For healthcare organizations and marketers, safeguarding patient data is more than a priority—it’s a fundamental responsibility. With regulations like the Health Insurance Portability and Accountability Act (HIPAA) and General Data Protection Regulation (GDPR) shaping how sensitive information is handled, healthcare businesses need tools that offer robust security and compliance features. HubSpot stands out as a solution, providing the resources to store, manage, and use data safely while supporting tailored communication and ongoing compliance.
Why Healthcare Organizations Trust HubSpot for Data Security
Securely Manage Sensitive Data
Managing sensitive information such as personal information (PI), personally identifiable information (PII), and protected health information (PHI) requires a system built with security in mind. HubSpot’s Smart CRM delivers features like advanced encryption, comprehensive audit logging, and robust access controls, ensuring your data is secure and traceable.
Collect Sensitive Data with Confidence
HubSpot empowers you to confidently collect sensitive information through both HubSpot and non-HubSpot forms. Sensitive data captured via forms is securely encrypted and seamlessly synced into the CRM. Files uploaded through forms linked to a sensitive data property are treated with the same level of protection.
Access to sensitive form submissions and associated files is restricted to users with the appropriate permissions, ensuring data privacy at every step. Additionally, form submission notifications are designed to respect sensitive data permissions, maintaining secure access control throughout your workflows.
Personalization That Respects Privacy
Personalization is key to effective communication—but in healthcare, it must be done with care. Using HubSpot, you can tailor communications based on opt-in preferences without compromising compliance. For instance, include a checkbox on your forms that asks:
- “Yes, I want to receive health and wellness information.”
- “Yes, I’d like to receive patient education updates.”
You can safely segment audiences, send targeted marketing campaigns, and power marketing automation while keeping privacy at the forefront.
Simplifying Regulatory Compliance
Regulations like HIPAA and GDPR can feel daunting, but HubSpot makes compliance easier with tools such as:
- Business Associate Agreements (BAAs): Essential for HIPAA-aligned operations.
- Proactive security recommendations to mitigate risks before they become issues.
- Built-in audit logs to maintain transparency and accountability.
HubSpot allows healthcare teams to seamlessly integrate compliance into their workflows without sacrificing productivity.
Advanced Access Controls for Extra Protection
To further safeguard data, HubSpot offers advanced security features like multi-factor authentication (MFA), inactive session timeouts, and role-based permissions. These ensure that only authorized users have access to sensitive information, reducing the risk of breaches.
Best Practices for Using HubSpot in Healthcare
- Collect and Store Data with Intention
Regularly audit your database to ensure no HIPAA-protected information is collected unnecessarily. Delete sensitive details or move them to your EMR system if they’re no longer needed in HubSpot. This not only maintains compliance but keeps your database clean and organized. - Use Double Opt-Ins for Consent
When collecting email addresses, incorporate double opt-ins to confirm consent for ongoing communications. This builds trust and ensures you’re only contacting individuals who’ve agreed to receive updates. - Monitor and Maintain Your Database
Spend time each month cleaning your database. Bulk-edit properties to remove unneeded information or delete contacts who’ve transitioned into patients, as patient communications should occur in your EMR system, not HubSpot. - Leverage Encryption Features
Use HubSpot’s platform encryption to protect sensitive information, ensuring data remains secure even in the event of unauthorized access. - Focus on Generalized Messaging
Craft email campaigns that focus on general topics rather than specifics. For instance, highlight educational resources or wellness tips instead of personalized treatment recommendations.
Don’t Let Data Security Be a Roadblock
Managing sensitive patient data doesn’t have to be overwhelming. With HubSpot’s suite of security features, compliance tools, and thoughtful best practices, healthcare organizations can confidently protect patient privacy while fostering meaningful communication.
By following these strategies, your team can focus on building trust, driving growth, and delivering exceptional care—knowing that your data practices are secure and compliant.
Want to learn more?
Discover how HubSpot’s Smart CRM can help your healthcare organization safeguard data and streamline operations. Contact us today to get started.
