Patient Health Information (PHI) includes any details that can be used to identify a patient and relate to their health or care.
Understanding what qualifies as PHI is essential for keeping patient data secure and maintaining HIPAA compliance.
This guide explains how to recognize PHI in different healthcare settings and handle it safely.
PHI, or Protected Health Information, refers to any information that can identify a patient and relates to their health, treatment, or payment for care.
It matters because healthcare providers are legally required to protect this information under HIPAA.
Proper handling of PHI helps ensure patient privacy and prevents unauthorized access or disclosure.
Identifying PHI correctly ensures that healthcare workers follow HIPAA rules and avoid unintentional data breaches.
When PHI is protected, patients can trust that their personal information is secure. This trust is essential for maintaining strong patient relationships and upholding the organization’s reputation.
PHI includes any information that can be linked to an individual’s identity and health record. This may include names, addresses, test results, or even photos if they reveal who the patient is.
If data can identify a person and relate to their medical care, it is considered PHI.
The 18 identifiers are specific data points that can reveal a patient’s identity, such as name, date of birth, and medical record number.
They also include contact information, account numbers, and any unique identifying codes. When any of these are present with health data, the information becomes PHI.
To discover the 18 identifiers of PHI in detail, check out our ebook: Best Practices for Sharing Protected Health Information (PHI).
No, de-identified data is not considered PHI because all personal identifiers have been removed.
Once data cannot be linked back to a specific individual, it is no longer protected under HIPAA.
However, organizations must ensure the de-identification process is thorough and meets HIPAA standards.
PHI can appear in both digital and physical forms throughout a healthcare organization. It is commonly found in electronic health records, paper charts, emails, scheduling systems, and billing documents.
Any place where patient information is recorded, shared, or stored can contain PHI.
Yes, text messages, photos, and videos can contain PHI if they include information that identifies a patient or relates to their care.
This can happen when a message mentions a patient’s name or when a photo shows a patient or a part of their record.
These materials must be shared only through secure, HIPAA-compliant platforms.
Yes, verbal communication can contain PHI when it includes identifiable patient information. This may happen during phone calls, shift handovers, or conversations in public areas.
Staff should always speak about patient details in private settings to prevent unauthorized disclosure.
PHI is any information that can identify a patient and relates to their health or treatment.
Recognizing it means looking for names, dates, medical conditions, or other details that connect information to an individual. When in doubt, it is safest to treat the information as PHI.
Related article: Best Practices for Securely Sharing Patient Health Information
An email containing a patient’s name and test results is PHI.
A message that refers to a patient by room number and diagnosis is also PHI.
Even a photo of a hospital whiteboard with patient details visible qualifies as PHI because it can be used to identify individuals.
PHI can appear in shared files or screenshots if they include patient names, record numbers, or visible health details.
Before sharing, always check for any identifiers that could link the information to a person.
Use secure, approved channels for sharing any file that contains patient information.
Once PHI is identified, it should be stored, shared, and accessed only through secure, approved systems.
Access should be limited to authorized staff who need the information for patient care. All PHI must be protected, whether it is in paper form, electronic records, or verbal communication.
Best practices include using encrypted communication tools, strong passwords, and multi-factor authentication.
Staff should be trained to recognize PHI and follow clear procedures for handling it. Regular audits and access controls help ensure that PHI stays secure at all times.
If PHI is shared by mistake, the incident should be reported immediately to a supervisor or compliance officer.
The organization must investigate the breach, notify affected individuals if required, and take steps to prevent it from happening again.
Quick reporting helps limit the impact and maintain compliance.
Technology can help identify and protect PHI by using encryption, secure access controls, and automated monitoring.
HIPAA-compliant communication platforms can prevent unauthorized sharing and detect potential risks.
These tools make it easier for healthcare teams to keep patient information safe across all systems.
Secure communication is one of the most effective ways to protect PHI in any healthcare setting.
Using a HIPAA-compliant messaging platform ensures that patient information stays private, even when shared across teams and devices.
Explore Celo Plans to see how secure messaging can simplify compliance and keep your organization connected and protected.
About the Author:
Head of Marketing at Celo
Remy is a passionate and creative marketer at Celo Health, a leading company in the healthcare technology sector. As Head of Marketing, Remy plays a vital role in developing and implementing marketing strategies that highlight Celo Health's cutting-edge solutions and inform a diverse audience about the importance of secure technology in healthcare.