Is Microsoft Teams HIPAA compliant? This is a question any organization dealing with “Personal Healthcare Information” (PHI) will need to answer before installing MS Teams.
As Microsoft Teams has emerged as a popular collaboration and communication solution for the new work age, its features have evolved. Microsoft knows that countless companies from virtually every industry now rely on its tools to keep teams connected.
As such, the company offers specific plans, add-on features, and services designed to improve end-to-end compliance. Microsoft has even partnered with countless other vendors to assist companies with capturing and securing data.
However, responding accurately to “Is Microsoft Teams HIPAA compliant?” may still be more complex than it seems. Here’s everything healthcare companies need to know.
How Can Healthcare Companies Use Microsoft Teams?
No software can be fully HIPAA compliant by design. Ultimately, it’s up to the software’s end user to ensure they’re using the technology correctly.
However, with the right policies and safeguards, healthcare companies can utilize Microsoft Teams for various purposes. In recent years, Microsoft has expanded its functionality to support multiple healthcare business needs.
The platform supports:
Virtual health visits
Since the pandemic, Telehealth has become increasingly popular, offering patients a unique opportunity to connect with medical professionals anywhere. Microsoft Teams provides a secure platform for doctors and medical consultants to interact with patients.
Appointment booking features are available for scheduling, managing, and conducting appointments. Additionally, every conversation on Microsoft Teams is encrypted, ensuring discussions can remain confidential.
Team collaboration
Medical teams are often made up of various professionals across a vast landscape. Microsoft Teams allows for the digitization of the healthcare team. Employees can communicate quickly and freely with Microsoft’s frontline technologies.
Files and information can be shared alongside video and voice. There are even touch-to-talk options for medical professionals on the move. Teams can also use Viva technologies linked to the Microsoft Teams landscape to boost employee engagement.
Manage healthcare processes
With Teams’ wide variety of schedule management and coordination tools, healthcare companies can streamline and empower teams. The platform allows everyone to log into a shared platform using any device, so people can choose how they work.
Moreover, with graphs, tools, and integrations, it’s easy to streamline patient intake and keep track of essential schedules. The platform even offers EHR integrations, allowing teams to share patient information and reduce medical errors securely and confidently.
Microsoft Teams HIPAA Compliance: the HIPAA Guidelines
Microsoft Teams is a sophisticated and versatile communications platform. It leverages encryption and safeguards to secure chat, video, and file-sharing capabilities. Due to the various integrations and add-ons available for Microsoft Teams, it has become a popular choice for healthcare brands.
Team’s versatile platform can bridge the gaps between in-person and remote groups and pave the way for excellent patient interactions. Even booking tools and Microsoft EHR connectors are available for virtual visits and telehealth.
However, while MS Teams can be a valuable tool for health companies, organizations must be cautious about how they use and store PHI.
HIPAA guidelines state that any software company interacting with PHI is considered a “business associate.” This means that to make Microsoft Teams HIPAA compliant, the software needs technical and administrative safeguards for such data.
There also needs to be a Business Associate Agreement (BAA) between a covered entity and the business associate (Microsoft) before the platform can be used with PHI.
Is Microsoft Teams HIPAA Compliant?
The query “Is Microsoft Teams HIPAA compliant” is complex because software alone can’t ensure compliance with medical data standards. However, according to Microsoft, the Teams platform can help to enable HIPAA compliance.
In a whitepaper published in 2019, Microsoft explained all of its cloud networks follow its own “Trusted Cloud” strategies to ensure security, privacy, and compliance. The company does address several significant concerns for healthcare companies, including:
- Ensuring the integrity, confidentiality, and availability of PHI
- Detecting and safeguarding against potential data threats
- Protecting against impermissible uses or disclosures
- Monitoring compliance in the workforce
However, making Microsoft Teams HIPAA compliant depends on the companies’ strategy to monitor and manage their teams. There are various potential risks to using Microsoft Teams in a healthcare landscape, including:
- Potential unauthorized access to sensitive information due to lax security configuration
- Insecure file sharing through the enterprise with guests and other users
- Data loss or leakage due to insecure sharing settings within Teams
- Issues caused by third-party application vulnerabilities
- Improper user permissions in the Teams ecosystem
Making Microsoft Teams HIPAA Compliant
On a basic level, no software can be HIPAA-compliant as standard. How software is used and configured determines the compliance of an entity. Fortunately, Microsoft Teams has several safeguards in place to enable HIPAA compliance. The platform comes with:
- Access controls: Complete control over user accounts to determine which employees can access and share PHI.
- Single sign-on: Users can access related systems with the same login credentials, such as Microsoft Teams and Office 365.
- MFA: Multifactor authentication can be enabled within Teams to reduce the risk of data breaches caused by insecure passwords.
- Audit logs: Users can track access to PHI to ensure adherence to HIPAA guidelines.
- Encryption: Microsoft automatically encrypts data both in transit and at rest.
There are also certain apps and add-ons for Teams that can assist with HIPAA compliance. For any company wondering, “Is Microsoft Teams HIPAA compliant?” here are the key points you’ll need to be aware of when implementing the software.
The Right Microsoft Teams Plan is Crucial
It may go without saying, but the free version of Microsoft Teams has different security solutions to its premium alternatives. HIPAA regulations dictate that covered entities must enter a BAA with software providers who might “touch” or interact with PHI.
Business Associate Agreements are only available on Microsoft Teams for users of premium Microsoft 365 or Teams plans. These signed BAA agreements allow healthcare companies to store and use PHI within Teams safely.
The Microsoft 365 Basic and Standard Business plans can be configured for HIPAA compliance. The Office 365 E5 and E3 plans and the Microsoft 365 F3, F5, E3, and E5 methods are also suitable. Perhaps the most effective plan for healthcare companies is the Microsoft Cloud for Healthcare plan. This claims to improve clinical and operational insights and empower health teams.
Use of Microsoft Teams Must Follow Compliance Standards
As mentioned above, how your company uses Microsoft Teams ultimately defines if you’re HIPAA compliant. Once you’ve purchased the right plan and acquired a BAA, you must configure Teams for compliance. Depending on your project, devices, and business structure, this might mean enabling features like “automatic log-off” and installing an EHR connector.
It may also be necessary to disable Data Loss Prevention for external users. This could be essential for companies inviting patients to Teams as “guests.” Business leaders will also need to ensure they’re taking full advantage of the safeguards in Microsoft Teams, including:
- User access controls to define authorized personnel
- Encrypting data in transit and at rest
- Maintaining auditing logs and data retention policies
- Using SSO and Multi-factor authentication
As well as configuring Teams to be HIPAA compliant, companies will need to configure any apps they use with the service. This could include setting up policies for Microsoft Lists, Tasks, Approvals, Bookings, Shifts, Outlook, and Office services.
Preserving Microsoft Teams HIPAA Compliance
To confidently answer “Is Microsoft Teams HIPAA compliant?” with a “Yes, ” companies must develop policies for their employees to follow. This could also include creating training programs to dictate how information is collected and shared.
Beyond implementing essential safeguards, business leaders must consider using apps and add-ons for compliant recording and data storage. They’ll also need to determine how they will identify the misuse of PHI and protected information in Teams.
To strengthen record-keeping and compliance strategies, businesses may also consider using additional tools to capture and retain data from various unified collaboration and communication sources.
Is Microsoft Teams HIPAA Compliant? The Verdict
So, is Microsoft Teams HIPAA compliant?
The simple answer is the software can enable and empower compliance when used correctly. Microsoft Teams offers a range of built-in security controls and privacy features. It also allows companies to establish a BAA to adhere to HIPAA rules.
To remain HIPAA compliant, companies must go beyond simply relying on Microsoft Teams’ existing solutions. Organizations will need to create policies and strategies to assist with PHI protection. They’ll also need to ensure their team members are using Teams correctly.
This could mean establishing specific procedures and offering security awareness training routinely to each Teams user. Ultimately, Microsoft Teams can meet most of the security standards of HIPAA. However, whether it provides a HIPAA-compliant experience depends on you.
Microsoft Teams HIPAA Compliance FAQ
Is Microsoft Teams safe for patient information?
Microsoft Teams has data loss prevention safeguards in place and various encryption solutions available to protect patient data. However, companies must have the proper privacy and security guidelines to ensure compliance.
Is Microsoft Teams compliant with HIPAA in 2023?
Microsoft Teams is identified as “Tier D-compliant.” This means it can be configured to adhere to the standards of HIPAA, SSAE16 SOC 1 and SOC 2, EU Model Clauses, ISO 27018, and ISO 27001. However, full compliance will depend on the configurations and policies of the business.
How do I make Teams HIPAA compliant?
Implementing the proper safeguards, choosing the correct plan for Microsoft Teams, and effectively leveraging access controls can help improve HIPAA compliance. Teams also have apps and add-ons to assist with HIPAA compliance.
