HIPAA Compliant Chat

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Are you leaving your practice at risk of violating HIPAA rules by using chat applications without a business associate agreement, robust encryption methods, or strict access controls? These are just a few requirements a healthcare chat application needs to be HIPAA compliant.

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01

What Features Does a Chat App Need to be HIPAA Compliant?

A HIPAA compliant chat application needs to have the following features:

  • Business Associate Agreement – A contract that states the covered entity (i.e., you) and business associates (e.g., vendor or supplier) will appropriately safeguard the PHI it receives or creates on behalf of the covered entity.
  • Strong Encryption – All contents of the chat must have end-to-end encryption to ensure only the sender and the recipient can decrypt and read messages.
  • Strict Employee Access Controls – HIPAA compliant chat messaging solutions must have access controls and secure logins. This means password-protected logins, strong authentication methods, and preventing access by unauthorized staff members within your healthcare organization.
  • Readily Accessible Data – All chat data, including patient information in chat transcripts, must be available and easy to access, especially if you are subject to a HIPAA audit.
  • Robust Security Measures – Features like timed sign-out, recipient authentication, and precise access management are all crucial security measures for a HIPAA compliant chat platform.

Many popular live chat applications are not HIPAA compliant, including SMS messaging, Skype, Microsoft Teams, WhatsApp, and Zoom. While it is possible to take extra steps to ensure some of these chat applications are HIPAA compliant, the easiest option is to utilize a powerful alternative designed with compliance in mind.

02

Choosing a chat tool for your practice

If you are a covered entity (CE), such as a medical practice or hospital, it is up to you to do your due diligence in choosing a HIPAA compliant chat application and setting it up to safeguard your PHI.

  • Get a signed business associate agreement from the vendor before anyone sends PHI.
  • Turn on the security settings the vendor requires, such as multi-factor authentication, message retention and access controls.
  • Limit who can use it, and remove access as soon as someone leaves.
  • Train staff on what can and cannot be shared, and document that training.

03

How Cytek helps

We help practices use the tools they already have safely. During your HIPAA risk assessment, we review how your team messages each other, check that business associate agreements are in place and flag risky apps and settings.

For sending patient information outside your practice, Cytek Secure Mail gives you encrypted email that is easy for staff and recipients. And ITDR watches your Microsoft 365 accounts for signs of takeover.

Take HIPAA Risk Assessment

A risk assessment helps reveal areas where your organization’s protected health information (PHI) could be at risk. Take our free online assessment and start protecting your practice today.

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HIPAA Training

Getting your employees HIPAA certified is quick and easy with our self-paced, online training.

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Let's get your systems secured together

Take the free HIPAA risk assessment, or talk to an analyst about your practice.

Take the free risk assessment →Talk to an analyst