HIPAA-Compliant Video Conferencing

HIPAA compliant video conferencing is a secure way to communicate with patients, without the risk of violating their privacy or the HIPAA regulations. It is important to consider that anything said or shown during a video consultation is subject to HIPAA regulations.  

 
HIPAA compliant video software safeguards confidential video feed, audio, and data transmitted throughout the duration of your session. Each transmission is fully encrypted, protecting you and your patients from unauthorized access or third-party interference.

To be sure that your video conferencing software meets HIPAA compliance standards, make sure it meets the following requirements:  
 

• Business Associate Agreements (BAAs): A Business Associate Agreement (BAA) requires that all parties involved actively take measures to protect any patient PHI transmitted during video conferencing.  
   
  Telehealth providers and their vendors are held liable for safeguarding patient information. To maintain HIPAA compliance while using video conferencing technology, all parties involved must sign a BAA. 
   
• End-to-End Encryption (E2EE): End-to-end encryption ensures only devices used to make the video call can access the encryption key, making it difficult for hackers to intercept sensitive information.  
   
  It is essential to use specialized video conferencing software or incorporate encryption features within the software you use. While popular apps such as Skype and FaceTime are great for personal use, they fail to meet HIPAA’s stringent security protocols. 
   
• Peer-to-Peer Connection: Peer-to-peer connection technology routes data directly from one user to another, bypassing servers. By doing so, personal information won’t be exposed to third-party servers, protecting patient PHI from unauthorized access that could compromise its security 
   
• Vendor Access and Auditing: To comply with HIPAA’s security standards, service providers must have physical, technical, and administrative safeguards in place to prevent unauthorized persons from accessing sensitive data.  
   
  Audits provide an additional layer of security layer. They allow you to monitor and track how and when personal data was accessed, enhancing transparency, and minimizing the chances of data breaches going unnoticed. 
   
• Accidental Violations: Even with adequate security measures in place, an accidental HIPAA violation can occur. That’s why it’s essential to partner with a video conferencing software vendor that understands HIPAA compliance thoroughly and can advise you on best practices.  

The simple answer? No. Although free platforms like Zoom and Skype are popular and convenient, they do not meet certain HIPAA criteria that keep private information safe and secure. Zoom does offer a HIPAA compliant “healthcare” plan. However, Zoom for healthcare can be both expensive and prone to security issues and slow customer service. 

When it comes to requirements for equipment and technology used for HIPAA compliant video conferencing, there are a few key considerations. First, ensure that all devices used for video conferencing are protected by firewalls and up-to-date antivirus software.  

A secure internet connection should also be used, such as a virtual private network (VPN), which secures traffic exchanged between the video conferencing software and the user’s device. Finally, use unique passwords, and make sure all devices are password protected.

Yes, you can record HIPAA compliant video conferencing sessions for future reference or documentation purposes. However, it’s essential to ensure that the recording is done in a HIPAA compliant way. This means obtaining consent from the patient beforehand, ensuring secure storage of the recording, and only sharing the recording with people who have a legitimate need to know. 
 
Stored video data should be encrypted and stored in a secure format. Any data accessible post-recording, like transcript notes or metadata, must maintain proper encryption protocols. Recordings should be deleted after they are no longer needed, keeping in mind HIPAA’s data retention requirements. 

Yes, you can record HIPAA compliant video conferencing sessions for future reference or documentation purposes. However, it’s essential to ensure that the recording is done in a HIPAA compliant way. This means obtaining consent from the patient beforehand, ensuring secure storage of the recording, and only sharing the recording with people who have a legitimate need to know. 
 
Yes, video conferencing is a great tool for telehealth consultations. In fact, it’s becoming increasingly popular as a way for healthcare providers to consult with patients. HIPAA compliant video software helps healthcare professionals provide care to patients remotely, preventing unnecessary travel or a visit to a healthcare facility.  
 
The same HIPAA considerations and best practices apply to telehealth consultations using video conferencing. It allows providers to diagnose and treat patients remotely while maintaining the same quality standard of care as traditional methods.

It is crucial that each member of your team understands how to maintain HIPAA compliance in daily operations, especially when it comes to video conferencing. Ensure that all employees understand HIPAA regulations and the importance of privacy and security.  

U.S. Department of Health & Human Services website offers training resources such as the HIPAA Basics for Providers:  HIPAA Privacy, Security, and Breach Notification Rules and the Guide to Privacy and Security of Electronic Health Information. Provide your staff with regular HIPAA trainings to instill best practices on how to use video conferencing securely, how to protect patient privacy, how to recognize and report data breaches or security incidents, and what to do if they suspect that a breach has occurred. 

Yes, video conferencing is a great tool for telehealth consultations. In fact, it’s becoming increasingly popular as a way for healthcare providers to consult with patients. HIPAA compliant video software helps healthcare professionals provide care to patients remotely, preventing unnecessary travel or a visit to a healthcare facility.  
 
The same HIPAA considerations and best practices apply to telehealth consultations using video conferencing. It allows providers to diagnose and treat patients remotely while maintaining the same quality standard of care as traditional methods.