Best Video Conferencing Tools HIPAA Compliant

Finding a secure and compliant video conferencing platform is no longer optional—it's essential for modern healthcare. As telehealth becomes mainstream, providers face a critical challenge: choosing solutions that protect patient privacy while enabling efficient, high-quality care. With sensitive data at stake, not every platform is up to the task.

HIPAA telehealth requirements go far beyond basic video calls. To remain compliant, healthcare organizations must verify that their videoconferencing tools offer features like encryption, secure waiting rooms, audit logs, and clear recording consent. Just as important is the need to sign a Business Associate Agreement (BAA) with any provider handling protected health information (PHI).

We're here to help you confidently navigate this complex landscape. In this guide, we’ll break down why HIPAA matters for video conferencing, highlight the must-have features—think DLP, MFA, retention controls—and showcase the best five HIPAA-compliant solutions. Let’s get you equipped to choose a tool that puts privacy, security, and patient trust first.

Why Does it Matter HIPAA for Video Conferencing?

Why does HIPAA matter so much for video conferencing in healthcare? The answer is simple: telehealth platforms are now the frontline for sensitive patient interactions. Every video call, chat message, and shared document could involve protected health information (PHI), which is strictly regulated under HIPAA. If we overlook compliance, we risk not only patient trust but also hefty fines, legal action, and serious reputational damage.

HIPAA telehealth rules aren't just bureaucratic hurdles—they are critical safeguards. When using videoconferencing tools, we must ensure that every layer—from basic logins to data storage—prevents unauthorized access, interception, or leaks of PHI. That means choosing solutions that actively support key security and privacy requirements. Here’s what really matters:

• Business Associate Agreement (BAA): Any third-party videoconferencing vendor handling PHI must sign a BAA, holding them accountable for HIPAA compliance. Without this signed agreement, your organization is exposed to compliance risks.
• Encryption: Strong, end-to-end encryption ensures that only authorized participants can access the audio, video, and shared files. This thwarts eavesdroppers and hackers, keeping patient sessions private.
• Virtual Waiting Room: Robust platforms include a waiting room feature, letting providers control when patients enter a session. This prevents accidental exposure of PHI between patients and helps verify participant identity before sensitive information is shared.
• Recording Consent: If a session is recorded, obtaining explicit patient consent is mandatory. Plus, the platform must store recordings securely with access controls and audit logs documenting who accessed or shared the files.
• Audit Logs: Detailed logging tracks who accessed PHI, when, and what actions were taken. These records are vital for detecting suspicious activity and for compliance audits.
• Retention Policies: HIPAA mandates how long PHI (including video session data or recordings) must be kept. Your platform should support customizable retention settings to match your legal obligations.
• Data Loss Prevention (DLP): Built-in DLP tools can block unauthorized sharing or downloading of sensitive information, stopping accidental or intentional data leaks before they happen.
• Multi-Factor Authentication (MFA): MFA adds an extra layer of login security, ensuring that even if a password is compromised, attackers can’t easily access PHI or patient sessions.

HIPAA telehealth compliance isn’t just about checking a box—it’s about building patient trust and protecting your organization from avoidable risks. By understanding why each requirement matters and ensuring your chosen videoconferencing tool meets them, we can deliver care with confidence, knowing both patients and providers are safe.

Key Features to Look for

When evaluating video conferencing tools for HIPAA telehealth, it’s important to look beyond the headlines and marketing claims. True compliance means a solution has built-in features and policies designed to protect patient health information (PHI) at every step of the virtual care journey. Here’s what you should expect from any platform under serious consideration:

• Business Associate Agreement (BAA): The vendor must be ready to sign a BAA. This contractually obligates them to comply with HIPAA and to safeguard PHI on your behalf. If a company won’t sign a BAA, it’s not HIPAA-compliant—no exceptions.
• End-to-End Encryption: Robust encryption—ideally end-to-end—ensures that video, audio, and chat data are protected during transmission and storage. This is a non-negotiable requirement to prevent unauthorized interception.
• Virtual Waiting Room: A secure waiting room feature adds a layer of privacy for patients. It allows providers to control meeting access, preventing accidental encounters or “Zoom-bombing” and ensuring only authorized participants join the session.
• Recording Consent and Controls: If your workflow includes recording sessions, the platform must require explicit patient consent before recording starts. It should also provide options to manage, store, and delete recordings securely.
• Audit Logs: Comprehensive audit logs track who accesses patient sessions, when, and what actions were taken. These logs are critical for compliance investigations and ongoing risk assessments.
• Data Retention Settings: The ability to customize data retention policies helps you meet the “minimum necessary” standard. Look for tools that let you automatically delete old recordings, chat histories, and files as required.
• Data Loss Prevention (DLP): Built-in DLP features help block accidental or unauthorized sharing of PHI through chat, screen-sharing, or file transfers. This is especially important for larger practices with multiple staff.
• Multi-Factor Authentication (MFA): MFA adds a crucial security layer by requiring users to verify their identity with something beyond a password. This prevents unauthorized account access—even if passwords are compromised.

Platforms that check all these boxes empower your team to deliver care confidently, knowing privacy and security are built in—not bolted on. As you compare options, use this checklist as your guide. It’s the fastest way to separate truly HIPAA-compliant telehealth solutions from those that only claim to be.

Best 5 HIPAA Compliant Video Conferencing Solutions

Choosing the right HIPAA-compliant videoconferencing solution empowers healthcare organizations to maintain trust and avoid costly violations. Below, we spotlight five standout platforms that rise to the challenge, blending robust security features with user-friendly telehealth workflows. Each option meets key regulatory requirements, from signing a Business Associate Agreement (BAA) to advanced encryption and access controls.

• Zoom for Healthcare
  

Zoom’s healthcare edition is tailored for HIPAA telehealth use. It provides full BAA support and ensures end-to-end encryption for patient-provider interactions. Features like virtual waiting rooms help control patient flow and prevent unauthorized access, while controls for recording consent keep you compliant if sessions are recorded. Admins can leverage audit logs for monitoring access and changes, and set custom retention periods for recordings. Integration with multi-factor authentication (MFA) and data loss prevention (DLP) tools further strengthens security. Zoom’s intuitive interface helps keep telehealth visits both safe and smooth for all users.

Microsoft Teams (Healthcare Version)

Microsoft Teams is a favorite for healthcare organizations already using Microsoft 365. It offers enterprise-grade encryption, granular access controls, and waiting rooms to manage appointments securely. Microsoft will sign a BAA with covered entities, taking on shared responsibility for PHI. Teams provides audit logs and detailed compliance reporting for every session, alongside MFA and robust DLP capabilities to prevent unauthorized data sharing. Recording features can be locked down, and explicit recording consent is enforced before meetings begin, with flexible retention policies available for all call data.

GoTo Meeting

GoTo Meeting stands out for its focus on simplicity and security. The platform offers HIPAA-compliant encryption standards for all video and audio streams and is ready to execute a BAA upon request. Waiting room features keep uninvited guests out, and strict access controls require users to authenticate before joining. Administrators can access audit logs for session monitoring and enforce retention policies that align with organizational needs. With built-in MFA and DLP integration, GoTo Meeting helps ensure PHI never leaves your control. The process for obtaining recording consent is straightforward, reducing legal risk.

BlueJeans by Verizon

BlueJeans delivers high-quality video with a deep commitment to HIPAA compliance. The platform encrypts all data in transit and at rest, and BAAs are available for healthcare clients. BlueJeans uses randomized entry codes and waiting rooms to manage session access, and admins can monitor audit logs for full transparency. The solution supports MFA for secure logins and integrates with leading DLP tools to prevent leaks. Recordings are not stored by default, but if you choose to enable them, recording consent is required, and retention can be configured to fit your compliance schedule.

Dialpad Meetings (formerly UberConference)

Dialpad Meetings is designed for easy onboarding and seamless patient interactions. It achieves HIPAA compliance through secure encryption and access controls, and will readily sign a BAA. Patients enter through a waiting room—no downloads or PINs needed. Dialpad provides detailed audit logs and customizable retention for meeting data. Recording consent can be collected at the start of each session, and both MFA and DLP are available for enterprise accounts, minimizing the risk of data breaches.

Each of these platforms has proven its reliability

Choosing the right HIPAA-compliant videoconferencing tool is crucial for protecting your patients and your organization. Today’s telehealth platforms must offer more than just convenience—they need to deliver the highest standards of privacy and security. That means end-to-end encryption, secure waiting rooms to control access, detailed audit logs for tracking activity, and robust retention policies to manage sensitive records responsibly.

HIPAA telehealth regulations demand accountability from both the platform and the provider. Always look for solutions that will sign a Business Associate Agreement (BAA), proving their commitment to safeguarding protected health information. Additional features like data loss prevention (DLP), multi-factor authentication (MFA), and clear workflows for recording consent are not just nice-to-haves—they’re essential safeguards you should expect from any telehealth videoconferencing tool.

Ultimately, compliance is an ongoing process, not a one-time decision. We encourage healthcare organizations to regularly review their technology partners, update security protocols, and ensure all staff understand best practices for virtual care. By making informed choices and prioritizing compliance, we can offer patients safe, seamless, and confidential care—no matter where they are.

FAQs

Is Zoom/Teams/Meet HIPAA-compliant with a BAA?

Zoom, Microsoft Teams, and Google Meet can all be made HIPAA-compliant for telehealth use—but only if you have the right agreements and configurations in place. For any videoconferencing platform to support HIPAA telehealth, the most critical requirement is a signed Business Associate Agreement (BAA). Both Zoom and Microsoft Teams offer BAAs as part of their healthcare packages, along with essential features like encryption, waiting room controls, audit logs, retention management, DLP (Data Loss Prevention), and MFA (Multi-Factor Authentication) to keep patient information safe.

Google Meet, on the other hand, offers a BAA through Google Workspace, but it’s important to note that Google’s HIPAA coverage may not extend to all features. While chat and email are typically covered, audio and video features for telehealth may not be included under HIPAA unless explicitly stated in the agreement. Always confirm the exact scope of coverage in your BAA before using Google Meet for HIPAA telehealth purposes.

Remember, compliance isn’t automatic. You’ll need to enable appropriate security settings—like encryption, waiting rooms, and audit logs—and ensure explicit recording consent and proper data retention protocols are followed. Regularly review your platform’s compliance features and policies to safeguard protected health information (PHI) during virtual visits.

If you’re considering Zoom, Teams, or Meet for telehealth, request a BAA and work with your IT or compliance team to configure all security controls. This way, you can confidently deliver care while upholding HIPAA standards every step of the way.

Are recordings allowed for sessions?

Yes, recordings can be allowed during HIPAA telehealth videoconferencing sessions, but there are important conditions to follow to stay compliant. The most critical step is obtaining explicit recording consent from all participants before starting any recording. This consent should be documented clearly, as it protects patient privacy and meets HIPAA requirements.

Additionally, the telehealth platform you use must offer strong encryption to ensure the security of recorded files both during transfer and storage. Only platforms willing to sign a Business Associate Agreement (BAA) should be considered, as this contract holds them accountable for safeguarding protected health information (PHI) in any format, including recordings.

It’s also essential to manage recording retention according to your organization’s policies and HIPAA standards. Implementing audit logs to track access, using Data Loss Prevention (DLP) tools, and enforcing Multi-Factor Authentication (MFA) further help prevent unauthorized access or sharing of sensitive recordings. By following these steps, we can ensure that recorded telehealth sessions remain secure and compliant.

Do we need end-to-end encryption?

Yes, end-to-end encryption is essential for HIPAA-compliant telehealth videoconferencing. HIPAA requires that protected health information (PHI) be safeguarded at all times—this includes data in transit during virtual appointments. End-to-end encryption ensures that only the intended participants can access the video, audio, and any shared documents, keeping sensitive data secure from interception by unauthorized parties.

Without proper encryption, PHI could be exposed to risks such as hacking or accidental disclosure, putting both providers and patients at risk for compliance violations. While not the only HIPAA safeguard—features like waiting rooms, audit logs, and multi-factor authentication (MFA) are also critical—encryption is a foundational security layer that cannot be overlooked.

When choosing a telehealth platform, make sure your vendor offers robust encryption and is willing to sign a Business Associate Agreement (BAA). This contract confirms that the platform provider takes legal responsibility for protecting PHI and will comply with HIPAA security requirements. Ultimately, strong encryption helps us build patient trust, support regulatory compliance, and keep telehealth care safe for everyone.

Can patients join from personal devices safely?

Yes, patients can safely join HIPAA telehealth sessions from their personal devices if the videoconferencing platform is properly configured and compliant with HIPAA requirements. Leading telehealth providers support secure access from computers, tablets, or smartphones, as long as essential safeguards—like end-to-end encryption, mandatory multi-factor authentication (MFA), and protected waiting rooms—are in place. These features help keep unauthorized individuals out and ensure that Protected Health Information (PHI) stays confidential.

To further protect patient data, it's important that the telehealth provider signs a Business Associate Agreement (BAA) with the healthcare organization. This agreement ensures that the vendor is legally bound to protect PHI transmitted during sessions, regardless of the patient’s device. Additionally, features like recording consent, audit logs, and robust Data Loss Prevention (DLP) policies help monitor access and prevent accidental data breaches.

For added reassurance, secure telehealth platforms don’t store sensitive videos or chat data indefinitely; they have clear retention policies to delete information when it’s no longer needed. As a best practice, we suggest reminding patients to use updated devices, strong passwords, and private Wi-Fi networks whenever possible. With these measures, joining from a personal device becomes both convenient and safe for all parties involved.