HIPAA Compliant File Sharing for Healthcare Data

Comply with HIPAA regulations using secure file sharing for healthcare data. My MX Data enforces encryption, access logs, and data segregation.

Safely share patient records or medical documentation while maintaining HIPAA compliance at every stage.

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Aston Martin
Jaguar Land Rover
Lotus
Polestar
British Institute of Lasers
M0VE
WIWY

How MX Stacks Up Against the Competition

HIPAA compliance demands strict safeguards. My MX Data offers encrypted delivery, role-based access, and breach prevention measures tailored for healthcare data.

It’s best in Security & Compliance, File Control, Collaboration, and Healthcare Data Protection.

✅HIPAA-Ready Secure Sharing - MX uses its ASR methodology to keep electronic Protected Health Information (ePHI) safe and private. ℹ️ What does this mean?ASR (Anonymize, Shard, Restore) anonymizes health data, shards it into encrypted fragments, stores them across separate secure environments, and restores them only for verified users, exceeding AES-256 safeguards.

✅BAA Support - MX can sign Business Associate Agreements, confirming HIPAA responsibilities.

✅Audit-Friendly Logging - Keeps detailed records of file access to assist with HIPAA audit trails.

❌WeTransfer cannot meet HIPAA encryption standards without external encryption layers.

❌Google Drive and Dropbox often fail to satisfy HIPAA unless configured with advanced admin controls.

HIPAA Secure Sharing

✅Named User-Only Permissions – Patient records are accessible only to verified accounts, ensuring HIPAA data protection rules are upheld.

✅Controlled Data Location – Choose a hosting location that meets HIPAA-compliant storage standards.

🟡Essential File Management – Upload, retrieve, and review access logs with minimal complexity, focusing purely on compliance-friendly handling.

❌No Real-Time File Sync – Prioritizes deliberate transfers with audit trails, not constant syncing between systems.

HIPAA File Control

✅HIPAA-Safe Transfers – Move patient health information through encrypted channels, meeting strict HIPAA security rules.

✅Integrated Messaging – Communicate with colleagues or partners in the same secure environment as the files, ensuring context is preserved.

✅Healthcare Branding – Build trust with patients and partners by using a familiar, professional interface branded to your facility.

🟡No Direct File Edits – Any updates to health records must be completed in your clinical system before secure transfer.

Healthcare Collaboration

✅Send Any Size Medical File – From high-resolution imaging to complete patient histories, transfer without restrictions. Google Drive limits to 750GB/day, and WeTransfer free stops at 2GB.

✅Encrypted HIPAA-Compliant Portals – Patients and healthcare partners can upload securely through custom-branded intake points built for privacy.

❌Not for Permanent Medical Record Storage – MX handles safe, compliant transfer but doesn’t store files long-term like Dropbox or OneDrive.

HIPAA File Transfer

How MX Supports HIPAA Compliance

HIPAA demands proof, not promises. MX encrypts every medical file, binds access to named people and logs activity in sharp detail. Clear evidence, steady control, confident care teams.

HIPAA
HIPAA is front and center. MX encrypts every medical file, logs activity in detail and gives healthcare teams confidence that compliance is baked into every exchange.
CCPA
CCPA may sit outside healthcare, but many providers still handle Californian patient data. MX applies permissions and tracks movements to cover that base.
SOX
SOX overlaps when hospitals operate under public entities. MX secures financial records and logs transfers so audits can run smoother.
GLBA
GLBA pops up for insurers dealing with medical finance. MX provides encryption and oversight that cover both HIPAA and GLBA needs.
FISMA
FISMA applies to federal healthcare programs. MX encrypts files, sets permissions and captures every event to satisfy that level of scrutiny.
FERPA
FERPA connects when universities run medical schools. MX encrypts student health records and restricts access at the individual level.
ITAR
ITAR may sound odd here, but medical tech firms tied to defense see it. MX enforces encryption and geo controls to keep their innovations secure.
CJIS
Law enforcement agencies handling medical evidence need CJIS alignment. MX logs each exchange and ensures HIPAA conditions are respected.
IRS 1075
IRS 1075 applies when healthcare organizations handle tax linked patient info. MX secures and logs those files for audit.
NIST 800-171
NIST 800-171 applies to healthcare contractors tied to federal programs. MX encrypts and logs exchanges so compliance feels natural.
Feature Description
🔒
HIPAA Safeguards Bundle
Encryption in transit, strict access control and auditable activity logs. A solid foundation for Security Rule expectations around confidentiality, integrity and availability.
👤
Recipient-Bound ePHI Access
Only named clinicians, billing teams or partners can open a package. Every view is tied to identity, IP and timestamp which keeps ownership unmistakable.
🩺
Minimum-Necessary Presets
Scope access by role and purpose so staff see precisely what they need. Cut accidental exposure while keeping care delivery quick and clean.
🧾
Audit Controls & Access Reports
Search a complete history of sends, opens and downloads. Export tidy evidence packs that map cleanly to internal reviews and external assessments.
📥
Patient & Partner Intake Portals
Collect records through a branded portal where encryption starts on entry. Consent capture and submitter identity travel with the file for clarity later.
🧬
Integrity Checks & Tamper Evidence
Content hashes and event outcomes make unwanted changes visible. Helpful for clinical trials, imaging studies and investigatory work.
🖼️
Imaging-Ready Large File Delivery
Move DICOM sets and hefty scans without imposed size caps. Throughput stays steady while encryption and tracking remain intact end to end.
⏲️
Retention Windows & Instant Revocation
Set time boxed access, revoke in one click and prevent stale links. Keeps circulation tight around sensitive PHI during and after care episodes.
🌍
Data Residency & Geo Rules
Constrain access to approved regions using location aware checks. Useful for cross border research programs and vendor contracts with locality clauses.
🔑
SSO & Multi-Factor for Clinical Access
Connect your identity provider then require a second factor for higher risk actions. Cuts account takeovers across clinicians, admins and vendors.
🚫
No Public Sharing Links
Disable open URLs that drift beyond your perimeter. All access flows through authenticated sessions and named recipients which keeps exposure low for PHI.

FAQs

1
Security, Privacy & Regulatory Alignment
How does MX help healthcare providers meet HIPAA standards?

Built for Compliance: MX enforces encryption, named-user access, and expiry controls on every transfer. These features align with HIPAA’s requirements for confidentiality, integrity, and auditability of patient data.

Audit Trails Included: Every file movement is logged, which helps providers demonstrate compliance during internal or external reviews.

See more on how MX supports regulatory alignment in our Features section.

What safeguards protect patient data in transit?

End-to-End Encryption: Files are encrypted from sender to recipient using AES-256 combined with MX’s ASR methodology (Anonymize, Shard, Restore). This ensures no single system ever holds the complete file.

Controlled Access: Files can only be opened by named, verified users, preventing exposure through misdirected emails or public links.

Explore technical details in our guide on quantum-proof encryption.

Can MX reduce risks tied to data retention under HIPAA?

Yes, Through Data Minimization: MX automatically removes files once delivery is complete, avoiding unnecessary long-term storage of sensitive patient records.

Why This Matters: Keeping files indefinitely increases liability. By enforcing short-lived storage, MX helps organizations align with HIPAA’s principle of limiting exposure.

Learn more about safe handling in our blog: Robust Security Features.

Does MX replace existing EHR or patient portal systems?

No, It Complements Them: MX is not an electronic health record platform. It’s a secure file exchange system that runs alongside EHRs and portals to cover use cases like sharing imaging, lab results, or large reports with external parties.

Added Benefit: This reduces the temptation to use unsecure methods like personal email when EHR systems don’t support large files or external recipients.

For examples, review our Case Studies.

2
Efficiency, Support & Patient Trust
How does MX make secure file exchange easier for healthcare staff?

Streamlined Transfers: Staff can send imaging files, lab results, or discharge notes in just a few clicks, without worrying about file size restrictions or email errors.

Time Savings: With no need for passwords or external plug-ins, the process is straightforward, freeing clinicians to focus on patient care rather than troubleshooting IT issues.

For more examples, explore our article on Accelerating File Transfers.

What support does MX provide for healthcare organizations?

Dedicated Assistance: MX offers responsive support teams who understand healthcare compliance and can provide quick answers during audits, reporting cycles, or integration projects.

Resources On Demand: Training materials and knowledge libraries are available to help new staff learn quickly, which is especially useful for hospitals or clinics with high turnover.

Visit our FAQ hub for practical guidance.

How does MX strengthen patient trust in healthcare services?

Professional Presentation: Patients receive documents through a secure, branded portal instead of unsecured attachments, which reassures them that their data is being treated with care.

Transparency: Every file movement is tracked, giving providers a clear record to reference if questions about access or timing arise.

See how trust is reinforced in real-world settings in our Case Studies.

Stay Updated With the Latest in the Industry​

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  • Secure Upload Portal
    Clients and partners upload documents through a secure interface where each file is encrypted and logged immediately.
  • Branded Client Uploads
    Your partners can submit sensitive files into a secure, custom-branded portal that protects every submission with encryption.
  • Instant File Routing
    Uploaded files can be automatically tagged, stored, or assigned to folders and users depending on portal location and upload type.
  • Submitter Validation
    Only authenticated clients or partners can use the upload portal, protecting your inbound documents from anonymous or unauthorised uploaders.
  • Upload Any File
    Your portal users can upload large files like PDFs or zipped documents without issues, regardless of their device or file size.
  • Fast Client Uploads
    Clients can upload sensitive documents in seconds through encrypted portals, reducing onboarding or transaction delays.
  • Submitter Notes
    Clients can add context when uploading files so your team receives both documents and any relevant instructions securely together.
  • Branded Upload Page
    Make your secure upload page reflect your business by applying logos, domain names, and visual styles clients recognise.
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