What is Google Workspace?
Google Workspace is a cloud-based productivity suite that helps teams communicate, collaborate and get things done from anywhere and on any device. It’s simple to set up, use and manage, so your business can focus on what really matters.
Watch a video or find out more here.
Here are some highlights:
Business email for your domain
Look professional and communicate as [email protected]. Gmail’s simple features help you build your brand while getting more done.
Access from any location or device
Check emails, share files, edit documents, hold video meetings and more, whether you’re at work, at home or on the move. You can pick up where you left off from a computer, tablet or phone.
Enterprise-level management tools
Robust admin settings give you total command over users, devices, security and more.
Sign up using our link https://referworkspace.app.goo.gl/2EgE and get a 14-day trial, and message us to get an exclusive discount when you try Google Workspace for your business.
How to Make Your Google Workspace Email HIPAA-Compliant?
If your business deals with protected health information (PHI), ensuring that your Google Workspace email is HIPAA-compliant is essential. Google Workspace provides a strong foundation for security, but you must take additional steps to fully comply with HIPAA regulations.
1. Sign a Business Associate Agreement (BAA)
Google requires businesses handling PHI to sign a Business Associate Agreement (BAA) before compliance can be established. You can do this in your Google Admin Console:
- Go to Admin Console > Account Settings > Legal & Compliance
- Review and accept the BAA
Without this agreement, your organization is not HIPAA-compliant regardless of other security measures.
2. Enforce Two-Factor Authentication (2FA)
To prevent unauthorized access, enforce 2-Step Verification for all users:
- Navigate to Admin Console > Security > 2-Step Verification
- Require users to enable Google Authenticator or another 2FA method
2FA helps protect sensitive data by requiring an additional verification step beyond just a password.
3. Enable Email Encryption
Google encrypts emails in transit using TLS (Transport Layer Security), but this alone does not make emails HIPAA-compliant. To ensure full security, consider using third-party HIPAA-compliant encryption services like:
- Virtru
- Paubox
- LuxSci
These services provide end-to-end encryption, ensuring PHI remains secure in storage and during transmission.
4. Restrict Email Access & Sharing
Control how emails and files containing PHI are accessed and shared:
- Disable automatic email forwarding in Admin Console
- Restrict external sharing in Google Drive and Gmail
- Monitor who can send and receive PHI-related emails
5. Implement Data Loss Prevention (DLP) Policies
Data Loss Prevention (DLP) helps prevent accidental or unauthorized sharing of PHI. Set up DLP rules in Google Admin Console > Security > Compliance to:
- Flag or block emails containing PHI-related keywords
- Automatically encrypt sensitive messages
- Prevent PHI from being sent to unauthorized recipients
6. Use Google Vault for Email Retention & Audits
Google Vault allows organizations to retain, archive, search, and audit emails to meet compliance requirements.
- Set retention policies for emails that may contain PHI
- Conduct audits to ensure HIPAA policies are followed
7. Train Employees on HIPAA Compliance
Even with the best security measures, human error is a common cause of HIPAA violations. Provide regular training for employees on:
- Recognizing phishing attempts
- Proper handling of PHI in emails
- Secure file-sharing practices
Final Thoughts
Making Google Workspace HIPAA-compliant requires a combination of technical configurations, employee training, and policy enforcement. By implementing the above steps, your organization can confidently use Google Workspace while maintaining full HIPAA compliance.
Need help setting up a HIPAA-compliant email system? Contact us today!
