Disclaimer Examples › Email Disclaimer Examples › HIPAA Email Disclaimer Examples

HIPAA Email Disclaimer Examples

HIPAA-compliant email disclaimers are required for any email that may contain protected health information (PHI). These templates are designed for healthcare providers, telehealth companies, mental health practices, and any organization handling patient data under HIPAA regulations.

6 HIPAA Disclaimer Examples

Required for healthcare emails containing protected health information.

Standard HIPAA Email Disclaimer

This message may contain protected health information (PHI) that is privileged and confidential. It is intended solely for the use of the individual or entity to whom it is addressed. If you are not the intended recipient, you are hereby notified that any disclosure, copying, distribution, or taking of any action in reliance on the contents of this message is strictly prohibited. If you have received this communication in error, please notify immediately and destroy all copies of this message.

Best for: all healthcare provider emails

Telehealth HIPAA Notice

is committed to protecting your privacy. This email may contain confidential health information protected under HIPAA. Unauthorized use or disclosure of this information is prohibited. If you are not the intended recipient, please contact us at and permanently delete this message.

Best for: telehealth and virtual care platforms

Mental Health Practice HIPAA Notice

This message and any attachments may contain protected mental health information that is privileged and confidential under state and federal law, including the Health Insurance Portability and Accountability Act (HIPAA). This information is intended solely for the use of the individual or entity named as the recipient. If you are not the intended recipient, you are hereby notified that any disclosure, copying, distribution, or action based on this information is strictly prohibited and may be unlawful. If you have received this communication in error, immediately notify at and destroy all copies of this message.

Best for: mental health practices and behavioral health providers

Need a custom disclaimer?

Our free generator creates a tailored disclaimer for your exact situation in seconds.

Free Generator →

Dental Office HIPAA Notice

HIPAA PRIVACY NOTICE: This email may contain protected health information belonging to a patient of . Federal law restricts the use and disclosure of this information. If you are not the intended recipient or an authorized representative, you are hereby notified that any review, disclosure, copying, distribution, or use of this information is prohibited. Please destroy this message immediately and notify at .

Best for: dental offices and oral health practices

Hospital System HIPAA Disclaimer

This electronic communication, including all attachments, is sent by and may contain protected health information (PHI) subject to protection under the Health Insurance Portability and Accountability Act (HIPAA) and applicable state privacy laws. The information is confidential and intended only for the named recipient(s). If you are not the intended recipient, please notify the sender at , do not read or use this message, and destroy all copies. Unauthorized interception or disclosure of this communication is prohibited by federal and state law.

Best for: hospital systems and large healthcare networks

Medical Billing HIPAA Notice

This email may contain confidential billing information and protected health information (PHI) related to patients. This information is covered under HIPAA privacy regulations and is intended only for authorized recipients. If you received this in error, please do not read, retain, or distribute this message. Notify immediately at and delete all copies from your systems.

Best for: medical billing companies and revenue cycle management

Frequently Asked Questions

What must a HIPAA email disclaimer include?+

A HIPAA email disclaimer must identify that the message may contain protected health information (PHI), state that it is intended only for the named recipient, prohibit unauthorized disclosure, and provide instructions if received in error. It should also include the sender's contact information for error notifications.

Are HIPAA email disclaimers legally required?+

HIPAA does not explicitly mandate email disclaimers, but the HIPAA Privacy Rule requires covered entities to implement reasonable safeguards to limit incidental disclosures. Email disclaimers are widely accepted as a standard safeguard. The Department of Health and Human Services recommends them for any email that may contain PHI.

Can a HIPAA disclaimer protect against a breach?+

A HIPAA disclaimer alone does not prevent a breach but demonstrates good faith compliance. In breach investigations, having a disclaimer shows the organization took reasonable precautions to notify recipients of PHI sensitivity. Disclaimers should be part of a broader HIPAA compliance program including encryption and staff training.

Related Disclaimer Examples

Email Disclaimer Examples→Confidentiality Email Disclaimer Examples→Legal Email Disclaimer Examples→Disclaimer Examples→