HIPAA-compliant teleconferencing software is a type of video conferencing software that meets the privacy and security requirements of the Health Insurance Portability and Accountability Act (HIPAA). This software safeguards electronic protected health information (ePHI) transmitted during virtual appointments, consultations, or meetings.
Video conferencing has become an essential tool for healthcare providers, enabling them to connect with patients and colleagues from anywhere in the world. However, as telemedicine becomes increasingly popular, it is important to ensure that patient information remains secure and confidential. It must be compliant. This is where HIPAA compliance requirements come into play – outlining the safeguards required for ensuring patient privacy during video sessions.
In this article, we will explore what HIPAA compliance requirements are necessary for effective and secure video conferencing in healthcare settings. But first, here is a list of the main HIPAA compliance rules and requirements:
1. Encryption: All video conferencing transmissions must be encrypted using industry-standard technology. This ensures that PHI (protected health information) remains secure and confidential during transmission.
2. Authentication: Secure authentication systems must be used to verify user identities before allowing access to PHI-related information.
3. Access Controls: Strong access controls must be in place to limit which users can view or share PHI-related information during video conferencing sessions.
4. Audit Trails: Video conferencing systems must be able to track user activity during each session, creating an audit trail for future reference if needed.
5. Data Retention: All data transmitted during video conferencing sessions should be retained for a certain time as required by HIPAA regulations.
By adhering to these HIPAA compliance requirements, healthcare providers can ensure that patient privacy is maintained while enabling secure communication with patients remotely via video conferencing.
Ultimately, these HIPAA compliance requirements provide a set of safeguards for ensuring that PHI remains confidential and secure during transmission. These rules are essential for healthcare providers looking to leverage video conferencing to connect with patients remotely. By following these guidelines, healthcare providers can ensure that patient information is kept safe and secure while enabling effective communication between provider and patient.
The safeguards are as follows:
HIPAA compliance requires that all video conferencing solutions include end-to-end encryption. This means that the data passing through the system is encrypted from start to finish, ensuring that only authorized individuals can access it. To achieve this level of security, businesses must use a video conferencing solution that supports industry-standard encryption methods, such as SSL/TLS.
In addition to encryption, businesses must also take measures to ensure the physical security of their video conferencing equipment. This includes ensuring that only authorized personnel have access to the equipment and that the equipment is properly secured when not in use.
There are several different HIPAA-compliant peer-to-peer streaming services available, but they all work really in the same way. Each service provides a safe and secure, encrypted connection between the two parties involved in the video conference. Any patient information exchanged during the conference is automatically de-identified by the service, so there is no risk of it being intercepted or viewed by unauthorized people.
Using a HIPAA-compliant peer-to-peer streaming service is an easy and effective way to ensure that your video conferencing sessions comply with HIPAA regulations.
A BAA is a Business Associate Agreement that you will need to have in place with your provider. Your BAA should outline how PHI will be protected and what steps will be taken in the event of a data breach.
Getting patient consent for using video conferencing is a bit more complicated. In general, it is required to get explicit consent from each patient before using video conferencing for treatment. However, there are some exceptions to this rule. For example, if a patient is in an emergency and unable to give consent, it may be possible to proceed with the treatment without their explicit permission.
Overall, HIPAA compliance for video conferencing is fairly straightforward. As long as measures are taken to protect PHI and get patients’ consent when needed, everything should be fine.
HIPAA compliance for video conferencing requires that vendors have access to patient information only on a need-to-know basis and are subject to audits by the HIPAA compliance officer. Vendors must also ensure that their employees receive training on HIPAA compliance and sign a confidentiality agreement.
Vendors must also implement appropriate technical and administrative safeguards to protect patient data from unauthorized access, use, or disclosure. These safeguards should include encryption of video transmissions, secure storage and transmission of patient data, and session activity logs. Vendors must also have a process for reporting any perceived violations of HIPAA requirements.
Additionally, vendors should conduct risk assessments and perform periodic reviews to ensure that their procedures are up-to-date with the latest industry standards. They should also allow a HIPAA compliance officer to audit their systems and processes regularly.
Accidental violations can occur if you’re not careful about how you use video conferencing technology. This is why it’s important to be aware of all the various HIPAA compliance requirements.
Here are some tips to help you stay compliant:
Below is an overview of the nine best video platforms for healthcare, a summary of their features, and a look at their pricing.
Zoom for healthcare is popular for video conferencing and is used as a tool for remote consultations, telemedicine, and virtual care. It also includes additional important features that support HIPAA compliance to ensure patient privacy and security.
Main features:
The cost of Zoom for Healthcare varies depending on the number of users and the size of the organization. It starts at around $200 per month per account and includes up to 10 hosts. Additional hosts can be added for $50 per month per host. There are also enterprise-level plans available for larger organizations, which can be customized to meet specific needs and requirements.
GoToMeeting for Healthcare includes many of the same features as the standard version of GoToMeeting, as well as some additional features specifically designed for healthcare providers.
The pricing for GoToMeeting for Healthcare starts at $12 per month per user for up to 150 participants, with additional features such as recording, dial-in numbers, and custom branding available at higher price points. Customized enterprise-level plans are also available for larger organizations with more advanced needs. It’s important to note that pricing and plan options may vary depending on the specific requirements of each healthcare organization.
Doxy.me is a popular video conferencing platform that is specifically designed for healthcare providers. Doxy.me offers a simple, easy-to-use platform for remote consultations, telemedicine, and virtual care, with features that are tailored to the needs of healthcare professionals. Doxy.me offers several features that are particularly useful for healthcare providers.
Doxy.me offers both free and paid plans. The free plan includes many of the basic features of the platform, including a virtual waiting room, screen sharing, and HIPAA compliance. The paid plans offer additional features such as custom branding and the ability to add more providers to the account. The pricing for paid plans starts at $35 per month per provider, with discounts available for larger organizations.
VSee is a video conferencing platform designed specifically for healthcare providers and patients. It provides a secure and HIPAA-compliant way for healthcare professionals to conduct virtual consultations, telemedicine visits, and remote patient monitoring.
vSee pricing is based on a per-provider, per-month subscription model. The basic plan starts at $49 per provider per month and includes up to 10 patients per month. Additional patients can be added for $1 per patient per month. The standard plan starts at $99 per provider per month and includes up to 100 patients per month.
The enterprise plan is designed for larger organizations and includes custom pricing based on the number of providers and patients. VSee also offers a free trial for healthcare providers to try out the platform before committing to a subscription.
Medici is a digital healthcare platform that allows patients to connect with their healthcare providers through secure messaging, video consultations, and other communication tools. The platform enables providers to offer virtual visits, remote monitoring, and other telehealth services.
Medici pricing is based on a per-provider, per-month subscription model. The basic plan starts at $50 per provider per month and includes unlimited messaging and video consultations. The standard plan starts at $125 per provider per month and includes additional features such as e-prescriptions and payment processing. The enterprise plan is designed for larger organizations and includes custom pricing based on the number of providers and patients.
Medici also offers a free trial for healthcare providers to try out the platform before committing to a subscription. Additionally, patients can use the platform for free to communicate with their providers, but pricing may vary depending on the provider’s chosen plan.
RingCentral is a cloud-based communication platform that provides a range of tools for businesses, including healthcare providers. The platform offers voice, video, messaging, and collaboration capabilities and is designed to integrate with existing healthcare systems and workflows.
RingCentral pricing for healthcare is based on a per-user, per-month subscription model. The standard plan starts at $19.99 per user per month and includes basic voice, messaging, and video capabilities. The premium plan starts at $34.99 per user per month and includes additional features such as video meetings with up to 200 participants and team collaboration tools. The ultimate plan starts at $49.99 per user per month and includes advanced features such as custom app development and analytics.
RingCentral also offers a free trial for healthcare providers to try out the platform before committing to a subscription. Additionally, the platform provides 24/7 customer support and a dedicated healthcare team to assist with implementation and ongoing support.
Mend is a telehealth platform designed for healthcare providers and patients to connect through video appointments and messaging. The platform aims to help providers offer high-quality care to their patients in a more convenient and accessible way.
Mend pricing for healthcare is based on a per-provider, per-month subscription model. The basic plan starts at $59 per provider per month and includes basic messaging and video capabilities. The standard plan starts at $119 per provider per month and includes additional features such as scheduling and payment processing. The premium plan starts at $249 per provider per month and includes advanced features such as custom branding and API access.
Mend also offers a free trial for healthcare providers to try out the platform before committing to a subscription. Additionally, the platform provides 24/7 customer support and a dedicated account manager to assist with implementation and ongoing support.
SimplePractice is a practice management software designed for healthcare providers to manage their practice workflows, clinical documentation, and patient engagement. The platform includes scheduling, billing, secure messaging, and telehealth capabilities.
SimplePractice pricing for healthcare is based on a per-provider, per-month subscription model. The essential plan starts at $39 per provider per month and includes basic features such as scheduling and billing. The professional plan starts at $59 per provider per month and includes additional features such as telehealth and secure messaging. The business plan starts at $99 per provider per month and includes advanced features such as custom branding and intake forms.
SimplePractice also offers a free trial for healthcare providers to try out the platform before committing to a subscription. Additionally, the platform provides 24/7 customer support and various resources such as webinars, workshops, and an online community.
eVisit is a telemedicine platform designed for healthcare providers to offer virtual care to their patients. The platform includes features such as video consultations, secure messaging, and remote patient monitoring.
eVisit pricing for healthcare is based on a per-provider, per-month subscription model. The basic plan starts at $249 per provider per month and includes basic video and messaging capabilities. The standard plan starts at $399 per provider per month and includes additional features such as scheduling and payment processing. The enterprise plan is designed for larger organizations and includes custom pricing based on the number of providers and patients.
eVisit also offers a free trial for healthcare providers to try out the platform before committing to a subscription. Additionally, the platform provides 24/7 customer support and a dedicated customer success manager to assist with implementation and ongoing support.
When it comes to video conferencing and HIPAA compliance, there are a few things you need to keep in mind. First, all covered entities must ensure that any electronic protected health information (ePHI) is properly secured. This means encrypting all data in transit and ensuring that only authorized individuals have access to the information.
Second, you must consider the platform you’re using for video conferences. While there are many different options available, not all of them are compliant with HIPAA regulations. When choosing a video platform, be sure to select one that offers end-to-end encryption and other security features to protect your ePHI.
Finally, remember that even if your video conferencing platform is compliant with HIPAA regulations, you still need to take steps to ensure the privacy of your patients’ information. This includes ensuring that all participants in a conference are authorized to access the ePHI being discussed and making sure that any recordings of the conference are properly secured. By taking these precautions, you can ensure that your video conferences are conducted in a manner that is compliant with HIPAA regulations.
Public-facing video communication is any two-way audio or video communication between health care providers and patients or between providers and the general public. This can include everything from telemedicine appointments to live broadcasts of surgeries.
Here is a list of some public-facing video tools that are not recommended for use in healthcare due to privacy and security concerns:
Want to get the latest updated information on staying HIPAA-compliant? Download our checklist.
