Is Zoom HIPAA compliant? The answer to that question is more complex than you’d think. If you’re running a healthcare business, there’s a good chance you’ve started experimenting with tools like Zoom and Microsoft Teams in recent years. You might be using these platforms to collaborate with colleagues or deliver “telehealth” experiences to patients.
In the last couple of years, Zoom has proven to be one of the most attractive video conferencing and collaboration platforms for healthcare brands. Not only is it straightforward to use, but recently, the brand introduced healthcare AI summarization capabilities for users.
This technology, powered by Zoom’s AI companion, uses generative AI to boost productivity and efficiency in the healthcare landscape. It can even pull knowledge from whiteboards, emails, chats, and meetings to help enhance knowledge sharing.
But is Zoom HIPAA compliant? How safe is the platform for healthcare companies, and how can you protect yourself from security and privacy issues?
Is Zoom Suitable for Healthcare Companies?
Before we explore the question “Is Zoom HIPAA compliant?” in more detail, it’s worth discussing whether Zoom suits healthcare brands. In today’s age of telehealth, video conferencing, online calling, and messaging are all becoming more crucial for health businesses.
Telehealth utilization grew by about 7% in 2023, even after the effects of the pandemic have begun to dwindle. While many UCaaS and CCaaS vendors promote their services to healthcare brands, Zoom is one of the few to offer specialist solutions to these companies.
Zoom has dedicated plans and pricing via Zoom One for Healthcare companies, which come bundled with BAA agreements for those who need them (more on that later). Zoom also engages third-party auditors to confirm it meets the standards required to secure protected health information.
The company has also shared various case studies and customer success stories from healthcare brands, demonstrating obvious opportunities in the industry. Healthcare experts can use Zoom for collaboration, virtual health visits, and knowledge sharing.
Is Zoom HIPAA Complaint? The Basics
Technically, no software solution is fully “HIPAA Compliant” by design. It’s still up to the users of any platform to ensure they follow HIPAA guidelines correctly. However, Zoom does “enable” HIPAA compliance for health organizations.
Any software solution teams use to share personal information about patients (Personal Healthcare Information), needs to include specific security protections. Cloud-based platforms like Zoom are also classed as “business associates,” meaning they need to comply with HIPAA rules to support end-user HIPAA compliance.
As a business associate, Zoom needs to enter contracts with a healthcare entity, known as a Business Associate Agreement. This outlines that Zoom is aware of its responsibility with regard to the security and privacy of PHI.
Fortunately, Zoom is willing to do this. You can apply for a BAA with Zoom through the company’s sales team. Once the agreement is signed, users can access industry-standards encryption, advanced chat encryption, and comprehensive privacy features for access control.
Users can even disable cloud recording and implement settings that require encryptions for all third-party endpoints and text messages.
How Zoom Supports HIPAA Compliance
So, is Zoom HIPAA compliant? The answer is technically “yes” and “no”. Zoom, the company, adheres to HIPAA compliance guidelines. The Zoom software also enables healthcare companies to achieve HIPAA compliance, but no software is compliant.
Zoom is responsible for enforcing technical, administrative, and physical safeguards that prevent unauthorized access to PHI in its environment. However, companies are responsible for implementing the right strategies to protect their data.
Here’s a quick insight into how Zoom supports HIPAA compliance.
Comprehensive Access Controls
HIPAA guidelines require companies to implement technical policies and procedures to protect “PHI.” This means you need to be able to assign unique identities to each user, establish and enforce emergency access procedures, and even automatically log users out of accounts. Plus, you’ll need comprehensive encryption mechanisms in place.
Zoom encrypts data at the AES application standard and offers multi-layered access controls for members, admins, and owners. You can password-protect web, application, and meeting access in Zoom and ensure they’re not “listed publicly” online.
Plus, Zoom uses a redundant, distributed architecture for a high level of secure availability. Organizations can select specific data center regions for data motion and access various control features. For instance, you can automatically remove attendees from meetings, lock meetings in progress, end meetings, and even use waiting rooms and passcodes.
Audit Controls and Transmission Security
According to HIPAA guidelines, companies must implement software, hardware, and procedural mechanisms for recording and examining activity in information systems. Additionally, companies need to ensure any information stored or shared through Zoom is protected, encrypted, and monitored. This means you need to guarantee information can’t be modified without detection.
To ensure compliance with these standards, Zoom provides tools for meeting recordings and conversation logging. Account admins can securely access and manage recordings at an individual, group, or organizational level. Plus, Data ensures all “data in motion” is passed through its secure infrastructure, minimizing the risk of data loss.
Plus, Zoom employs its 256-bit AES-GCM encryption methods for the protection of all stored and shared information on the platform.
Integrity and Integrity Mechanisms
HIPAA says companies in the healthcare industry must implement policies to protect electronic PHI from improper destruction or alteration. They must also have mechanisms to authenticate PHI and corroborate that information hasn’t been changed.
Zoom offers multilayer integration protection to defend its platform’s data and service layers. Plus, controls are provided to protect and encrypt meeting data.
Application executables are digitally signed, and data connections use PKI certificates and TLS 1.2 encryption. Plus, web and application access can be protected via verified email addresses, password combinations, and multi-factor authentication options.
Person and Entity Authentication
HIPAA also requires all healthcare businesses to ensure the person or entity seeking access to information or software is who they say they are. Zoom enables this in various ways. First, email and password combinations protect access to the Zoom app.
Meeting hosts need to log into Zoom using a unique account password and email address, and they can control various aspects of the meeting. For instance, hosts can lock screen sharing features or implement forced meeting passcodes and waiting rooms.
Is Zoom HIPAA Compliant? The Verdict
Though Zoom has had its fair share of security blunders over the years, it can still offer a secure communication experience to healthcare companies. Zoom has confirmed its compliance with HIPAA standards through third-party audits and supports Business Associate Agreements.
However, if you’re asking, “Is Zoom HIPAA compliant?” you’ll still need to ensure you take the proper measures to protect your team and data.
This means implementing the proper access controls and leveraging multi-factor authentication to reduce the risk of data breaches. You’ll also need to collect the correct data from conversations and store it according to HIPAA data management policies.
You’ll also need to implement the proper training strategies and standard operating procedures to avoid compliance problems.
Plus, it’s worth exploring other tools and features that can make your company more compliant. For instance, there are apps and add-ons for Zoom that can help with data management, security, and advanced privacy strategies.
Zoom HIPAA Compliance FAQ
How do I know if my Zoom is HIPAA Compliant?
Zoom is a communication and collaboration platform suitable for HIPAA-regulated companies. However, you will need to ensure you enter into a Business Associate Agreement with Zoom and use the correct settings on the platform to secure your data.
How do I set up HIPAA compliant Zoom?
Start by choosing the right healthcare plan for your Zoom services, then check the box to request a “Business Associate Agreement.” You’ll then be able to add features like Zoom Phone and cloud storage for meeting recordings to boost your compliance capabilities.
Is Zoom AI HIPAA compliant?
Zoom’s AI features for healthcare companies follow the same security guidelines as the rest of the Zoom platform. However, you may need to be careful about which data you reveal and use when interacting with tools like the AI Companion.
Can Zoom be used for healthcare?
Zoom offers a secure, reliable, and scalable platform that adheres to the needs of today’s healthcare and medical organizations. It’s easy to use and features extensive encryption for compliance standards. Plus, Zoom supports BAA for HIPAA compliance.
Is there a difference between Zoom and Zoom for healthcare?
Zoom for Healthcare and Telehealth includes access and authentication controls, end-to-end encryption, event logs, and access to Business Associate Agreements. You won’t be able to access a BAA on other standard Zoom plans and with Zoom’s free service.
Can you still violate HIPAA rules using Zoom?
Although Zoom enables HIPAA compliance, you can still violate HIPAA rules if you don’t configure the platform correctly or if users violate privacy standards. It’s the responsibility of each business to ensure Zoom is used correctly for HIPAA compliance.
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