With more people choosing to go remote in lieu of in-person communication, finding the best video conferencing system that works for you is difficult. There are so many options to choose from. Since the rise of Covid-19, the demand for telemedicine as an option for medical communication is rapidly rising. Businesses in healthcare are rushing to meet patient demands while learning to navigate rising concerns of virtual security and staying HIPAA-compliant. Keeping patient data and privacy secure and protected while functioning in a nearly 100% virtual capacity is a healthcare provider’s priority.
Staying HIPAA-Compliant Virtually
The Health Insurance Portability and Accountability Act (HIPAA) of 1996 is a set of rules and regulations that monitor the security and privacy of patient health information (PHI). This means strict monitoring of PHIs that may be communicated and transmitted through video, audio, or text.
With telehealth booming since Covid-19, the security of a patient’s data and medical record is the prerogative of healthcare providers and business associates. Because of the nature of being remote, the likelihood of a security breach of patient information increases. Hence, figuring out which video conferencing system offers the best and most updated software solutions while staying HIPAA-compliant is important. As you’re deciding which video conferencing system to use for your organization, consider these three aspects that are the foundation for HIPAA compliant video conferencing: general virtual security, end to end encryption, and data storage.
General Virtual Security
It’s obvious, but most people don’t consider the general virtual security of a video conferencing system. To make sure you stay HIPAA-compliant, the very least you can do is to ensure the security of your organization’s basic information.
Features like a two-step authentication process ensure that your basic log-in information and your virtual appointments stay confidential without the malignant interruption of a security breach. Most two-step authentication processes require an SMS passcode/phone call and an email verification code or link. Allowing access only to authorized users through this process on both the patient and provider’s end reduces the chances of a security breach while staying HIPAA compliant.
End-to-End Encryption
End-to-end encryption (E2EE) covers the technical safeguard aspect of PHI and ePHI security as regulated by the HIPAA Security Rule. End-to-end encryption protects and limits the network communication to only the authorized users with the appropriate information to unlock sensitive patient information and data. This means that when patient information and data like ePHIs are transmitted through a network, the data can travel protected from interference and breaches until in the safety of its recipient.
Data Storage
Data storage is one of the most important features to safeguard in telehealth. In accordance with HIPAA regulations, only the direct healthcare provider is able to store sensitive patient data and information. So ensuring that your choice of video conferencing system offers high security for data storage is the prerogative of a healthcare provider.
This might seem overwhelming, but with the proper HIPAA-compliant video conferencing system, you and your organization will be able to work safely in telehealth. To get you started, here are 10 HIPAA-compliant video conferencing systems to use.
HIPAA Video
As noted on their official website, HIPAA Video offers a very simple and easy-to-use interface for even the least familiar with technology and is HIPAA-compliant. Entirely cloud-based, HIPAA Video runs its server on Microsoft Secure Government, a federal government cloud server. Easily accessible, HIPAA Video also provides an array of security features including a two-step authentication password process, end-to-end encryption, a top-notch cloud-based storage system, and offers signed copies of BAAs. HIPAA Video features:
- High-quality video and audio for group calls
- Unlimited visits and session minutes
- Chat and file share as well as a share screen feature
- A note-taking feature for healthcare providers
- Ability to record with patient consent
Zoom for Healthcare is entirely cloud-based, however, only the Zoom for Healthcare system is HIPAA compliant--the free version is not. It includes multi-layer security with 256-bit AES-GCM encryption and signed BAAs. Zoom for Healthcare boasts an impressive EHR and medical device integration that allows for easy and uninterrupted video, phone, chat, and smart workspaces. However, they do not offer patient billing or appointment scheduling features. Some of the features of Zoom for Healthcare include:
- In-app file sharing
- Patient waiting room
- Chat feature
- Transcripts of recordings
- In session whiteboard tool
- Mute and unmute tool
Thera-LINK is a video conferencing system available only to mental health professionals. Focused solely on telehealth, Thera-LINK provides an array of features garnered towards mental health professionals and their patients. With a clean and easy system, Thera-LINK is stress-free and accessible to all clients and patients while managing to stay HIPAA compliant. They have end-to-end encryption and offer signed BAAs. Because their system allows for multiple patient screens, it is also an ideal video conferencing system for group counseling, family therapy, and support groups. Thera-LINK features include:
- Customizable patient waiting room
- Client self-scheduling
- Provider directory listing
- Secure messaging features and screen sharing
- Note-taking feature
Doxy.me is a video conferencing system that doesn’t require client and patient download and installation in order to communicate with healthcare providers. One of the most secured and protected systems available with signed BAAs and breach insurance, Doxy is free to use through basic web browsers. Highly accessible, their features include:
- Customizable patient waiting room
- Patient queue
- Unlimited visits and session minutes
- Chat messenger
- Easy rescheduling tool and access to meeting history
- Personalized URL address
VSee is a free alternative for lovers of Zoom’s video conferencing system. Protected by end-to-end encryption and signed BAAs, VSee is HIPAA compliant. VSee’s system offers customized intake forms and direct patient payment online. VSee also has a health feature that allows providers and patients to track and record patient wellness journeys. Some of VSee features include:
- Unlimited one-on-one video calls and messaging
- Patient self-scheduling
- Document and screen sharing
- Electronic prescriptions
- Virtual walk-in patients
- VSee medical equipment integration
Simple Practice Telehealth is a desktop video conferencing system that is unique in its mobile-friendly feature. Simply HIPAA compliant, Simple Practice Telehealth offers accessible and easy-to-use insurance processing, unlimited client calls, and an accessible video call link. Simple Practice Telehealth features include:
- Provider and patient calendar synching
- Mobile friendly patient intake documents
- Virtual activities and communication
- In session Telehealth timer
- Autopay billing
GoToMeeting’s video conferencing system is similar to Zoom. They offer both business and telemedicine uses. HIPAA compliant, GoToMeeting allows for multiple participants to join a meeting and includes a unique feature. Their system has a commuter mode that allows patients to attend virtual appointments from anywhere. A few of GoToMeeting features are:
- Meeting transcriptions
- Drawings and annotations feature
- Screen sharing
- Note-taking feature
- Chat feature
MegaMeeting’s video conferencing system provides a HIPAA-compliant platform for telemedicine video conferencing and webinars. Their system is ideal for not only holding client and patient appointments but also hosting opportunities for employee training and conferences. A few of MegaMeeting’s video conferencing system features include:
- Secure and unique conferencing links
- File and share screen features
- Client and patient registration
- All-in-one telemedicine services
- Video conferencing and webinar white labeling
Medici is one of the only HIPAA-compliant video conferencing systems that runs solely on mobile devices. Its robust platform is run by high-performing security, with SOC2 Type 2 and VCPR compliance and signed BAAs. Medici’s system enables voice and video calls, allowing accessibility for patient use. With a unique video conferencing system, Medici offers an array of features:
- Real-time chat translation in over 40 languages
- Billing and payment features
- Group chat
- Physician and healthcare directory
- Secure text, voice, and HD video communication
Chiron Health
Chiron Health’s video conferencing system offers a cloud-based service with EMR integration and is HIPAA-compliant with signed BAAs. Chiron Health features a system that is easy to use for healthcare providers. The system also allows providers to customize their plans and integrate the Chiron Health System into their practice. A few of Chiron Health's features are:
- Patient appointment notifications
- Unlimited video visits
- Easy insurance processing and bill pay
- Streamlined patient workflow
- Patient self-scheduling
