Is Zoom HIPAA Compliant? Your Guide to Healthcare Tech Stack Compliance

Healthcare providers constantly ask whether they can use popular business tools for patient care. With telehealth adoption surging and digital-first practices becoming the norm, understanding which everyday technology meets HIPAA compliance standards has become essential for any healthcare organization.

This comprehensive guide answers the most common HIPAA compliance questions about the technology tools healthcare organizations use daily, from video conferencing platforms to email services, cloud storage, and payment processors. Whether you're launching a telehealth program or simply trying to modernize your practice's technology stack, this resource will help you navigate the complex landscape of HIPAA-compliant software.

Understanding HIPAA Compliance for Technology Tools

Before diving into specific tools, it's important to understand what makes software HIPAA compliant. The fundamental requirement is a Business Associate Agreement, or BAA, which is a legal contract where the vendor accepts liability for protecting any protected health information processed through their platform. Without a signed BAA, no amount of security features or encryption will make a tool HIPAA compliant.

Beyond the BAA, HIPAA-compliant tools must implement technical safeguards including encryption both at rest and in transit, robust access controls, and comprehensive audit logging capabilities. Administrative safeguards like user training, access management policies, and breach notification procedures are equally important. The vendor must also maintain physical safeguards such as secure data centers with controlled facility access.

A recent analysis of data breaches by Security Scorecard for its Global Third-Party Cybersecurity Breaches Report found healthcare was the worst affected industry with the highest volume of third-party breaches.The vendors that experienced the most breaches were those that provided technical services, such as software, IT products, and related services. [source]

Most consumer-grade tools are not HIPAA compliant by default. Healthcare organizations typically need enterprise or healthcare-specific plans that include BAA availability. Even after subscribing to the right plan and signing a BAA, you must properly configure the software with encryption enabled, audit logs activated, and access controls implemented. Staff training on compliant usage is the final critical component that many organizations overlook.

According to HIPAA Journal’s analysis of OCR breach data, email and cloud storage misconfigurations consistently account for more than 70% of all compromised patient records, usually because organizations rely on consumer versions of Gmail, file sharing, or messaging tools that aren’t covered by a BAA. It’s rarely the tool itself that causes the violation, it’s using the wrong edition or skipping the compliance configuration.

If you're unsure whether Zoom or another platform best fits your specific healthcare use case, our team can assess your needs and recommend the most compliant, cost-effective solution.

Is Zoom HIPAA Compliant?

Yes, Zoom can be HIPAA compliant for telemedicine and therapy sessions when properly configured with a Business Associate Agreement. The platform has become one of the most widely used telehealth solutions since the pandemic, offering healthcare organizations a familiar interface that reduces technical support burden for both providers and patients.

What plan or version is required?

To achieve HIPAA compliance with Zoom, you must subscribe to the Zoom One Pro, Business, or Enterprise plan at a minimum cost of $149.90 per year per license. The free version of Zoom is not HIPAA compliant under any circumstances and should never be used for patient consultations or any discussions involving protected health information. Once you have the appropriate subscription, you need to request and sign a BAA from Zoom, which the company provides to qualified healthcare customers.

Key implementation considerations

You must enable specific security settings including waiting rooms for all meetings, password protection, and end-to-end encryption where available. Proper staff training on HIPAA-compliant usage is essential, including guidance on waiting room management, screen sharing limitations, and recording restrictions. Meeting recordings must be stored securely and access should be restricted to authorized personnel only. Consider implementing policies about when recordings are appropriate and how long they should be retained in accordance with medical records requirements.

Is Microsoft Teams HIPAA Compliant?

Yes, Microsoft Teams can be fully HIPAA compliant when configured properly and used with Microsoft's Business Associate Agreement. The platform has emerged as a strong contender in the healthcare video conferencing space, offering deep integration with other Microsoft tools that many practices already use.

What plan or version is required?

Healthcare organizations using Microsoft Teams need to subscribe to Microsoft 365 Business Basic or higher, with plans starting at just six dollars per user per month. Microsoft's BAA is included with Microsoft 365 healthcare licensing, making the compliance setup more straightforward than some competitors. The BAA covers not just Teams but also other Microsoft 365 services including Outlook, OneDrive, and SharePoint.

Key implementation considerations

Appropriate security settings must be configured at the organizational level, including enabling audit logging, configuring retention policies for chat and meeting recordings, and implementing conditional access policies that restrict where and how clinicians can access patient information.

Healthcare organizations can configure data loss prevention policies and retention settings that help maintain compliance across all communications. Many health systems use Teams not just for telehealth visits but also for internal clinical collaboration, care coordination meetings, and remote consultation between specialists.

Integration with other Microsoft 365 tools creates a cohesive ecosystem where security and compliance controls remain consistent across email, video conferencing, file storage, and collaboration spaces.

Is Google Meet HIPAA Compliant?

Yes, Google Meet becomes HIPAA compliant when used as part of Google Workspace, making it a viable option for healthcare organizations already invested in the Google ecosystem. Google provides comprehensive compliance features when Meet is used within the broader Workspace environment.

What plan or version is required?

To use Google Meet for telehealth or any patient-facing video consultations, you need a Google Workspace Business Starter plan or higher, which costs a minimum of six dollars per user per month. Google provides a BAA for all paid Workspace plans, covering Google Meet along with Gmail, Google Drive, and other Workspace applications. Standard consumer Gmail accounts with Meet are not HIPAA compliant.

Key implementation considerations

Configuration is critical for maintaining compliance with Google Meet. Meeting recordings must be stored in Google Drive rather than on local devices, ensuring that all recordings remain within the HIPAA-compliant environment covered by your BAA. Access controls should be configured to prevent unauthorized users from joining meetings, and meeting links should be treated as sensitive information that could potentially identify patients.

The integration with Google Calendar makes scheduling straightforward, and the ability to join meetings directly from calendar invitations reduces technical friction for both clinicians and patients. Organizations should establish clear policies about meeting security settings, recording practices, and how meeting links are shared with patients.

Is Facetime HIPAA Compliant?

No, Facetime is not HIPAA compliant and cannot be used for healthcare communications involving protected health information. Despite its widespread adoption and strong end-to-end encryption, Apple does not offer a Business Associate Agreement for Facetime because it remains a consumer-focused product without the enterprise controls necessary for healthcare compliance.

What plan or version is required?

No version of Facetime is HIPAA compliant. The encryption that Facetime provides is technically robust, but HIPAA compliance requires more than just encryption. Without a BAA, there is no legal framework establishing Apple's responsibility for protecting health information transmitted through the service.

Key implementation considerations

Many healthcare providers are tempted to use Facetime because of its simplicity and the fact that most iPhone users already have it installed. However, the compliance risk is simply too great. Healthcare organizations should direct their teams toward alternatives that provide proper BAAs and compliance documentation.

Alternative

For practices that want to maintain an Apple-friendly tech stack, the better approach is to implement a HIPAA-compliant third-party solution like Zoom or Microsoft Teams that works well on iOS devices. These platforms provide the necessary Business Associate Agreements while offering similar ease of use for video consultations.

Is Skype HIPAA Compliant?

No, Skype is not HIPAA compliant and should not be used for patient communications involving protected health information. Microsoft, which owns Skype, does not offer Business Associate Agreements for the consumer Skype service.

What plan or version is required?

No version of Skype is HIPAA compliant. This is an important distinction because Microsoft does offer HIPAA-compliant video conferencing through Microsoft Teams, which is part of the Microsoft 365 suite designed for business and healthcare use.

Key implementation considerations

The key difference is that Skype remains positioned as a consumer communication tool without the enterprise security controls, audit logging, and administrative features required for healthcare compliance. Healthcare organizations that have traditionally used Skype need to understand that it lacks the necessary compliance framework for handling protected health information.

Alternative

Healthcare organizations should transition to Microsoft Teams, which provides similar video calling functionality while meeting HIPAA requirements and integrating with other clinical workflow tools. Teams offers the enterprise controls and BAA that Skype lacks, making it the appropriate choice for healthcare communications.

Is Gmail HIPAA Compliant?

Yes, Gmail can be HIPAA compliant, but only when used as part of Google Workspace with a proper Business Associate Agreement in place. This distinction is crucial because many healthcare professionals have personal Gmail accounts they might be tempted to use for patient communications, which would violate HIPAA.

What plan or version is required?

Healthcare organizations need to subscribe to Google Workspace Business Starter or higher, with plans ranging from six to eighteen dollars per user per month depending on the features required. Consumer Gmail accounts with free @gmail.com addresses are never HIPAA compliant regardless of how they're configured. Once you have the appropriate subscription, you must sign a BAA with Google, which is available for all paid Workspace plans.

Key implementation considerations

Configuration is equally important, including enabling encryption by default, implementing Data Loss Prevention policies that prevent accidental sharing of protected health information, and establishing clear policies about when email is appropriate for patient communications. Even with all the right safeguards in place, healthcare organizations should consider implementing additional layers of protection for sensitive communications.

Patient portals that allow secure messaging often provide a better user experience and more robust audit trails than email alone. When email must be used for communicating with patients, consider using features like Gmail's confidential mode or additional encryption tools to ensure that sensitive information remains protected. Staff training should cover what types of information are appropriate to send via email and when alternative communication methods should be used instead.

Is Outlook and Microsoft 365 HIPAA Compliant?

Yes, Microsoft 365, formerly known as Office 365, offers robust HIPAA compliance capabilities that make it one of the most popular choices for healthcare organizations. Outlook becomes HIPAA compliant when used as part of Microsoft 365 with a proper Business Associate Agreement.

What plan or version is required?

Healthcare organizations need Microsoft 365 Business Basic or higher, with Microsoft's Business Associate Agreement included with all business and enterprise plans. Plans start at six dollars per user per month. The BAA covers the entire Microsoft 365 suite, including Outlook, Teams, OneDrive, SharePoint, and other services.

Key implementation considerations

The platform provides comprehensive compliance tools specifically designed for healthcare organizations, including message encryption for emails containing protected health information, retention and Data Loss Prevention policies, and advanced threat protection. Microsoft has invested heavily in healthcare compliance features, offering capabilities like sensitivity labels that automatically apply encryption based on content and audit logging that tracks all access to sensitive emails.

The key to maintaining HIPAA compliance with Outlook is ensuring that message encryption is enabled for any emails containing protected health information. Microsoft provides several encryption options, including automatic encryption based on data loss prevention rules, manual encryption that users can apply to individual messages, and organization-wide policies that encrypt all outbound email by default. Training should emphasize when to use encryption and how to recognize when an email contains information that requires protection.

Is Slack HIPAA Compliant?

Yes, Slack can be HIPAA compliant, but only through its Enterprise Grid plan, which represents a significant investment that puts it out of reach for most small healthcare practices. The platform offers unique advantages for large healthcare organizations that can justify the cost.

What plan or version is required?

The Enterprise Grid plan requires custom pricing that typically starts at well over one thousand dollars per month for organizations, making it substantially more expensive than alternatives like Microsoft Teams or Google Chat. To achieve HIPAA compliance, Slack requires not just the Enterprise Grid subscription but also a signed Business Associate Agreement, implementation of Enterprise Key Management for enhanced data protection, and careful configuration of data retention policies. The standard Slack plans including Free, Pro, and Business+ are not HIPAA compliant under any circumstances.

Key implementation considerations

Many healthcare organizations that have grown accustomed to using Slack for internal team communications find themselves needing to migrate to more affordable alternatives when they realize the compliance requirements. For healthcare organizations already using Slack and comfortable with the Enterprise Grid pricing, the platform does offer some unique advantages including a channel-based communication model that works well for care team coordination and an extensive app ecosystem that allows integration with many healthcare-specific tools. Organizations must carefully configure data retention policies, access controls, and encryption settings to maintain compliance. The cost difference compared to alternatives makes Slack Enterprise Grid a choice typically limited to large health systems with substantial IT budgets.

Alternative

Microsoft Teams has become the most common alternative because it offers similar functionality at a fraction of the cost, with HIPAA compliance available on plans starting at just six dollars per user per month. Google Chat within Google Workspace provides another affordable alternative for healthcare organizations seeking team communication tools with HIPAA compliance.

Is WhatsApp HIPAA Compliant?

No, WhatsApp is not HIPAA compliant and should never be used for patient communications or any discussions involving protected health information. Meta, the parent company of WhatsApp, does not offer Business Associate Agreements for the service, and the platform lacks necessary compliance controls for healthcare communications.

What plan or version is required?

No version of WhatsApp is HIPAA compliant. While WhatsApp does provide end-to-end encryption for messages, encryption alone is insufficient for HIPAA compliance without the legal framework of a BAA and the administrative controls required for healthcare use.

Key implementation considerations

Many healthcare providers, particularly those serving immigrant communities or international patients, are tempted to use WhatsApp because of its global popularity and the fact that patients often prefer it over other communication methods. However, the compliance risk is simply too great. The challenge with consumer messaging apps like WhatsApp is that they're designed for personal use without the audit logging, retention controls, access management, and other features that healthcare compliance demands.

Alternative

Healthcare organizations need to direct staff toward secure messaging platforms designed for healthcare, such as TigerText, Vocera, or the chat features built into Microsoft Teams with proper enterprise licensing. These alternatives provide the necessary Business Associate Agreements and compliance features that WhatsApp cannot offer.

Is Google Drive HIPAA Compliant?

Yes, Google Drive becomes HIPAA compliant when used as part of Google Workspace with an appropriate Business Associate Agreement. The platform provides robust security features and compliance capabilities when properly configured within the Workspace environment.

What plan or version is required?

Healthcare organizations need to subscribe to Google Workspace Business Starter or higher to access the compliance features and BAA necessary for storing patient data in the cloud. The consumer version of Google Drive that comes with free fifteen-gigabyte accounts is not HIPAA compliant and should never be used to store protected health information.

Key implementation considerations

Configuration is critical for maintaining HIPAA compliance with Google Drive. Organizations need to implement appropriate access controls that limit who can view, edit, and share files containing protected health information. Data Loss Prevention policies should be configured to prevent accidental external sharing of sensitive documents. Audit logging must be enabled and regularly reviewed to track all access to files containing patient information. These administrative controls work alongside the encryption that Google provides by default to create a comprehensive security framework.

Many healthcare organizations find Google Drive particularly useful for collaborative workflows like care coordination documentation, shared clinical protocols, and team-based patient care planning. The real-time collaboration features allow multiple clinicians to work on the same document simultaneously, which can be valuable for complex care coordination. However, organizations must ensure that sharing settings are carefully managed and that staff understand the difference between internal sharing within the organization and external sharing that could violate HIPAA.

Is Dropbox HIPAA Compliant?

Yes, Dropbox offers HIPAA compliance through its Business and Business Plus plans when used with a signed Business Associate Agreement. The platform has invested significantly in healthcare compliance features and provides tools specifically designed for managing sensitive information in regulated industries.

What plan or version is required?

Dropbox Business and Business Plus plans offer HIPAA compliance, with pricing ranging from fifteen to twenty-four dollars per user per month. The personal Dropbox accounts that many individuals use for storing photos and documents are not HIPAA compliant, and healthcare organizations must ensure that clinical staff understand they cannot use personal Dropbox accounts for any work-related files that might contain protected health information.

Key implementation considerations

To achieve HIPAA compliance with Dropbox, organizations need to sign a Business Associate Agreement with the company, enable encryption for all stored files, implement access controls that restrict who can view sensitive information, and establish audit log review procedures and retention policies. One advantage of Dropbox for healthcare organizations is its universal compatibility across different devices and operating systems.

Clinical staff can access patient documents from Windows computers, Macs, iPads, and smartphones using native Dropbox applications that maintain security while providing a seamless user experience. The platform also offers advanced features like remote wipe capabilities that allow IT administrators to remove data from lost or stolen devices, which is particularly important for mobile healthcare workers. Training should cover proper file organization, sharing restrictions, and the importance of keeping business and personal Dropbox accounts completely separate.

Is OneDrive HIPAA Compliant?

Yes, OneDrive for Business can be HIPAA compliant when used as part of Microsoft 365 Business Basic or higher subscriptions. Microsoft's Business Associate Agreement covers OneDrive along with other Microsoft 365 services including Outlook, Teams, and SharePoint.

What plan or version is required?

Healthcare organizations need Microsoft 365 Business Basic or higher to achieve HIPAA compliance with OneDrive. The consumer version of OneDrive that comes with personal Microsoft accounts is not HIPAA compliant and represents a significant risk if used for storing protected health information. Plans start at six dollars per user per month.

Key implementation considerations

OneDrive encryption is enabled by default for Business plans, which provides a baseline level of security without requiring manual configuration. However, healthcare organizations still need to implement access controls, sharing restrictions, and data loss prevention policies to maintain comprehensive HIPAA compliance. The advantage of OneDrive for organizations already using Microsoft 365 is the deep integration with other Microsoft tools that many healthcare workers use daily, including Word, Excel, and Outlook.

File synchronization across devices makes OneDrive particularly useful for healthcare providers who work across multiple locations or need to access patient documents from home when on call. The platform automatically keeps files updated across all devices while maintaining encryption and access controls. IT administrators can configure conditional access policies that restrict OneDrive access based on device compliance, location, or risk level, providing an additional layer of security for sensitive patient information.

Is iCloud HIPAA Compliant?

No, iCloud is not HIPAA compliant because Apple does not offer Business Associate Agreements for consumer iCloud services. Many healthcare providers use iPhones and iPads in clinical settings, which makes the iCloud restriction particularly challenging.

What plan or version is required?

No version of iCloud is HIPAA compliant. Apple has not created an enterprise iCloud offering that includes BAAs or the necessary administrative controls for healthcare compliance.

Key implementation considerations

iOS devices are configured to automatically back up data to iCloud by default, which creates significant compliance risks. Healthcare organizations using Apple devices must disable iCloud backup for any apps or devices that might contain protected health information and implement alternative backup solutions. The challenge with iCloud extends beyond just file storage to include photos, contacts, calendar events, notes, and even app data that can automatically sync to iCloud if not properly configured.

Healthcare organizations need clear policies about iOS device configuration and should consider using Mobile Device Management software to enforce settings that prevent unauthorized iCloud synchronization. While this creates some additional complexity for IT departments, the widespread use of Apple devices in healthcare makes addressing these iCloud limitations a necessary part of any comprehensive compliance program.

Alternative

Healthcare organizations that want to maintain an Apple-friendly technology environment should look toward alternatives like Google Workspace or Microsoft 365, both of which offer HIPAA-compliant cloud storage that works well across Apple devices without relying on iCloud infrastructure. Organizations can use Microsoft OneDrive or Google Drive apps on iOS devices to provide secure cloud storage with proper BAAs.

Is Google Forms HIPAA Compliant?

Yes, Google Forms becomes HIPAA compliant when used as part of Google Workspace with a signed Business Associate Agreement. The platform provides straightforward form creation capabilities that work well for many healthcare data collection needs when properly configured.

What plan or version is required?

To collect protected health information through Google Forms, you need at minimum a Google Workspace Business Starter subscription with the accompanying BAA that covers all Workspace services including Forms. Healthcare organizations using the free version of Google Forms through personal Google accounts cannot achieve HIPAA compliance regardless of how they configure the forms. Plans start at six dollars per user per month.

Key implementation considerations

The key to HIPAA-compliant Google Forms is ensuring that form responses are stored in your HIPAA-compliant Google Drive rather than being accessible through public links or shared inappropriately. Access controls must be configured so that only authorized personnel can view form responses containing patient information. Many healthcare organizations use Google Forms for patient intake questionnaires, satisfaction surveys, symptom tracking, and appointment requests.

The platform's simplicity makes it easy for patients to complete forms on any device, while the backend integration with Google Sheets allows for efficient data management and analysis. When designing forms that will collect protected health information, healthcare organizations should implement appropriate disclaimers about the information being transmitted and ensure that patients understand how their data will be used. While Google Forms with Workspace provides the technical compliance framework, organizations remain responsible for obtaining appropriate consent and providing required HIPAA privacy notices.

Is Microsoft Forms HIPAA Compliant?

Yes, Microsoft Forms can be HIPAA compliant when used as part of Microsoft 365 Business Basic or higher with Microsoft's Business Associate Agreement in place. The platform works similarly to Google Forms but integrates seamlessly with other Microsoft tools.

What plan or version is required?

Healthcare organizations need Microsoft 365 Business Basic or higher to achieve HIPAA compliance with Microsoft Forms. The platform is included with Microsoft 365 subscriptions starting at six dollars per user per month. Form responses are automatically stored in the form creator's OneDrive, which is covered by the organizational BAA when using appropriate Microsoft 365 licensing.

Key implementation considerations

Configuration is straightforward for most healthcare use cases, with form responses automatically stored in OneDrive for Business under the organization's BAA. Access to form results can be restricted to specific individuals or groups within the organization, and retention policies can be applied to ensure that form data is handled appropriately throughout its lifecycle. Many practices use Microsoft Forms for pre-visit screening questionnaires, especially valuable during flu season or other times when health screening before appointments becomes important.

The advantage of Microsoft Forms for healthcare organizations is the tight integration with the broader Microsoft ecosystem. Forms can be embedded in SharePoint pages, shared through Teams channels, and analyzed using Excel or Power BI, all while maintaining consistent security and compliance controls across the entire data flow. Training should emphasize the importance of restricting form access and ensuring that forms collecting PHI are only shared through secure channels.

Is Typeform HIPAA Compliant?

No, Typeform is not HIPAA compliant because the company does not currently offer Business Associate Agreements to healthcare customers. This limitation exists despite Typeform's popularity for creating visually appealing, user-friendly forms that provide an excellent patient experience.

What plan or version is required?

No version of Typeform is HIPAA compliant. The absence of HIPAA compliance means these forms cannot be used to collect any protected health information including names combined with appointment dates, email addresses linked to medical questions, or any of the eighteen HIPAA identifiers.

Key implementation considerations

Many healthcare marketing teams gravitate toward Typeform because of its modern design aesthetic and the engaging user experience it provides. However, the absence of HIPAA compliance means the platform cannot be used for any forms that collect protected health information. For healthcare organizations, the compliance requirements must take precedence over design preferences, even when that means using platforms with less polished interfaces.

Alternative

Healthcare organizations that need sophisticated form logic and conditional branching should look toward alternative solutions like JotForm HIPAA, Google Forms with Workspace, Microsoft Forms with Microsoft 365, or FormStack Healthcare that do provide BAAs and HIPAA compliance while offering advanced form features.

Is DocuSign HIPAA Compliant?

Yes, DocuSign offers HIPAA compliance across most of its plans, making it one of the most accessible electronic signature solutions for healthcare organizations. The company has established itself as a leader in healthcare e-signature solutions with comprehensive compliance features.

What plan or version is required?

The company provides Business Associate Agreements with all paid plans including Personal, Standard, Business Pro, and Enterprise tiers. This broad availability of HIPAA compliance means that even solo practitioners and small practices can implement compliant electronic signature workflows without enterprise-level investments. Plans start at ten dollars per month per user.

Key implementation considerations

Healthcare organizations use DocuSign extensively for consent forms, treatment authorizations, patient intake documents, financial agreements, and any other paperwork that traditionally required wet signatures. The platform provides encrypted document storage and transmission, comprehensive audit trails showing who signed what and when, and tamper-evident seals that maintain document integrity. These features not only support HIPAA compliance but also strengthen the legal validity of electronically signed documents.

The audit trail capability is particularly valuable in healthcare where the ability to prove when a patient signed a consent form or agreed to a treatment plan can have significant clinical and legal implications. DocuSign automatically captures the IP address, timestamp, and authentication method for each signature event, creating a detailed record that satisfies both HIPAA documentation requirements and general legal standards for electronic signatures. Integration with many electronic health record systems allows signed documents to flow automatically into patient charts, reducing administrative burden while maintaining organized medical records.

Is Adobe Acrobat HIPAA Compliant?

Yes, Adobe Acrobat Pro DC can be HIPAA compliant when used with Adobe Document Cloud for Business or Enterprise subscriptions. The key distinction is that Acrobat must be connected to Adobe's cloud services covered by a Business Associate Agreement rather than used as a standalone desktop application without cloud connectivity.

What plan or version is required?

Healthcare organizations need Adobe Document Cloud for Business or Enterprise to achieve HIPAA compliance with Acrobat. Plans start at $19.99 per user per month and include both the Acrobat desktop application and cloud storage covered by Adobe's BAA.

Key implementation considerations

The challenge with Acrobat is that many healthcare workers think of it simply as a PDF reader and editor without understanding the compliance implications of how and where they're saving files. Organizations need clear policies about where documents can be stored and should consider using Mobile Device Management or endpoint protection software to enforce encryption on all devices that might store PDF files containing patient information. When properly configured and connected to compliant cloud storage, Acrobat becomes a powerful tool for creating, editing, and managing medical records, consent forms, and other healthcare documents.

Adobe Acrobat's advanced features including redaction tools for removing identifying information, form creation capabilities, digital signature support, and PDF security options make it particularly valuable for healthcare organizations. The ability to apply password protection and encryption directly to PDF files provides an additional layer of security for documents that might need to be transmitted via email or portable storage devices. Healthcare organizations should ensure that PDF documents containing PHI are always encrypted and that staff understand how to properly apply security settings before sharing documents externally.

Is Calendly HIPAA Compliant?

Yes, Calendly can be HIPAA compliant when used with its Teams plan and integrated with HIPAA-compliant calendar systems. The platform provides convenient patient self-scheduling while maintaining compliance when properly configured.

What plan or version is required?

Calendly requires its Teams plan for HIPAA compliance, which starts at sixteen dollars per user per month. The platform must be integrated with HIPAA-compliant calendar systems like Google Workspace or Microsoft 365 to maintain end-to-end compliance, as Calendly relies on these underlying calendar platforms for appointment storage.

Key implementation considerations

Healthcare organizations should carefully limit the amount of protected health information included in appointment descriptions, even when using Calendly with proper compliance measures in place. Many healthcare practices appreciate Calendly because it eliminates phone tag for scheduling appointments and allows patients to book directly into provider calendars. The platform can handle complex scheduling rules including different appointment types with varying durations, buffer times between appointments, and team-based scheduling where patients can book with the next available provider.

Integration with video conferencing platforms allows Calendly to automatically generate telehealth meeting links when appointments are booked. The compliance consideration with Calendly is understanding what information flows through the system. While appointment times and provider names are generally acceptable, detailed medical information about the reason for the appointment should be kept generic. Training front desk staff and patients about appropriate appointment descriptions helps maintain compliance while still providing the scheduling convenience that Calendly offers.

Is Google Calendar HIPAA Compliant?

Yes, Google Calendar becomes HIPAA compliant when used as part of Google Workspace Business or higher subscriptions with a signed Business Associate Agreement. The calendar service integrates with other Workspace tools to provide a comprehensive scheduling solution.

What plan or version is required?

Healthcare organizations need Google Workspace Business Starter or higher to achieve HIPAA compliance with Google Calendar. Like other Workspace tools, consumer Google Calendar with free Gmail accounts cannot be HIPAA compliant. Plans start at six dollars per user per month.

Key implementation considerations

Healthcare organizations need to configure appropriate sharing restrictions to prevent unauthorized access to patient appointment schedules and train staff on limiting protected health information in event descriptions. The best practice for HIPAA-compliant calendar use is keeping appointment descriptions generic rather than including specific diagnoses or treatment details. An appointment title like "Patient Visit" or "Follow-up Appointment" is appropriate, while "John Smith diabetes follow-up" includes unnecessary protected health information that increases risk if the calendar is inadvertently shared or accessed by unauthorized individuals.

Many healthcare organizations create standardized appointment types that convey necessary scheduling information without revealing medical details. Google Calendar's integration with other Workspace tools makes it particularly valuable for healthcare organizations using Google Meet for telehealth. The platform can automatically generate and include Google Meet links in appointment invitations, providing a seamless experience where patients click directly from their calendar to join virtual visits. The calendar can also integrate with Google Drive for attaching relevant forms or pre-visit instructions to appointment reminders.

Is AWS HIPAA Compliant?

Yes, Amazon Web Services is HIPAA compliant and has become one of the most widely used cloud infrastructure platforms for healthcare applications. AWS provides comprehensive compliance capabilities for organizations building healthcare technology solutions.

What plan or version is required?

AWS provides Business Associate Agreements covering most of its services, including compute services like EC2, storage services like S3, database services like RDS, and serverless computing through Lambda. There is no minimum subscription level required, though organizations must specifically request and sign the BAA. Healthcare organizations use AWS to host electronic health record systems, patient portals, mobile health applications, and analytics platforms that process large volumes of protected health information.

Key implementation considerations

The AWS compliance model operates on a shared responsibility framework where AWS secures the underlying infrastructure while healthcare organizations remain responsible for securing their applications and data. This means that simply using AWS services covered by a BAA is not sufficient for HIPAA compliance. Organizations must properly configure security groups, implement encryption, establish appropriate access controls, enable logging and monitoring, and maintain comprehensive security policies governing how AWS services are used. AWS provides extensive compliance documentation, reference architectures, and implementation guides specifically for healthcare organizations.

The platform offers healthcare-specific services including Amazon HealthLake for storing and analyzing health data in the FHIR standard. The flexibility and scalability of AWS make it particularly attractive for healthcare applications that need to handle variable workloads or grow rapidly. Organizations should engage AWS specialists familiar with healthcare compliance requirements when architecting their infrastructure to ensure all necessary safeguards are properly implemented.

Is Microsoft Azure HIPAA Compliant?

Yes, Microsoft Azure offers robust HIPAA compliance capabilities with Business Associate Agreements included as part of Azure subscriptions. The platform provides comprehensive healthcare compliance features integrated with the broader Microsoft ecosystem.

What plan or version is required?

Business Associate Agreements are included with Azure subscriptions at any level. The platform provides a wide range of HIPAA-eligible services covering compute, storage, networking, artificial intelligence, and specialized healthcare APIs. Azure is particularly popular in healthcare because of its integration with Microsoft 365 and the existing relationships many healthcare organizations have with Microsoft through enterprise licensing agreements.

Key implementation considerations

Azure's compliance tools include built-in policy management through Azure Policy, security monitoring through Microsoft Defender for Cloud, and compliance dashboards that help organizations maintain ongoing HIPAA compliance. The platform provides reference architectures for common healthcare scenarios including web-based patient portals, mobile health applications, and data analytics platforms. Many electronic health record vendors host their systems on Azure, leveraging Microsoft's healthcare expertise and compliance infrastructure.

The Azure Government cloud offers additional security controls and is operated by screened US personnel for healthcare organizations with heightened security requirements. Azure's Healthcare APIs provide FHIR-based interoperability that simplifies integration with electronic health records and other healthcare systems. The combination of strong compliance capabilities, healthcare-specific features, and integration with familiar Microsoft tools makes Azure a natural choice for many healthcare IT implementations.

Is Google Cloud Platform HIPAA Compliant?

Yes, Google Cloud Platform offers HIPAA compliance with Business Associate Agreements available for a wide range of GCP services. The platform combines Google's infrastructure expertise with healthcare-specific compliance capabilities.

What plan or version is required?

Business Associate Agreements are available for GCP services at any subscription level. The platform's HIPAA-compliant offerings include Compute Engine for virtual machines, Cloud Storage for data storage, BigQuery for data analytics, and specialized healthcare services including the Healthcare API that provides FHIR data storage and interoperability.

Key implementation considerations

Healthcare organizations use GCP to build modern cloud applications that leverage Google's expertise in data analytics, machine learning, and global infrastructure. GCP's Healthcare API deserves special attention because it provides managed FHIR stores that simplify compliance while enabling interoperability with other healthcare systems. The API handles many of the complex technical requirements for FHIR implementation while providing the security controls and audit logging necessary for HIPAA compliance.

This allows healthcare developers to focus on building innovative applications rather than managing infrastructure and compliance details. The platform provides comprehensive compliance reporting and audit logging through Cloud Logging and Cloud Monitoring. Organizations can implement sophisticated access controls using Google Cloud Identity and Access Management, and the platform supports encryption both at rest and in transit by default. Google's global network infrastructure provides the reliability and performance necessary for mission-critical healthcare applications that need to be available around the clock.

Is Stripe HIPAA Compliant?

Stripe presents an interesting case for healthcare payment processing because payment card data is regulated by PCI DSS rather than HIPAA, meaning the actual payment processing does not require HIPAA compliance. However, Stripe itself does not offer a Business Associate Agreement because the company correctly notes that payment processing falls outside HIPAA's scope.

What plan or version is required?

Stripe can be used for healthcare payment processing at any plan level without a BAA because credit card information is not protected health information under HIPAA. The challenge comes when healthcare organizations want to link payments to specific medical services or include treatment details in payment descriptions, which Stripe's lack of BAA makes problematic.

Key implementation considerations

The best practice for using Stripe in healthcare is keeping payment descriptions generic and avoiding any connection between payment transactions and specific diagnoses or treatments. Instead of a charge description that reads "Payment for diabetes treatment visit on October 15," use generic descriptions like "Medical Services Invoice 1234" that don't reveal any protected health information. Many healthcare organizations integrate Stripe with their practice management systems, which maintains detailed treatment records separately from the payment processing system.

Healthcare organizations should never store detailed medical service descriptions in Stripe's system or use Stripe's customer notes fields to track clinical information. The payment processing infrastructure should be treated as entirely separate from clinical records, with only minimal necessary connections through invoice numbers or appointment identifiers that don't themselves reveal any health information. This separation maintains both PCI compliance for payment card data and HIPAA compliance for protected health information.

Is Square HIPAA Compliant?

No, Square operates under the same principles as Stripe regarding healthcare payment processing. The platform processes payments under PCI DSS requirements rather than HIPAA, and Square does not offer Business Associate Agreements.

What plan or version is required?

Healthcare organizations can use Square for payment processing at any plan level as long as they avoid storing detailed treatment information in Square's systems and keep payment records separate from clinical documentation. Square's point-of-sale systems work at standard pricing of 2.6% plus 10 cents per transaction.

Key implementation considerations

Square's point-of-sale systems are popular in smaller healthcare practices including dental offices, optometry practices, and outpatient clinics because of their ease of use and integrated hardware. The platform provides everything from card readers to complete point-of-sale terminals with inventory management and appointment scheduling features. However, practices using Square need clear policies about what information can be entered into Square systems versus what must remain in separate practice management or electronic health record systems.

The risk with Square comes from well-meaning staff who might use Square's customer notes or invoice description fields to include medical details that help them remember what a payment was for. Healthcare organizations need training and policies that establish how payments should be described in Square systems and what information must never be entered into payment processing platforms.

Is PayPal HIPAA Compliant?

No, PayPal is not HIPAA compliant and does not offer Business Associate Agreements for healthcare organizations. While PayPal remains a popular payment method among consumers, healthcare organizations should avoid using it for patient payments.

What plan or version is required?

No version of PayPal is appropriate for healthcare patient payments. The platform lacks the business controls necessary for healthcare use, and personal PayPal accounts especially present compliance risks because they combine business and personal transactions without the audit trails and access controls that healthcare organizations need.

Key implementation considerations

Some healthcare practices have historically accepted PayPal because patients are familiar with it and it seemed convenient, but the compliance risks outweigh the convenience benefits. Healthcare organizations should direct patients toward payment methods that provide proper business controls and documentation.

Alternative

Healthcare organizations should implement proper payment processing through Stripe or Square with generic transaction descriptions, or use dedicated healthcare payment processors that understand the nuances of medical billing and provide appropriate business controls for healthcare practices.

Is Venmo or Zelle HIPAA Compliant?

No, Venmo and Zelle are consumer payment applications that are not HIPAA compliant and should never be used for patient payments. These services lack Business Associate Agreements, enterprise controls, and the business functionality necessary for healthcare organizations.

What plan or version is required?

No version of Venmo or Zelle is appropriate for healthcare payments. The platforms are designed for personal transactions between friends and family, not for business use in regulated industries.

Key implementation considerations

Some patients may request to pay via Venmo or similar apps because they use them regularly for other purposes, but healthcare organizations must decline these requests and direct patients toward appropriate payment methods. The risk extends beyond just HIPAA compliance to include business controls, tax documentation, and professional liability considerations.

Alternative

Healthcare organizations need payment processing systems that provide proper receipts, integrate with accounting systems, and maintain clear audit trails that consumer payment apps cannot provide. Stripe and Square offer better alternatives for healthcare payment processing, or organizations can use dedicated healthcare payment processors integrated with their practice management systems.

Is ChatGPT HIPAA Compliant?

Yes, ChatGPT can be HIPAA compliant through OpenAI's ChatGPT Enterprise plan, which provides Business Associate Agreements and enhanced security controls. This represents a significant advancement in making AI tools available for healthcare applications.

OpenAI will sign BAAs for API and for sales-managed ChatGPT Enterprise/Edu, but not for Plus/Team.

What plan or version is required?

The Enterprise plan typically costs sixty dollars or more per user per month with minimum user commitments, making it accessible primarily to larger healthcare organizations. Critically, the standard ChatGPT versions including Free, Plus, and Team plans are not HIPAA compliant under any circumstances and must never be used with protected health information.

Key implementation considerations

The distinction between ChatGPT Enterprise and other plans is significant. With Enterprise, data is not used for training OpenAI's models, the organization has enhanced privacy controls, and OpenAI provides the legal framework of a Business Associate Agreement. Healthcare organizations exploring artificial intelligence for clinical documentation, patient communication drafting, or medical coding assistance should only use ChatGPT Enterprise with proper BAAs in place. The emerging use of large language models in healthcare presents both exciting opportunities and significant compliance challenges.

Healthcare organizations need to establish clear policies about when and how AI tools can be used with patient information. Even with HIPAA-compliant AI services, organizations should consider whether AI processing is appropriate for different types of clinical tasks and implement human review processes for AI-generated content before it becomes part of patient records.

Is Otter.ai HIPAA Compliant?

Yes, Otter.ai provides HIPAA compliance for medical transcription through its Business plan, which includes a signed Business Associate Agreement. The platform has become increasingly popular for transcribing patient encounters, clinical team meetings, and medical dictation.

What plan or version is required?

The Otter.ai Business plan costs twenty dollars per user per month and includes HIPAA compliance features. Healthcare providers appreciate that Otter.ai can join virtual meetings directly, transcribe in real time, and provide searchable transcripts that can be edited and incorporated into clinical documentation.

Key implementation considerations

The accuracy of automated transcription has improved dramatically in recent years, though healthcare-specific medical terminology can still present challenges. Otter.ai continues to improve its understanding of medical vocabulary, but healthcare organizations should implement quality review processes where clinicians verify transcripts before incorporating them into official medical records. The time savings from automated transcription can be substantial even when human review remains necessary. Configuration and access controls are important for maintaining HIPAA compliance with Otter.ai. Organizations need to ensure that transcripts containing protected health information are only accessible to authorized users and that appropriate retention policies are applied. Many healthcare organizations use Otter.ai for transcribing clinical discussions but maintain official medical records in their electronic health record systems, treating the transcription service as a drafting tool rather than a permanent records repository.

Is Grammarly HIPAA Compliant?

No, Grammarly is not HIPAA compliant and does not offer Business Associate Agreements even for its enterprise plans. This creates a challenge for healthcare organizations because many clinicians have personal Grammarly accounts or browser extensions installed that could inadvertently process protected health information.

What plan or version is required?

No version of Grammarly is HIPAA compliant. Healthcare IT departments need to disable Grammarly browser extensions on devices used to access protected health information and train staff about the risks of using Grammarly with clinical content.

Key implementation considerations

The problem with Grammarly is that the browser extension automatically analyzes text as it's typed in web browsers, which means any protected health information entered into browser-based electronic health records or web applications would be sent to Grammarly's servers for analysis. Even if clinicians have the best intentions and simply want to improve their writing, the lack of a Business Associate Agreement makes any transmission of protected health information to Grammarly a HIPAA violation.

Alternative

Healthcare organizations should use the spelling and grammar checking tools built into HIPAA-compliant platforms like Microsoft 365 and Google Workspace rather than relying on third-party writing assistance tools. While these built-in tools may not be as sophisticated as Grammarly's AI-powered suggestions, they operate entirely within HIPAA-compliant environments and don't create the compliance risks that external services introduce.

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Understanding the Path to HIPAA Compliance

The landscape of HIPAA-compliant technology has evolved dramatically. Where healthcare organizations once faced limited options and prohibitive costs, today's market offers accessible solutions across every category of business technology. However, compliance extends far beyond simply subscribing to the right software plan.

Consumer versions of popular tools are never HIPAA compliant, regardless of their security features. Free Gmail, personal Dropbox, or basic Zoom cannot be used for healthcare applications involving protected health information. Healthcare organizations must invest in business or enterprise plans that include a Business Associate Agreement and the necessary technical and administrative controls.

A Business Associate Agreement remains the non-negotiable foundation of HIPAA compliance. Without a signed BAA, even the most secure system cannot be HIPAA compliant because there is no legal framework establishing the vendor's obligations for protecting health information.

Configuration matters as much as choosing the right tool. Organizations must enable encryption, configure access controls, set up audit logging, implement retention policies, and provide staff training. Simply subscribing to an enterprise plan and signing a BAA is insufficient without proper configuration.

For small to medium-sized practices, a single Google Workspace or Microsoft 365 subscription provides HIPAA-compliant email, video conferencing, file storage, calendaring, document editing, and forms for six to eighteen dollars per user per month. This consolidated approach simplifies compliance management compared to purchasing separate specialized tools.

Healthcare-specific platforms like Doxy.me or JotForm HIPAA are designed from the ground up with healthcare workflows in mind. While general tools can be made compliant, healthcare-specific alternatives often offer superior functionality, lower training requirements, and built-in compliance features.

Price does not correlate with compliance capabilities. Some expensive tools lack HIPAA compliance while affordable options provide comprehensive BAAs and security features. The damage from a HIPAA violation far exceeds any savings from choosing non-compliant alternatives.

Documentation is essential for demonstrating due diligence during audits. Healthcare organizations should maintain signed BAAs, security configuration documentation, staff training records, risk assessments, and compliance audit results as evidence of reasonable safeguards.

Implementing HIPAA-Compliant Technology in Your Organization

Healthcare organizations adopting new technology tools should follow a systematic approach to ensure HIPAA compliance from the start. Begin by verifying that the vendor offers Business Associate Agreements for your specific use case, as some vendors provide BAAs only for certain services or plan tiers. Confirm that your subscription plan actually supports HIPAA compliance rather than assuming that higher-priced plans automatically include compliance features.

Request and sign the Business Associate Agreement before allowing any protected health information to be processed through the new system. Configure all available security settings including encryption, access controls, and audit logging according to vendor best practices and your organization's security policies. Create written policies documenting how the tool should be used compliantly, including what information can be stored in the system and how it should be protected.

Provide comprehensive training to all staff who will use the new tool, covering both its operational features and the compliance requirements specific to handling protected health information. Document all configuration decisions and compliance measures in your organization's security documentation. Schedule regular compliance audits to ensure ongoing adherence to security policies and identify any configuration drift. Review vendor security updates and compliance status at least annually to ensure continued compliance as the vendor's services evolve.

Implement incident response procedures specific to each tool that define how your organization will respond to potential breaches, unauthorized access, or security incidents involving that platform. These procedures should include clear escalation paths, documentation requirements, and notification obligations under HIPAA's breach notification rule.

Moving Forward with Confidence

The complexity of HIPAA compliance across modern technology tools reflects a larger truth about today’s healthcare landscape: every improvement in care delivery comes with new responsibilities around data protection. As platforms evolve and new vendors enter the market, the principles remain the same. Start with the BAA, validate the safeguards, verify the configuration, and treat compliance as an architectural requirement—not a box to check after implementation.

The good news is that this process has become far more predictable. Major vendors now offer structured healthcare programs, clearer documentation, and stronger administrative controls. With the right approach, teams can confidently adopt the tools that move clinical workflows forward while still protecting patient privacy.

If you found this guide helpful and want to explore related topics, here are a few resources that expand on the practical side of building a compliant, modern healthcare tech stack:

• HIPAA Compliance Guide for HealthTech CTOs
  
• Compliant HealthTech Analytics: Integrating Product Analytics Securely from Day One
• HIPAA Compliance and AI: What Does it Mean for Healthcare?
  

If your team is planning to evaluate new tools or modernize your tech stack, our specialists can help. Momentum builds HIPAA-compliant infrastructure, implements secure cloud architectures, integrates EHR data, and supports organizations through the entire compliance and product development journey.

Important Disclaimer

This guide provides general information about HIPAA compliance for common technology tools based on publicly available information and vendor documentation as of October 2025. It is not legal advice and should not be relied upon as a substitute for consultation with qualified HIPAA compliance attorneys or consultants. HIPAA compliance requirements vary based on organizational context, use cases, and specific implementations. Tool compliance status, vendor offerings, and regulatory requirements change over time, and healthcare organizations bear responsibility for verifying current compliance capabilities directly with vendors before implementation. Organizations should conduct their own due diligence including risk assessments, security reviews, and legal analysis appropriate to their specific circumstances. Momentum provides this information as an educational resource but accepts no liability for compliance decisions made based on this content.