with other business tools; 
• Specialized healthcare communication platforms. Purpose-built for the healthcare industry, these platforms include features like patient portals and secure forms alongside HIPAA-compliant email; 
• Encrypted email add-ons. Tools that work with existing email providers to add encryption capabilities for HIPAA compliance of standard email platforms; 
• Secure messaging services. Focused on secure communication, often including email-like features alongside real-time messaging and file-sharing capabilities; 
• Email encryption gateways. Server-level solutions that automatically encrypt outgoing emails and ongoing video conferencing while providing data loss prevention (DLP) features; 
• Open source solutions. Customizable and often free, these solutions are for organizations with the technical expertise to implement and maintain them; 
• Cloud-based secure email providers. Hosted email solutions offering secure, web-based access with built-in compliance and email archiving tools.

Learn all about HIPAA-secure email: How to Send and Ensure Compliance.

HIPAA-Compliant Email Providers: Quick Comparison

If you’ve been searching for a reliable solution to send and receive secure messages, I’ve got you covered. Here’s a comparison of popular email service providers offering HIPAA compliance. 

Provider	Best For	Monthly Cost	Key Strengths
Sender	Healthcare teams needing secure marketing automation	Custom price	Intuitive dashboard, AES-256 encryption, marketing automation
Paubox	Clinics using Gmail or Outlook wanting seamless HIPAA compliance	$29/month	Automatic encryption, form & SMS support, integrates with Google Workspace & Microsoft 365
Virtru	Enterprises needing encryption with CRM integration	$119/month	End-to-end encryption, DLP policies, access control, CRM & Google Drive integrations
LuxSci	Organizations needing secure hosting & online forms	Custom pricing	Secure email hosting, encrypted web forms, multiple encryption methods, HIPAA web integration
NeoCertified	Businesses seeking a turnkey secure email system	$99/year per user	Military-grade encryption, BAA, large file transfer, mobile app
MD OfficeMail	Small healthcare practices and hospitals	From $2.69/user/month	Affordable HIPAA compliance, customizable encryption, legal archiving, 2FA
SendItSecure	Firms wanting advanced secure message control	$15/month	Message recall, expiration dates, Outlook integration, multi-factor authentication
Zix	Large healthcare organizations	$95/year for 3 users	Auto-encryption filters, DLP, detailed reporting, easy compliance monitoring
ProtonMail	Privacy-focused professionals	$12/month	End-to-end encryption, Swiss servers, password-protected emails, open-source security
Citrix Secure Mail	Enterprises already using Citrix ecosystem	Custom pricing	Secure file sharing, SSO, granular access, EHR integration
Mimecast	Large enterprises needing email security & archiving	Custom pricing	AI threat detection, encryption, archiving, DLP, compliance auditing
Aspida Mail	Small clinics seeking simple, affordable compliance	$10/month	AES-256 encryption, 6-year retention, BAA included, automatic PHI detection

12 Best HIPAA-compliant Email Providers Reviewed

Let’s look at their features to explore which one is a perfect fit for your organization. 

Sender — Simple & Secure Email Service Provider 

Sender is a HIPAA-compliant email solution known for its intuitive interface, fantastic customer support, and robust security infrastructure. The solution combines all the benefits of modern email marketing tools with on-demand HIPAA compliance. 

From a single dashboard, you can create and send emails, automate transactional emails, and schedule follow-up campaigns. There’s even a form builder for gathering required information from patients. 

Sender seamlessly integrates with your existing email addresses and saves you from the hassles of building a secure and compliant communication system for your healthcare organization. 

Key Features

• Design & send marketing emails with ePHI; 
• Relevant BAA agreement; 
• AES 256 encryption for emails; 
• Regular data backups & recovery; 
• Integration with digital healthcare platforms;
• 24/7 customer support; 
• Landing page builder.

Pros & Cons

Plans & Pricing

On-demand pricing model for HIPAA-compliant email service. 

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Paubox — Turn Gmail & Outlook Into HIPAA-Compliant Email Platform

Paubox email suite is a seamless solution that turns your standard email platform into a HIPAA email provider.

This tool integrates with your existing Google Workspace and Microsoft 365 accounts to ensure regulatory compliance while maintaining a familiar email workflow. It automatically encrypts all outgoing emails without extra login or dashboards. 

You can also gather data using its in-built forms. There’s support for transactional and marketing emails, too. 

Key Features

• Automatic email encryption; 
• Transactional and programmatic emails; 
• Secure patient data collection forms; 
• HIPAA-compliant text messages; 
• Integration with Google Workspace and Microsoft 365.

Pros & Cons

Plans & Pricing

Paid plans start at $29/month for up to 5 senders. Free 14-day trial available.

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Virtru — Enterprise Encryption with CRM Integration

Virtru is an encryption tool for healthcare communication designed to protect Protected Health Information (PHI). 

The platform integrates with all primary email services, cloud storage solutions, and CRM tools for complete HIPAA compliance. Virtru is known for granular access control, real-time audit capabilities, and large file sharing, making it easy to secure sensitive information. 

Like all other platforms on the list, you’ll find all essential mail features to maintain control and limit visibility, mitigating breach risks. 

Key Features 

• End-to-end encryption for emails and files;
• Gmail, Outlook, Google Drive, and Salesforce integrations; 
• Data Loss Prevention (DLP) policies; 
• Access revocation and control; 
• Secure large file sharing up to 15 GB. 

Pros & Cons

Plans & Pricing 

Paid plans start at $119/month for up to five users without secure file sharing.

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LuxSci — Offers Secure Web Forms

LuxSci is a HIPAA-compliant email service known for secure email and web hosting. Its proprietary compliance technology automatically encrypts all outgoing emails, protecting patient privacy.

LuxSci offers both email client and hosting solutions to ensure integrated compliance for healthcare companies. To top it all, secure web forms with features like ink signature, custom fields, etc., enhance its functionality. So, you can use the omnichannel solution for information gathering and communication. 

Key Features:

• Automatic email encryption;
• HIPAA-compliant email hosting; 
• Secure web forms with ink signature capability; 
• Multiple encryption methods support; 
• Integration with existing email and web systems. 

Pros & Cons

Plans & Pricing 

Custom pricing model based on organizational requirements, available on request. 

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NeoCertified — Military-Grade Security with Mobile Access

NeoCertified offers a comprehensive HIPAA-compliant email solution with military-grade encryption and seamless integration with popular email clients. 

The platform can transform any email workflow into a secure, compliant communication channel without sacrificing ease of use or functionality. 

There’s a secure web portal and email client integration to protect emails from phishing attacks and malicious emails and ensure HIPAA compliance. With a mobile app, you can be sure of HIPAA-compliant email operations even when team members are outside the office. 

Key Features 

• HIPAA-compliant, military-grade encryption; 
• Integration with popular email applications; 
• Secure web portal for email and file sharing; 
• Large file transfer capabilities (up to 1GB); 
• Mobile app for email transmission security. 

Pros & Cons

Plans & Pricing

Basic plan starts at $99/user annually for unlimited HIPAA-compliant emails. 

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MD OfficeMail — Budget-Friendly HIPAA Email

MD OfficeMail is a simple HIPAA email service designed for serious professionals running small independent medical practices and large hospitals. 

It comes with several customizable security options based on the organization’s needs. It helps meet all the guidelines mentioned in HIPAA compliance’s security, privacy & breach notification rules. 

There’s legal archiving to store all emails, routine audit controls, two-factor authentication, and even a customizable encryption level for any outbound email. 

Key Features

• Integration with popular email clients (e.g., Outlook); 
• Two-Factor Authentication (2FA); 
• End-to-end encryption with AES 256-bit encryption; 
• Legal archiving of all emails for compliance; 
• Customizable encryption settings and user validation. 

Pros & Cons

Plans & Pricing

Plans start at $ 2.69/user monthly for up to 4 user accounts. 

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SendItSecure — Email Control with Message Recall & Expiration

Send It Secure is a classic HIPAA-compliant email encryption solution that caters to healthcare, financial, legal, and other industries. Formerly known as ‘Protected Trust’, this platform offers seamless integration with robust security protocols. 

The solution is designed to save healthcare professionals’ time while maintaining PHI’s integrity. It follows all HIPAA security protocols to prevent unauthorized access to sensitive information. 

The message recall feature for delivered messages and the ability to set expiration dates provide an additional layer of control over Protected Health Information (PHI). Multiple recipient authentication methods help maintain the integrity and confidentiality of PHI as mandated by HIPAA regulations.

Key Features

• Microsoft Outlook Add-on for one-click encryption; 
• Secure web portal for email access from any device; 
• Delivery revocation and message expiration options; 
• Multiple recipient authentication methods; 
• iOS app and Windows client for convenient access. 

Pros & Cons

Plans & Pricing

• A free plan for up to 10 email sends for non-business users and 30-day retention time; 
• Paid plans start at $15/month for unlimited messages and up to 10 years of data retention. 

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Zix — Automatic Encryption for Large Healthcare Organizations

Zix is an advanced email encryption solution designed for comprehensive content filtering and inbound security. It protects sensitive patient information on autopilot without needing users to follow complex procedures. 

Its content filters scan all outgoing emails and attachments for PHI and apply encryption wherever needed to handle sensitive information. A delivery trust system ensures encrypted emails are as easy to view/respond to as regular emails. 

There’s a detailed reporting dashboard for HIPAA-compliant audit trails and even quarantine management for policy violations as a failsafe. 

Key Features 

• Automatic content filtering and encryption; 
• Multiple delivery methods (transparent, pull, push); 
• Integration with hosted and on-premise email systems; 
• Quarantine management for policy violations; 
• Detailed reporting for compliance and security teams. 

Pros & Cons

Plans & Pricing

The on-demand pricing model is based on custom requirements and is available upon request from the website. 

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ProtonMail — End-to-end Encrypted Email Services

ProtonMail is a popular service offering a 100% HIPAA-compliant email solution to preserve data integrity. It works with existing email clients, making it a convenient option for any organization seeking to protect patient information. 

Its default end-to-end email encryption ensures PHI is always protected, including transmission and storage stages. There’s even an ability to send password-protected emails to external recipients outside an organization. 

Its servers are located in Switzerland and guarded with strict data protection laws, providing additional protection for patient data. Features like PhishGuard & Hide My Email also help stay safe from cyber attacks. 

Key Features

• End-to-end encryption for all emails; 
• Password-protected emails for external recipients; 
• Integration with all desktop email clients; 
• Mobile apps for iOS and Android;
• Customizable filters and organization tools.

Pros & Cons

Plans & Pricing

Plans start at €9.99/month (or $12/month) for 1 user and 500 GB storage.

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Citrix Secure Mail — Secure Email And File Sharing

Citrix Secure Mail is a secure email & file sharing solution to transmit electronically protected health information. It also offers multiple tools for managing calendars, emails, and contacts, even on mobile phones. 

Citrix makes it easy to transmit information while maintaining compliance with technical safeguards through features like granular access controls, secure central data storage, factor authentication, etc. 

The platform is primarily known for integration with the Citrix suite of apps and is also compatible with all popular electronic health record (EHR) systems. 

Key Features

• Single sign-on (SSO) compatibility with Citrix Secure Hub; 
• Automatic app push to user devices upon enrollment; 
• Secure access to EHR systems from any device; 
• Granular access control for third-party users; 
• Secure data center storage rather than on endpoint devices. 

Pros & Cons

Plans & Pricing

Citrix Secure Mail is free to download on iOS. While it’s often bundled with Citrix subscription packages like DaaS Premium ($20/user/month) or DaaS Premium Plus ($23/user/month), the specific requirements for using the app may depend on your organization’s setup and email infrastructure.

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Mimecast — Email Security with Encryption and Archiving

Mimecast is an all-inclusive secure email solution for HIPAA compliance. It offers encryption, data leak prevention, and email archiving capabilities. 

A standout feature of Mimecast is the use of AI for threat detection for protection against phishing, ransomware, and business email compromise (BEC) attacks. Administrators can set predefined criteria for HIPAA compliance during transmission.

You also get granular message control, access revocation, and the ability to set email expiration dates. Plus, you can use archiving features to maintain readily accessible backups for all electronic PHI and other medical records. 

Key Features

• AI-powered threat detection and analysis; 
• Automatic encryption based on customizable criteria; 
• Data leak prevention and compliance policy scanning; 
• Email archiving for compliance & support for ediscovery requests;
• Flexible deployment options.  

Pros & Cons

Plans & Pricing

On-demand pricing model based on custom requirements, available on request from the website. 

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Aspida Mail — Affordable Compliance with Long-Term Retention

Aspida Mail is a simple HIPAA-compliant encrypted email solution known for automatic encryption and strong backup and retention policies. 

Deemed one of the simplest solutions out there, it uses AES-256 encryption for all emails in transit and the rest. The automatic encryption feature scans for sensitive information like social security number, subscriber ID, etc., within email and helps prevent accidental disclosure of PHI. 

There’s a long retention policy of 6 years, in line with HIPAA requirements, and it’s also compatible with all healthcare software for an easy setup. 

Key Features

• AES-256 encryption for emails in transit & at rest; 
• Real-time spam filtering and malware protection; 
• 6-year email backup and retention; 
• Default business associate agreement; 
• Content analysis for automatic encryption. 

Pros & Cons

Plans & Pricing

Plans start at $10 per month for 1 mailbox and 30 GB of storage 

How to Choose the Right HIPAA Compliant Email Provider

For Solo Practitioners

Look for simplicity, affordability, and built-in compliance to keep things easy while meeting HIPAA standards. Platforms like Paubox and Sender are ideal for individual practitioners—they offer automatic email encryption, secure data storage, and a signed Business Associate Agreement (BAA) without the need for technical setup. 

LuxSci is another solid option, providing integrated secure web forms for collecting patient data and automatic encryption to protect sensitive information. These solutions let you manage compliant campaigns directly from familiar email environments like Gmail or Outlook, saving time and effort.

For Small Practices

As your team grows, you’ll need tools that support scalability, collaboration, and user management. Providers such as MD OfficeMail and SendItSecure deliver strong access controls, audit logs, and multi-user management, ensuring every message containing PHI is tracked and protected. 

For small groups that also need marketing automation, Paubox enables compliant bulk emailing without compromising deliverability. Choose a platform with clear compliance documentation, responsive customer support, and team training resources to keep operations smooth and secure.

For Large Organizations

Larger healthcare networks should prioritize advanced security, integration capabilities, and compliance automation. Platforms like Mimecast and Zix offer enterprise-grade encryption, AI-powered threat detection, and automated archiving to simplify HIPAA record-keeping. 

LuxSci remains a top pick for high-volume campaigns, thanks to its customizable encryption layers and EHR integrations. Look for vendors that support single sign-on (SSO), multi-factor authentication (MFA), and third-party security audits to ensure ongoing compliance and minimize administrative burden.

HIPAA-compliant Email Providers FAQs

What are the requirements for achieving HIPAA-compliant emails? 

HIPAA requires you to have a business associate agreement with email service providers, encrypt emails containing PHI, and retain all PHI-related communications for six years.

Also, you must ensure secure yet authorized access to all emails and patient data. These measures help protect sensitive health data while complying with HIPAA’s Privacy and Security Rules.

What are the identifying criteria for HIPAA-compliant emails? 

A HIPAA-compliant email should be covered by end-to-end encryption, secure transmission protocols (such as TLS), unique user authentication, automatic logoff features, audit controls to track access and changes, and integrity controls to prevent unauthorized alterations. 

Additionally, any HIPAA-compliant email should be sent via a service covered by a business associate agreement, include only the minimum necessary PHI, and be subject to retention policies. 

The sender’s email system should also have mechanisms for secure storage and authorized access to archived messages containing PHI.

Is Gmail HIPAA-compliant to use?

Gmail is not HIPAA compliant by default but can be made HIPAA compliant under specific conditions. You need a paid Google Workspace account (not a free Gmail account), and Google must sign a Business Associate Agreement (BAA) with your organization. 

The account needs proper configuration (encryption, access controls, and audit logging). Further, your team must be trained on proper email use for PHI, and the organization should implement additional security measures and clear policies on email usage. 

Is sending PHI via email a HIPAA violation?

Sending Protected Health Information (PHI) via email is not automatically a HIPAA violation, but you must be careful. Proper safeguards need to be in place for compliance. 

These include using encryption, limiting access to authorized personnel, obtaining explicit consent of recipients, verifying recipients, and using a secure HIPAA-compliant email system. 

Organizations must have clear policies for handling PHI in emails and a Business Associate Agreement if using third-party email services. 

Looking for more HIPAA-compliant tools? Check out this roundup list: 11 Best HIPAA Compliance Software: Key Features and Benefits