Practices and firms that stopped worrying about email.
Every story here is published with the customer’s written approval and reviewed for anything that could identify a patient or client. Placeholders show the structure until approvals are in.
Overview
“Our office manager set it up during lunch.”
Before: Google Workspace with a BAA, treatment plans emailed as PDFs, no way to know if they were encrypted. After: enforced TLS, locked delivery for plans and estimates, a quarterly report for the compliance binder. Result: 98.8% TLS delivery, 212 locked deliveries in the first quarter, zero staff retraining.
Placeholder — full case study with customer approval.
“I send intake summaries from my phone and can show the audit trail.”
Before: personal Gmail accounts, superbills sent unencrypted. After: Hosted mailboxes on the practice domain, phones under device policy, 42 CFR Part 2 notice applied automatically. Result: migration in one afternoon; a client records request answered in nine minutes from the archive.
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“The PTIN renewal asks if we have a WISP. Now the email section is actually true.”
Before: client portal plus W-2s arriving by email anyway. After: tax-document detection, encrypted replies, seven-year archive, WISP email section completed. Result: 1,140 tax documents encrypted automatically in one season; zero client complaints about the code step.
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“The banner caught a nine-day-old lookalike domain on a Friday closing.”
Before: staff trained to “call to verify”, sometimes under pressure. After: impersonation detection inbound, locked wire instructions outbound, six-year archive for the underwriter. Result: one attempted wire fraud flagged and stopped in the first month.
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“The exam request list took an afternoon, not a month.”
Before: enterprise archiving priced for broker-dealers. After: 100% journaling, keyword review for the CCO, custodian/date-range exports with hashes. Result: 24 months of correspondence exported with a chain-of-custody statement in one afternoon.
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“One console for every regulated client.”
Before: three vendors, three consoles, inconsistent BAAs. After: PXCMail across clinics, two CPA firms and a law office; 15-minute deployments; margin on every seat. Result: 31 tenants live in six weeks.
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