Email Isn’t Safe by Default: How to Make Microsoft 365 HIPAA-Compliant

If your organization works in healthcare, home medical equipment (HME), or anything involving patient data, here’s a tough truth: just using Microsoft 365 isn’t enough to protect you.

Yes, Microsoft 365 is a powerful cloud-based productivity suite. But no, it is not HIPAA-compliant right out of the box.

That means your team could be unknowingly violating HIPAA, putting your business and your patients at risk, simply by emailing sensitive information or storing patient records without proper safeguards in place.

So how do you fix it?

This post walks you through exactly what it takes to make Microsoft 365 HIPAA-compliant — and how Forbin helps you get there.

Not sure if your M365 setup is HIPAA-compliant?

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Why Microsoft 365 Isn’t HIPAA-Compliant by Default

Many organizations think “cloud = secure.” But compliance isn’t automatic. Out of the box, Microsoft 365 does not:

• Encrypt outgoing emails
• Log user access activity
• Prevent data from being shared outside your organization
• Automatically store communications in a HIPAA-compliant format

Microsoft offers the tools — but you need to configure them.

What HIPAA Requires From Your Email System

Let’s break down the basics of what the HIPAA Security Rule demands from your email setup:

• Encryption — In transit and at rest (your messages + data storage must be secure)
• Access controls — Only authorized users can view emails with PHI
• Audit trails — You need to log access and track activity
• Data loss prevention (DLP) — Prevent emails with PHI from being accidentally sent
• Retention policies — Keep data stored securely for set periods
• Business Associate Agreement (BAA) — With Microsoft AND any other vendors involved

How to Make Microsoft 365 HIPAA-Compliant (Step-by-Step)

If you’re using Microsoft 365 — and you should be — it can absolutely meet HIPAA standards. But it takes some proactive steps:

1. Sign a Business Associate Agreement (BAA) with Microsoft

• This is required for HIPAA-covered entities
• Microsoft’s BAA is available in the Compliance Center

2. Enable Email Encryption

• Use Microsoft Purview to turn on message encryption
• Set rules to automatically encrypt messages with PHI (e.g., words like “patient,” “SSN,” etc.)

3. Set Up Multi-Factor Authentication (MFA)

• Adds a second layer of login security
• Meets HIPAA access control standards

4. Configure Data Loss Prevention (DLP) Policies

• Prevents sensitive information from being emailed or shared externally
• Helps catch user error before it causes a breach

5. Implement Audit Logs + Retention Policies

• Turn on logging for email, Teams, OneDrive, and SharePoint
• Retain communication records for legal and compliance needs (typically 6+ years)

Don’t wait for a breach to find out you’re not compliant.

Forbin can help you secure your Microsoft 365 environment — quickly and affordably.
Talk to Our HIPAA Compliance Experts

Real Risks of Using M365 Without Setup

These aren’t hypotheticals — we’ve seen all of these:

• A staff member emails patient info to the wrong recipient = breach
• Personal Outlook account used for work = unsecured ePHI
• Sharing access across users = no audit trail
• No MFA = unauthorized access through phishing

Even one small oversight can lead to a violation, fine, or loss of patient trust.

How VGM Forbin Makes Microsoft 365 HIPAA-Compliant for You

We’ve worked with HME, DME, and healthcare organizations across the country to:

• Configure secure, HIPAA-compliant Microsoft 365 environments
• Set up encryption, DLP, MFA, audit trails, and retention policies
• Train staff on compliant use of M365 tools
• Monitor and maintain compliance month over month

We’re a Microsoft Partner — and healthcare is our thing.
Ask Us About HIPAA-Compliant Email for Businesses

Avoid These Common HIPAA Mistakes in Microsoft 365

Even well-meaning teams fall into these traps:

• Using personal Microsoft accounts instead of licensed business emails
• Forgetting to enable encryption (it’s not automatic)
• Skipping DLP policies that prevent patient info leaks
• Not reviewing audit logs or setting retention timelines
• Assuming “someone else” already set this up correctly

Final Thoughts: Secure Your Email, Protect Your Patients

You already trust Microsoft 365 to run your business. Let’s make sure it’s set up to protect it.

HIPAA compliance doesn’t have to be overwhelming — but it does have to be done right. That’s where we come in.
Schedule a Microsoft 365 Security Review with Forbin IT