HIPAA-Ready File Sharing for Healthcare Workflows
Facilitate HIPAA-aligned file exchanges using encryption, auditability, and access controls. MX protects patient data and supports traceable healthcare communications.
Built for clinics, hospitals, and private practices.
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🔐 Security & Compliance
✅ HIPAA-Aligned File Encryption – MX uses ASR methodology to protect PHI during storage and transfer. ℹ️ What does this mean?ASR breaks PHI into anonymized, encrypted fragments, restoring files only for named healthcare users – securing ePHI under HIPAA safeguards.
✅ Access Logging for PHI – Record who accessed what, when, and how.
✅ Built for Covered Entities & Business Associates – Supports HIPAA technical and administrative safeguards.
❌ Dropbox is not HIPAA-compliant by default.
❌ WeTransfer lacks audit controls for PHI.
📁 File & Access Management
✅ PHI-Safe File Access – Restrict access to protected health information using named user verification and encryption.
✅ Audit-Controlled File Sharing – Track each file interaction to meet HIPAA technical safeguard standards.
🟡 No Collaborative Tools – MX focuses on file protection and traceability, not shared editing or co-authoring.
❌ No Public File Access – Files containing PHI can never be shared via open links.
🤝 Collaboration & Business Use
✅ HIPAA-Ready Collaboration – Share PHI securely with healthcare partners using encrypted workflows and messaging.
✅ Discuss Clinical Files Securely – Leave private comments and guidance directly within each secure session.
✅ White Labeled Healthcare Portals – Reflect your practice’s brand across all patient or BAA interactions.
🟡 No In-System File Editing – All medical record updates must happen outside MX.
📊 File Transfer & Storage
✅ Unlimited PHI File Transfers – Share medical records or insurance files without file size caps, all encrypted end-to-end.
✅ HIPAA-Compliant Upload Interfaces – Let patients or providers submit files into a branded, secure upload zone.
❌ Not a Long-Term ePHI Repository – MX supports safe handoff, not patient data warehousing.
How MX Helps Business achieve Compliance
Feature | Description |
| 🩺 HIPAA-Grade Encryption | Protects patient data using ASR + AES-256 encryption for secure file sharing and storage |
| 🔐 Named User File Access | Restricts access to specific healthcare users, eliminating risk of unauthorized exposure |
| 📜 Full Audit Trails | Tracks every action taken on PHI, including uploads, downloads, and views |
| 📥 Secure Patient Uploads | Patients or providers can submit documents via encrypted branded upload portals |
| 🔑 MFA for PHI Access | Multi-factor authentication is enforced for all file access involving sensitive health data |
| 🚫 No Public File Links | Disables public URLs to maintain privacy and prevent compliance violations |
Built with HIPAA compliance in mind for healthcare professionals.
Ensure secure PHI sharing using encryption, detailed access records, and safeguards that align with U.S. healthcare regulations.
Files Exchanged Weekly
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FAQs
Your Top Questions Answered
01. Does MX support HIPAA-compliant file sharing and storage?
Yes – My MX Data is built to support HIPAA-aligned file sharing and storage for healthcare providers, insurers, and organizations handling Protected Health Information (PHI). Our platform applies encryption, identity verification, and full activity tracking to help you meet HIPAA’s technical safeguard requirements for data confidentiality and integrity.
At the core of our security architecture is MX’s ASR (Anonymize, Shard, Restore) model. This process breaks down each file into anonymized fragments, encrypts them individually, and distributes them across secure zones. Files are only reassembled for named, authorized users – ensuring strict access control throughout the storage and transfer lifecycle.
Key features that align with HIPAA requirements:
- ASR + AES-256 Encryption: Protects files during upload, transit, and storage with quantum-resilient safeguards.
- Named User Access Only: Prevents unauthorized sharing by requiring identity-verified recipients for every exchange.
- Immutable Audit Logs: Tracks all access activity with detailed time-stamped records for HIPAA compliance audits.
- Multi-Factor Authentication (MFA): Enforces identity validation before any file is accessed or downloaded.
- Zero Public Links: Files are never accessible via shared drives or open URLs – reducing risk exposure.
With daily healthcare data breaches on the rise – averaging nearly two incidents per day in the U.S. according to Dialog Health – HIPAA-aligned platforms like MX are essential for reducing liability and protecting patient trust.
Explore further insights in AI and Machine Learning’s Role in Improving Data Security or dive deeper into encryption strategy in Quantum-Proof Encryption: Shielding IP from Cyber Attacks.
02. How does MX ensure HIPAA safeguards are applied to file transfers?
My MX Data is built to support HIPAA-covered entities and their business associates by enforcing the technical safeguards outlined in the HIPAA Security Rule. From encryption to access control, MX delivers a secure, auditable environment for exchanging Protected Health Information (PHI) without relying on email, USBs, or untrusted third-party platforms.
Every file shared via MX is protected with our ASR (Anonymize, Shard, Restore) encryption methodology – designed to exceed traditional AES-256 standards. Access is strictly controlled by named-user permissions, with all file activity logged in immutable audit trails.
HIPAA-aligned features include:
- End-to-End Encryption: Data is encrypted in transit and at rest with quantum-ready safeguards.
- Named Access Control: PHI is never shared via open links; only designated users can access files.
- Audit Logging: View, download, and access events are tracked with timestamps for compliance reporting.
- Secure Upload Portals: Patients or providers can submit sensitive documents without account creation.
- File Expiry & Retention Settings: Set custom retention rules to meet HIPAA’s minimum necessary and lifecycle management expectations.
MX’s infrastructure and operational controls are designed to support your organization’s HIPAA compliance strategy, whether you’re a covered entity, healthcare consultant, or IT service provider.
Explore related guidance in our article How AI and ML Improve Data Security or compare file-sharing risks in healthcare via Robust Security Features.
03. Can MX help log and monitor PHI access and file activity?
Absolutely. My MX Data offers full support for HIPAA-aligned activity logging and monitoring to ensure compliance when handling Protected Health Information (PHI). Every action involving a file – upload, download, access, or share – is timestamped and linked to a verified user in real time.
For covered entities and their business associates, this provides essential visibility and accountability:
- Comprehensive audit trails: Track exactly who accessed what file, when, and from where – supporting HIPAA’s logging requirements.
- User-level segmentation: Limit PHI access to authorized personnel based on roles, departments, or need-to-know basis.
- Automated monitoring: File activity alerts and session logging help detect unusual access patterns or unauthorized attempts.
- Secure infrastructure: Files are encrypted in transit and at rest, then stored using compliance-ready hosting.
MX also supports signed Business Associate Agreements (BAAs) and configurable retention policies – making it an ideal solution for HIPAA-bound organizations looking for secure, auditable file sharing.
For more on how we safeguard medical files, explore our blog on AI and Machine Learning’s Contribution to Improving Data Security.
04. Is there a way to restrict file downloads when sharing PHI?
Yes – MX gives healthcare providers and their partners full control over how Protected Health Information (PHI) is shared and accessed, including the ability to block file downloads when required for HIPAA compliance.
View-Only Permissions – You can configure shared files to be accessed in a secure preview window without allowing downloads. This ensures that PHI stays within your MX environment and never lands on unsecured devices.
Time-Limited Access – Define expiration windows after which file access is automatically revoked. This helps prevent lingering exposure and aligns with HIPAA’s minimum necessary access requirements.
Identity-Based Controls – Restrict access to verified users only. Every recipient must authenticate, and their actions (viewing, attempting to download, or forwarding) are logged with timestamps and IP data.
Compliance-Focused Architecture – Files are anonymized, encrypted, and sharded across secure infrastructure. Even when downloaded (if permitted), files remain traceable and compliant under MX’s secure client file sharing standards.
MX is purpose-built for secure, compliant data handling – including PHI – making it ideal for health organizations, clinics, and HIPAA-covered entities looking to reduce data risk during file exchanges.
With advanced permission settings and built-in compliance safeguards, MX lets you share health data without compromise – giving you full control over access and accountability every step of the way.
05. How does MX assist with HIPAA recordkeeping for file access?
My MX Data is built with healthcare-grade compliance in mind, offering robust recordkeeping features that help your organization meet HIPAA’s file access tracking and audit trail requirements. Every interaction with Protected Health Information (PHI) is automatically logged, timestamped, and assigned to a verified user – ensuring transparency and accountability throughout the data lifecycle.
These logs serve as a critical foundation for maintaining HIPAA compliance, making it easier to demonstrate adherence during OCR investigations or internal audits.
- User-Level Access Logs: Track exactly who accessed PHI and when, down to the second.
- Audit-Ready Reporting: Export activity reports for compliance reviews or policy enforcement.
- Access Controls: Restrict downloads or access based on roles, device, or location.
- Retention Policy Management: Define how long PHI records are stored and when they’re purged.
With healthcare facing over 1.94 large-scale data breaches per day on average in 2022, robust access tracking is more critical than ever. MX equips your team with the tools needed to protect patients, meet federal standards, and reduce audit risk.
Whether you’re a clinic, insurer, or business associate, MX simplifies HIPAA recordkeeping by logging every access to PHI – helping you stay compliant, secure, and audit-ready at all times.
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HIPAA-Compliant TransfersEnsure all patient files are encrypted and access-controlled according to HIPAA safeguards.
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PHI Access MonitoringTrack every access, download, or interaction with protected health information (PHI).
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Named User PermissionsRestrict access to healthcare records by assigning named user roles with unique login credentials.
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Expiry & Deletion ControlsAutomatically expire access or delete files after review to support HIPAA’s minimum necessary principle.
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Secure Provider CollaborationAllow healthcare teams to coordinate file reviews securely with audit logs and encrypted messaging.
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No Public LinksFiles are never sent via public URLs — only approved recipients with identity verification can view them.
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Fast Medical File DeliveryShare patient records, imaging, or reports instantly with full compliance and no slowdowns.
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Healthcare BrandingDeliver HIPAA-compliant file exchanges through a portal styled to match your healthcare brand.
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