The rise of telehealth has revolutionised healthcare delivery, enabling patients to access medical services remotely and conveniently. Video conferencing has become an integral tool in this transformation, facilitating real-time consultations, diagnoses, and even remote monitoring.
However, the virtual nature of these interactions raises crucial concerns about patient privacy and data security. This is where HIPAA, the Health Insurance Portability and Accountability Act, steps in, establishing a comprehensive framework for safeguarding sensitive patient information.
This article is your roadmap to adding HIPAA-compliant video conferencing to your digital consultation arsenal.
We'll break down the key HIPAA requirements that apply to video conferencing and equip you with the knowledge to navigate the different options for adding video conferencing capabilities, from choosing a HIPAA-compliant vendor to building your own solution.
What makes a video conferencing solution HIPAA compliant?
Understanding requirements essential for HIPAA compliance is a key to ensure that your telehealth service operates within the bounds of HIPAA regulations. Some specific requirements include -
1. Business associate agreements (BAAs):
A BAA is a legal contract between your healthcare organization (the covered entity) and the video conferencing vendor (the business associate). It outlines the vendor's obligations for protecting your patients' protected health information (PHI) when using their platform. Signing a BAA plays a significant role in ensuring HIPAA compliance.
What to look for in the BAA:
01.
Scope of Services
Does the BAA clearly define the specific services the video conferencing vendor will provide, and the type of PHI they will access?
02.
Scope of PHI covered
Does it encompass all data captured during video consultations, including recordings or transcripts?
03.
Security Measures
Does the BAA outline the specific security measures the vendor will implement to protect PHI, such as data encryption and access controls?
04.
Breach notification and response plan
Does the BAA specify the vendor's responsibilities in case of a PHI breach, including timeframes for notification and reporting?
05.
Permitted Uses and Disclosures
Are the permitted uses and disclosures of PHI clearly defined, and consistent with HIPAA regulations?
2. End to end encryption (E2EE)
HIPAA regulations mandate that PHI be protected against unauthorized access, disclosure, and misuse. E2EE plays a critical role in fulfilling this obligation by:
Preventing interceptions
E2EE makes it virtually impossible for hackers or unauthorised users to intercept and decipher your video conferences, even if they manage to breach the platform itself.
Securing data at rest and in transit
E2EE safeguards your data not just during the live video conference, but also while it's stored on the platform's servers.
Boosting patient trust
By knowing their information is shielded by E2EE, your patients can rest assured that their privacy is prioritised during every virtual interaction.
3. Data transmission security:
Data transmitted during video consultations, including audio, video, and chat messages, must be protected using secure protocols like Secure Real-Time Transport Protocol (SRTP). Additionally, data should be transmitted over secure connections, such as virtual private networks (VPNs), to further mitigate the risk of interception.
4. Strong access and authentication control
Think of them as multi-layered security checkpoints. These controls verify the identity of every user attempting to enter your virtual consultation room, ensuring only authorized individuals gain access to patient information. This includes employing
multi-factor authentication
unique user IDs
strong password requirements
role-based access controls
secure session management
user activity monitoring
account lockout mechanisms
regular security audits
5. Data backup and disaster recovery:
Implementing robust data backup and disaster recovery plans is crucial to ensure business continuity and data availability in unforeseen circumstances. Regular backups should be created and stored securely in separate locations. Additionally, disaster recovery plans should be tested and updated regularly to ensure a rapid and effective response to any potential disruptions.
Must-have features in a HIPAA compliant video conferencing solution
HIPAA Compliance
Ensures patient privacy and data security, a non-negotiable requirement.
High-Quality Video and Audio
Crisp visuals and clear sound are crucial for accurate diagnosis and effective communication.
Chat and Messaging
Enables pre- and post-consultation communication for enhanced patient care.
Screen Sharing
Facilitates seamless sharing of medical images, test results, and documents.
Secure Connection
Protects sensitive patient information through robust encryption protocols.
Call Recording
Supports recordkeeping, training purposes, and medico-legal requirements.
Easy Scheduling and Integration
Integrates with practice management software for efficient appointment scheduling and recordkeeping.
User-Friendly Interface
Intuitive and straightforward interface ensures ease of use for both doctors and patients.
Virtual Waiting Room
Organises the workflow and provides a comfortable waiting experience for patients.
Multiple Device Support
Offers accessibility from various devices, including desktops, tablets, and smartphones.
File Sharing
Enables secure sharing of prescriptions, lab reports, and other medical documents within the platform.
3 different methods to add HIPAA compliant video conferencing
Now that we know what makes a video conferencing solution HIPAA compliant, let's look at the different ways to add it to your existing infrastructure, from building your own custom solution to partnering with a secure vendor.
Here are some different ways to add HIPAA-compliant video conferencing to your telehealth infrastructure:
1. Build your own native video conferencing solution
Integrating native video conferencing into your telehealth application using secure HIPAA compliant video conferencing APIs can be highly effective.
This method not only offers flexibility and customizability, but it also ensures an optimal user experience. It affords maximum control over your platform's security and data privacy, key factors when dealing with sensitive patient information.
Digital healthcare businesses aiming to democratize healthcare delivery often leverage this model to create intuitive mobile apps that allow patients to easily sign up and conduct consultations efficiently.
2. Partnering with a HIPAA compliant video conferencing vendor
Softwares like Zoom or Google Meet offer diverse functionalities such as screen sharing, annotation, and chat features. These options, generally more cost-effective and easier to implement, suit solo practitioners and small practices exceptionally well.
3. Leveraging existing patient engagement software
Several patient engagement software systems come with built-in video conferencing capabilities. This allows healthcare providers to leverage their existing infrastructure, making it an efficient and cost-effective solution.
These platforms are usually tailor-made for large hospital chains venturing into telehealth, ensuring a smooth integration into your workflow and a seamless experience for your patients.
Building your own native video conferencing solution
Creating a native video conferencing solution might initially seem intimidating, considering the seemingly complex task of developing a solution that meets high standards similar to platforms like Zoom or FaceTime. However, with the right tools and infrastructure, building your own solution can offer you unparalleled control over customization and patient experience.
Benefits of native video conferencing integration within your telehealth app:
01.
Limitless customization
Craft a video conferencing experience that seamlessly integrates with your existing workflow and brand. No more adapting to someone else's limitations.
02.
Own your conversations
Wield complete control over moderation tools, user behaviour analysis, and data ownership. Gain invaluable insights to optimise your platform and patient interactions.
03.
New monetization opportunities
Granular control over call settings empowers you to design tiered call limits, offering a premium version with unlimited calls or incentivizing product adoption by regulating call duration based on subscription plans.
04.
Contextual Continuity
Maintain a seamless conversation history. Persistent chat and calling information within the patient/doctor chat interface ensures context is never lost.
05.
Unified Experience, Unified Care
Break down communication silos. Offer a unified chat and conferencing experience that empowers both patients and providers, streamlining care delivery.
How can CometChat help?
At CometChat, we empower healthcare organizations to build their own secure and HIPAA-compliant communication experiences in their existing platforms. Our ready-made UI kits and in-app communication SDKs accelerate development, offering pre-built components and features for various platforms like web, iOS, and Android.
This allows organizations, from telehealth startups to large hospitals, to easily integrate chat and video calling, streamline appointment scheduling, and securely share medical records.
Sign up for a free account to quickly test and iterate.
Chat with our team to get a personalised demo tailored to your workflow and patient experience.
Partnering with a HIPAA compliant video conferencing vendor
For those lacking the resources or desire to build their own video conferencing solution from scratch, partnering with a HIPAA-compliant vendor offers a quick and convenient path.
These platforms take on the technical load, letting healthcare providers focus primarily on their services. However, this option comes with its own limitations, trading control and flexibility for ease of implementation.
Unlike building your own platform, partnering with a vendor grants you limited control over the user experience, features, and security measures. You'll be at the mercy of their roadmap, updates, and potential limitations, making customization a challenge.
Your video consultations are tied to the vendor's platform. If their servers experience downtime, your communication lifeline gets cut. You'll have no control over restoring service or mitigating disruptions.
Chat messages exchanged within the vendor's platform won't automatically integrate with your app's chat system. You'll either be stuck with a fragmented communication history or need to build costly integrations to bridge the gap.
Analyzing detailed call data, like average call duration or patient engagement metrics, becomes challenging. You might need to rely on the vendor's analytics tools or build custom integrations,
Partnering can be a viable option for:
01.
Solo practitioners or small practices seeking a quick and cost-effective solution.
02.
Organizations prioritizing ease of use and minimal upfront investment.
03.
Those comfortable with relying on a third-party platform for core communication functions.
We'll provide a detailed review and comparison of various HIPAA compliant video conferencing vendors, allowing you to weigh these trade-offs and make an informed decision.
1. Zoom
Zoom is a widely popular platform for hosting virtual meetings from anywhere in the world. However, the main platform is not HIPAA compliant. To meet compliance requirements specifically in healthcare, Zoom created a separate piece of HIPAA compliant video conferencing technology, Zoom for Healthcare.
How does Zoom maintain HIPAA Compliance?
Most importantly, Zoom for Healthcare has a signed Business Associate Agreement (BAA) that stipulates securing personal information and medical data using AES-256 encryption standards.
2. Google Meet
Google Meet is free, easy to use, and secure, but it lacks advanced features and recording capabilities in the free plan.
Is Google Meet HIPAA Compliant?
Google Meet safeguards HIPAA-compliant chat through a multi-layered approach, encompassing robust encryption, access controls, 2FA, and data minimization. It adheres to HIPAA regulations via a dedicated Business Associate Agreement and GDPR compliance, while offering features like chat log export and reporting tools for enhanced security and record-keeping.
3. GoToMeeting
Like Zoom, GotoMeeting is a widely familiar video conferencing and screen-sharing platform used not only for telehealth, but also for personal and business purposes.
How does GoToMeeting maintain HIPAA Compliance?
To maintain HIPAA compliance for telehealth conferencing, GoToMeeting uses AES-256 encryption on both video calls and data at rest, a signed BAA, and multiple security features such as meeting lock, unique passwords, risk-based authentication on enterprise-grade SSO.
Leveraging existing patient engagement software
These platforms are typically designed with healthcare scenarios in mind, ensuring seamless integration into your existing workflow.
They offer unique features adapted for the specific needs of patient engagement, such as appointment scheduling, automated reminders, and patient health record (EHR) integration.
Moreover, using a system your team is already familiar with can reduce training time and minimise adjustment challenges, allowing your staff to focus on what really matters - providing excellent patient care.
While leveraging existing software can be beneficial, it's essential to ensure the built-in video conferencing capabilities meet your needs in terms of quality, security, and ease of use.
We will delve deep into reviews of various patient engagement software systems with built-in video conferencing. These reviews will provide a first-hand account focusing on their user experience, strengths, possible limitations, and most importantly, their approach towards maintaining HIPAA compliance.
1. Doxy.me
Doxy.me is a renowned patient engagement software widely used in the healthcare sector. With its primary focus on telemedicine, Doxy.me provides a simple and convenient way for healthcare professionals to conduct online consultations while maintaining HIPAA compliance.
Doxy.me is a browser-based web application built with JavaScript that can be run on any device that has a supported browser, camera, and a microphone.
How Doxy.me maintains HIPAA Compliance?
Doxy.me does not store protected health information (PHI), secures data with intrusion detection systems and has disaster preparation plans in place.
2. SimplePractice Telehealth
SimplePractice Telehealth is a HITRUST and HIPAA compliant telehealth app that allows doctors and patients to connect through a secure video meeting for virtual consultations. Patients can book their own appointments through the calendar functionality within the app.
However, while this may be planned for the future, SimplePractice does not offer a public API or any integrations at this time. Until then, SimplePractice is a closed system that serves as an off-the-shelf solution ideal for clinics that need to implement telehealth as quickly as possible.
How SimplePractice maintains HIPAA Compliance?
SimplePractice has an internal Security and Privacy Program and a signed BAA that incorporates requirements from the HIPAA, HITRUST CSF, NIST, and PCI-DSS frameworks, to name a few. To ensure compliance, they use access control policies, AES-256 encryption, and 24/7 monitoring for vulnerabilities to boost protection on their networks and all endpoints.
3. VSee
VSee is a highly robust telehealth platform with a variety of HIPAA-compliant telemedicine solutions support for different clinical specialties. Its free plan includes unlimited one-on-one video calling, whether using an app or a browser, unlimited secure messaging, screen sharing with live annotations, and file transfers using end-to-end encryption.
Clinics can use the VSee SDK and API to build a telehealth portal that integrates HIPAA compliant video conferencing with waiting rooms, triage centers, EHR screen sharing, secure messaging, and wearable devices.
How VSee maintains HIPAA Compliance?
Not only does VSee ensure HIPAA compliance by protecting PHI and data privacy in all audio and video communications through secure encryption, but also offers BAA agreements that stipulate all patient information be kept secure and any breach of PHI be immediately reported.
Aarathy Sundaresan
Content Marketer , CometChat
