Secure Email Management for Healthcare Teams

Where Healthcare Organizations Struggle with Email and PHI Management

Healthcare organizations rely heavily on email to communicate—but that creates significant risk when Protected Health Information (PHI) is involved.

Common challenges include:

Audit and access visibility is limited
It’s difficult to track who accessed or shared sensitive communications and documents.

PHI is shared through email without consistent controls
Patient information is often transmitted via email, increasing the risk of unauthorized access or disclosure.

Attachments containing patient data are difficult to track and manage
Documents received via email (lab results, referrals, reports) are saved inconsistently—or not at all.

HIPAA compliance depends on configuration and user behavior
Microsoft 365 is not compliant by default; it must be carefully configured and managed to avoid violations. 

Email security threats put patient data at risk
Phishing and ransomware attacks increasingly target healthcare organizations due to the value of patient data. 

How Healthcare Teams Use Colligo in Practice

Healthcare organizations use Email Manager to support critical workflows involving patient information and compliance:

• Patient communication management
  Capture and manage emails containing PHI in a secure, compliant way.
• Referral and intake documentation
  Ensure documents received via email are properly stored and linked to records.
• Audit and compliance readiness
  Quickly retrieve complete communication histories—including attachments.
• Policy enforcement in Microsoft 365
  Apply governance without relying on manual processes or workarounds.
• Knowledge continuity across care teams
  Preserve important communications beyond individual inboxes.