Healthcare
Zoho and HIPAA: what US clinics need to know
By Harikrishnan, Founder & Chief Zoho Consultant, Flowpeak · 10+ years in Zoho · Published · Last updated
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US clinics often ask whether they can use Zoho CRM, Bookings or Desk with patient information. The short answer: Zoho offers HIPAA-related options, but compliance depends on the agreement you sign with Zoho, the apps you use and how they are configured. This guide explains what to check.
Start with the Business Associate Agreement
Under HIPAA, a vendor that stores protected health information for you needs a Business Associate Agreement (BAA). Check Zoho's current HIPAA documentation and which Zoho products and editions are covered by its BAA before you store patient data. Only use covered apps for PHI.
Configuration matters as much as the vendor
- Role-based access so staff see only what they need
- Two-factor authentication for every user
- Field-level security for sensitive fields
- Audit logs turned on and reviewed
- Data retention and deletion rules
- No PHI in email subjects, SMS or unsecured attachments
Typical clinic setup
Many clinics use Zoho CRM for enquiries and patient follow-up, Zoho Bookings for appointments and Zoho Desk for patient questions, while clinical records stay in the EHR. Keeping clinical data in the EHR and operational data in Zoho reduces risk.
What we do and do not do
We configure Zoho with access controls, audit and consent in mind and document the setup. We are not lawyers or compliance auditors; your compliance officer or adviser should confirm the final setup meets your obligations.
Want help putting this into practice? Flowpeak works as a Zoho consultant for US businesses, delivering remotely from Chennai. Book a free call to talk through your setup.
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Frequently asked questions
Is Zoho HIPAA compliant?
Zoho offers HIPAA-related options and a Business Associate Agreement for certain products. Compliance also depends on which apps you use and how they are configured, so check Zoho's current documentation and confirm with your adviser.
Can a clinic use Zoho Bookings for appointments?
Many clinics do. Keep clinical details out of booking notes and confirm the app is covered under your BAA if any PHI is stored.
Should patient records live in Zoho?
Clinical records usually stay in the EHR. Zoho is typically used for enquiries, scheduling, follow-up and support.