Google Calendar and HIPAA Compliance

Google Calendar and HIPAA Compliance: What Healthcare Providers Need to Know

Google Calendar is a widely used scheduling tool that helps businesses and individuals stay organized. But for healthcare organizations handling sensitive patient data, ensuring compliance with HIPAA (Health Insurance Portability and Accountability Act) is essential. So, is Google Calendar HIPAA compliant?

How Google Calendar Handles Security and Privacy

Google Calendar offers several security and privacy features that can support HIPAA compliance when used correctly. These include:

  • Encryption: Data is encrypted both in transit and at rest to prevent unauthorized access.
  • Access Controls: Organizations can restrict who can view or edit calendar events.
  • Audit Logs: Admins can monitor activity and track changes made within Google Calendar.
  • Integration with Google Workspace Security Tools: Features like two-factor authentication (2FA) and security alerts help protect accounts.

Meeting HIPAA Compliance with Google Calendar

While Google Calendar includes robust security measures, HIPAA compliance depends on proper setup and usage. Here’s what healthcare organizations need to do:

1. Use Google Workspace with a Signed Business Associate Agreement (BAA)

  • Google only supports HIPAA compliance under Google Workspace Enterprise or Business Plus plans.
  • A BAA must be signed between the healthcare provider and Google to meet compliance requirements.

2. Configure Security Settings

  • Restrict calendar sharing to authorized users only.
  • Disable external sharing of event details.
  • Implement two-factor authentication (2FA) for added security.

3. Avoid Storing PHI in Calendar Events

  • Do not enter protected health information (PHI) in event titles, descriptions, or attachments.
  • Instead, use appointment codes or internal references to avoid including patient data.

4. Train Staff on HIPAA Best Practices

  • Educate employees on securing Google Calendar and preventing accidental exposure of PHI.
  • Regularly review compliance policies to stay up to date with HIPAA regulations.

Getting HIPAA compliant

Google Calendar can be HIPAA compliant when used with a Google Workspace Enterprise plan, a signed BAA, and proper security configurations. However, it is crucial to follow best practices and avoid storing PHI directly in calendar events.

For assistance with Google Workspace security and HIPAA compliance, Cloudasta can help. Contact us today to ensure your organization is using Google’s tools safely and effectively!