The Simple Email Fix That Protected Thousands of Client Records 

A Utah insurance agency was unknowingly exposing client health data in plain-text emails, creating major HIPAA risks. With one quick fix, they avoided potential fines and tightened their compliance posture without buying new tools or disrupting staff workflow.

This agency handles health insurance plans for hundreds of Utah clients, which means they work with sensitive personal and medical data every day.

But they had no idea their team was sending protected health information (PHI) over email without encryption. It wasn’t intentional, but it was a gap hiding in plain sight. Had a breach occurred, they could’ve faced HIPAA violations, stiff penalties, or worse.

​​​​​​​They called Equinox for help before that happened.

The firm was already using a spam filtering service through Equinox, but they hadn’t turned on the encryption feature.

During our review, we also found:
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• PHI was being sent in plain text without protection
• No filters or rules were in place to catch sensitive content
• Employees weren’t aware of the risks or how to avoid them

They didn’t need new software. They just needed smarter configuration and better training.

We moved fast, knowing how critical email security is for compliance.

After reviewing their setup, we activated the encryption tools already available in their system and customized them to fit their workflow. The goal: secure sensitive data without slowing down the team.

Here’s what we implemented:

• Keyword-based encryption (type “encrypt” to trigger secure delivery)
• Automatic encryption if PHI or PII is detected in outgoing messages
• Exceptions for business phone numbers and common non-sensitive content
• Staff training on when and how to use encryption
• Real-world testing to fine-tune filters and reduce false positives

Now, encryption just works…automatically or on demand.​​​​​​​

Their team was now confidently using secure email. There was no major learning curve, no lost time, and no more unprotected data leaving the building.
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• Major HIPAA risk resolved without adding new software
• PHI now encrypted automatically or on command
• Staff trained and confident using the new process

“They were already paying for the tools. They just needed to utilize the needed features. Now, they’ve closed a major security gap without adding any extra software.”

— Equinox IT Services

This agency didn’t wait for a mistake to cost them their reputation. With help from Equinox, they turned a blind spot into a win, making compliance simple, automatic, and future-ready.​​​​​​​