Infomaniak and HIN: Securing Medical Emails in Switzerland

In Switzerland, healthcare professionals have a legal obligation to protect their patients\' data. The HIN (Health Info Net) system has become the standard for secure electronic communications in the medical field. And the good news is that Infomaniak is compatible with HIN, allowing doctors, dentists, and other healthcare professionals to use their own domain while meeting legal requirements.

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The Legal Framework: Why Secure Your Medical Emails?

In Switzerland, protecting healthcare data is not optional but a legal obligation governed by several regulations:

Article 321 of the Swiss Criminal Code

Medical professional secrecy is protected by criminal law. Article 321 CC stipulates that healthcare professionals (doctors, dentists, pharmacists, midwives, psychologists, etc.) are punishable if they disclose confidential information entrusted to them by their patients.

In practical terms, sending an unencrypted email containing medical information potentially constitutes a violation of this secrecy, because:

• Emails pass through multiple intermediate servers
• They can be intercepted, read, or copied without your knowledge
• They remain stored on third-party servers (sometimes abroad)

The New Federal Act on Data Protection (nFADP)

Effective since September 1, 2023, the nFADP strengthens requirements for the protection of personal data. Health data is classified as sensitive data requiring enhanced protection measures.

Healthcare professionals must notably:

• Ensure data confidentiality through appropriate technical measures
• Restrict access to authorized persons only
• Ensure traceability of exchanges
• Be able to demonstrate compliance in case of an audit

What Is HIN (Health Info Net)?

HIN is the leading trust infrastructure for the Swiss healthcare system. Founded in 1996, this organization provides the tools needed for secure electronic communications between healthcare professionals.

The HIN Trust Space

HIN creates a closed and secure network connecting over 90,000 healthcare professionals in Switzerland. When two HIN members communicate, their exchanges are automatically end-to-end encrypted, without any action on their part.

• Automatic encryption – Emails between HIN members are encrypted without any user action
• Strong authentication – Each member\'s identity is verified and certified
• Legal compliance – Compliance with medical secrecy and the nFADP
• EPR access – Recognized electronic identity for the Electronic Patient Record

Services Included with HIN Membership

HIN membership gives access to a complete ecosystem of secure services:

How Does HIN Mail Work?

How HIN Mail works depends on the recipient of your email:

Communication Between HIN Members

This is the simplest case. When you send an email to another HIN member healthcare professional:

1. You write your email normally from your usual email client
2. The HIN system automatically detects that the recipient is a member
3. The email (subject, body, and attachments) is encrypted
4. The recipient receives and decrypts it automatically

No special action is required. The encryption is completely transparent.

Communication with Non-Members (Patients, Partners)

To send sensitive information to someone who is not a HIN member (a patient, for example), you must use the explicit encryption feature:

1. Write your email normally
2. Add (confidential) in the subject line
3. Send the email
4. The recipient receives a notification with a secure link
5. They authenticate via a code received by SMS
6. They can read and reply securely

The advantage of this system: the patient does not need to be a HIN subscriber. Registration to read the message is free and takes only a few minutes.

Infomaniak + HIN: The Best of Both Worlds

Why use Infomaniak with HIN rather than a simple @hin.ch address?

Keep Your Professional Identity

With an @hin.ch address, you are identified as "jean.dupont@hin.ch". Practical for security, but your practice loses its identity:

• No link to your professional domain name
• Less professional image with patients
• Difficult for contacts to remember

With HIN-compatible Infomaniak, you keep your personalized address:

• contact@cabinet-dupont.ch – Professional and memorable
• dr.martin@clinique-leman.ch – Consistent with your brand image

Benefit from Infomaniak Infrastructure

In addition to HIN compatibility, you enjoy all the advantages of Infomaniak email hosting:

• Hosted in Switzerland – Data stored in Swiss data centers
• 100% renewable energy – Certified ecological commitment
• Local support – Responsive local assistance
• Modern webmail – Intuitive interface accessible anywhere
• Calendar and contacts – CalDAV/CardDAV synchronization included
• Anti-spam and antivirus – Built-in protection

A Single Management Point

Rather than juggling between multiple interfaces (HIN for encryption, another provider for hosting), you centralize management in the Infomaniak Manager. Simple and efficient.

HIN Membership Pricing

HIN membership is independent of your email hosting. Here are the current rates:

Who Can Benefit from HIN?

HIN is intended for recognized healthcare professionals in Switzerland:

• Doctors – All specialties, general practitioners and specialists
• Dentists – Dental practices and maxillofacial surgery
• Pharmacists – Retail and hospital pharmacies
• Chiropractors
• Midwives
• Physiotherapists
• Psychologists and psychotherapists
• Independent nurses
• Medical assistants – With a "team" identity
• Healthcare institutions – Hospitals, clinics, nursing homes, laboratories

Setup: Detailed Steps

Step 1: Have Infomaniak Email Hosting

If you don\'t yet have Infomaniak email hosting:

1. Go to the Infomaniak Manager
2. Order a Mail Service for your domain
3. Create the required mailboxes
4. Verify that sending and receiving works

If you already have email hosting elsewhere, you\'ll need to migrate to Infomaniak first.

Step 2: Subscribe to HIN Membership

1. Go to hin.ch → Membership
2. Choose your membership type (personal individual recommended)
3. Fill in the form with your professional information
4. Provide the required documents (diploma, RCC/GLN number, etc.)
5. Process payment for the admission fee and first year
6. Wait for your application to be validated (a few days)

Step 3: Request HIN Activation from Infomaniak

Once your HIN membership is validated:

1. Log in to your Infomaniak Manager
2. Contact Infomaniak support in writing (ticket or email)
3. Specify exactly:
   • Your HIN member number
   • The exact email address to make HIN-compatible (e.g., contact@my-practice.ch)
   • The domain concerned with its extension (.ch, .com, etc.)
4. Infomaniak coordinates with HIN for technical activation

Step 4: Configure Your Devices

Once activation is confirmed, you can configure your email software with standard Infomaniak settings:

HIN encryption is applied automatically at the server level. You don\'t need to configure anything special on your devices.

Daily Best Practices

When to Use the (confidential) Keyword?

Use (confidential) in the subject line only for emails to non-HIN members containing sensitive data:

• Test results sent to a patient
• Prescriptions sent by email
• Medical reports to an insurer or employer
• Any document containing personal health information

For administrative emails without sensitive data (appointment confirmations, practical information), encryption is not necessary.

Check Your Contacts\' HIN Status

Before sending sensitive data, check whether your recipient is a HIN member:

• If yes → Send normally, encryption is automatic
• If no → Use (confidential) or opt for another secure channel

You can check whether an address is a HIN member on the hin.ch website or via the HIN directory.

Train Your Team

The weakest link in security is often the human factor. Make sure all staff in your practice:

• Understand the importance of encryption
• Know how to use the (confidential) keyword
• Never forward sensitive emails to unsecured addresses
• Immediately report any security incident

Frequently Asked Questions

Can I use multiple email addresses with HIN?

Yes, you can have multiple Infomaniak email addresses activated with HIN. Each address must be declared to Infomaniak and linked to your HIN membership. Additional fees may apply depending on your membership type.

What happens if I forget (confidential) in the subject line?

If you send a sensitive email to a non-HIN member without the keyword, the email will be sent in plain text, without encryption. This is why it\'s crucial to systematize this practice for all emails containing patient data sent externally.

Does the patient have to pay to read my email?

No. Patient registration to access a secure email is completely free. They receive a link, authenticate by SMS, and can read and reply at no cost.

Does HIN work on mobile?

Yes. You can configure your HIN-compatible Infomaniak email on your smartphone (iOS or Android) with standard IMAP settings. HIN also offers the "HIN Mail Setup" app to simplify configuration.

What\'s the difference from an @hin.ch address?

An @hin.ch address is provided directly by HIN. With HIN-compatible Infomaniak, you use your own domain (@my-practice.ch) while benefiting from the same level of security. The difference is purely about identity: your own brand rather than a generic address.

Upcoming Changes

End of HIN Mail Global (December 31, 2025)

HIN has announced the discontinuation of "HIN Mail Global" at the end of 2025. This service will be replaced by a new solution for secure sending to non-members. HIN-compatible Infomaniak users will be automatically migrated to the new solution.

Electronic Patient Record (EPR)

The HIN identity (eID) is recognized for accessing the EPR. As the EPR becomes more widespread in Switzerland, having a HIN identity will become increasingly essential for healthcare professionals.

Conclusion

For healthcare professionals in Switzerland, the Infomaniak + HIN combination offers the best balance between legal compliance, professional identity, and ease of use:

• Guaranteed compliance – Respect for medical secrecy and the nFADP
• Professional image – Your own domain rather than a generic address
• Swiss hosting – Data stored in Switzerland by a local provider
• Simplicity – One provider, one management interface

If you are a doctor, dentist, pharmacist, or other healthcare professional exchanging patient data by email, adopting HIN is no longer optional but a necessity. And with Infomaniak, you can do it without sacrificing your professional identity.

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