"Will you sign a BAA? Do you have a standard healthcare BAA?"
SOC 2 Type II certification
Demonstrates security controls
"Do you have a current SOC 2 Type II report?"
HITRUST certification (preferred)
Healthcare-specific security framework
"Are you HITRUST certified or working toward certification?"
Data residency (US)
Some healthcare regulations require US-only processing
"Where is data processed? Is US-only processing available?"
Data retention policy
Minimise stored data
"How long do you retain email addresses after verification? Can you delete immediately?"
No data sharing
Email addresses must not be shared, sold, or used for other purposes
"Do you share, sell, or use verified email addresses for any other purpose?"
Encryption in transit and at rest
HIPAA technical safeguards
"Is data encrypted in transit (TLS 1.2+) and at rest (AES-256)?"
Audit trail
HIPAA requires audit logging
"Do you provide audit logs of verification requests?"
API response time
Patient registration flow cannot have long delays
"What is your average single-verification response time?"
Metrics
Metric
Target
Why it matters
Patient portal email accuracy
95%+ verified
Ensures portal notifications reach patients
Appointment reminder delivery rate
98%+
Reduces no-shows; improves revenue and care
Email bounce rate (patient communications)
Under 2%
Maintains sender reputation; ensures delivery
PHI misdirection incidents
0
HIPAA compliance; avoid breach notifications
Email verification coverage
100% of new registrations
No unverified emails entering the system
Re-verification rate (annual)
100% of active patients
Catches changed email addresses
False positive rate (verification)
Under 1%
Does not block legitimate patient emails
Preparing Healthcare Email Databases for Verification
When consolidating patient or provider email data from EHR exports (CSV), practice management system exports, patient registration forms (PDF), health plan member databases, provider directory databases, referral network lists and legacy system migrations, upload the files to Email Extractor to extract and deduplicate email addresses across all systems before sending them to a verification service. Healthcare organisations, especially health systems with multiple locations and legacy acquisitions, accumulate patient and provider records across many systems, and deduplication ensures each individual has one verified email address rather than conflicting records across platforms.
Note: Email Extractor processes files client-side in your browser. No data is uploaded to a server. This makes it suitable for extracting email addresses from healthcare data exports where privacy is a concern. However, the extracted email addresses may still need verification through a HIPAA-compliant verification service.
