HIPAA compliance is a critical but time-consuming affair for a healthcare organization. As professionals in the healthcare industry, you’re likely seeking ways to ensure compliance without sacrificing precious hours from your busy schedule.
The solution? Implementing HIPAA-compliant software across your healthcare business operations.
In this blog, we’ll explore the best HIPAA-compliant software solutions designed to streamline various aspects of your organization, from CRM and risk assessment to HIPAA training and document management.
What is HIPAA Compliance Software?
HIPAA compliance software helps healthcare organizations maintain compliance with HIPAA laws while completing routine tasks.
These software streamline operational tasks while ensuring complete privacy of sensitive patient information — mandatory for a healthcare company, under HIPAA.
The most common HIPAA software solutions include:
- Risk assessment tools;
- Policy and procedure management tools;
- Employee/team compliance training modules;
- Incident reporting & management;
- Audit trail and logging solutions;
- Secure email and communication tools.
A HIPAA-compliant solution ensures the integrity of sensitive data, avoids costly HIPAA fines, and improves overall patient engagement.
Why Do We Need HIPAA Compliance Software?
Healthcare companies or covered entities depend heavily on technology to manage patient information and run operations. HIPAA compliance software ensures that you stay on the right side of the fence regarding the security and integrity of sensitive patient information.
Here’s why you need a HIPAA compliance program in your healthcare organization:
- Simplification of complex HIPAA regulations at the operational level;
- Automatic monitoring and safeguard enforcement without human intervention;
- Reduction in the risk of data breaches and HIPAA violations through automated monitoring;
- Ease of comprehensive audit preparation, reporting, and audit trails;
- Increase patient trust and loyalty due to visible commitment to protecting patient information.
Benefits of HIPAA Compliance Software
Implementing HIPAA-compliance software helps automate several compliance processes, saving you from the hassle and risks of breaches. Not only does it enhance operational efficiency, it also offers several other benefits, such as:
- Centralized management. Single platform for all compliance-related activities for real-time monitoring & control;
- Adaptability to regulatory changes. Updates all systems on autopilot according to the latest HIPAA regulations, saving you from manual hassle;
- Risk reduction. Minimizes the likelihood of data breaches & violations through robust security measures;
- Time and cost savings. Automatic adherence process reduces the cost of operations and compliance efforts;
- Enhanced patient trust. Improves patient trust by demonstrating a commitment to data protection & privacy laws;
- Simplified audits. Comprehensive audit trails and documentation without human errors or lapses in compliance.
11 Best HIPAA Compliance Software
Many layers of HIPAA compliance require you to implement separate processes for daily operations. Here are some useful HIPAA compliance software to save you time:
- Sender
- PandaDoc
- Sprinto
- Weave
- OhMD
- Luma Health
- Compliancy Group
- HIPAA One
- Accountable
- Qualtrics
- Kareo
Each is designed to address a specific area of HIPAA rules and regulations. Let’s look at them one by one.
Sender — HIPAA-compliant Email Service Provider
Sender offers the perfect blend of modern email marketing capabilities and robust HIPAA-compliant security features. Sender’s simplicity ensures that even organizations with limited technical resources can quickly adopt and benefit from its features.
There’s a user-friendly dashboard that simplifies email campaign management while maintaining strict HIPAA compliance. Features like single sign-on, detailed activity logs, and secure transactional email automation make everything a breeze.
Sender’s commitment to customer support, characterized by quick response times, ensures that you can focus on patient care while leaving email management and compliance in capable hands.
Key Features
- Design & send marketing emails with ePHI;
- Relevant BAA agreement;
- AES 256 encryption for emails;
- Regular data backups & recovery;
- Integration with digital healthcare platforms.
Pricing
Custom pricing model based on organizational requirement, available on request.
PandaDoc — Secure Data Processing Agreements
PandaDoc is an all-in-one solution for electronic record management and eSignatures. A HIPAA-compliant solution, it helps manage the security, authenticity, and privacy requirements while dealing with private health information.
You will need PandaDoc to process different documents securely in a healthcare organization. Its access controls guarantee that access is always authorized, safeguarding sensitive health information.
The software also offers document encryption, user-level permissions, and dedicated 24/7/365 monitoring against data breaches. It also includes several automated features, such as regular risk management reviews, performance auditing, and vulnerability testing.
Key Features
- eSignature & document management;
- Enterprise-grade security and compliance (SOC 2 Type II, GDPR, eIDAS);
- Customizable medical consent templates;
- Digital patient intake forms;
- Secure document management and storage.
Pricing
- Free trial account for testing out the features;
- Paid plans start at $19/month per seat for unlimited document uploads/e-signatures.
Sprinto — Comprehensive Data Encryption Platform
Sprinto helps achieve and maintain HIPAA compliance through comprehensive data encryption and automation. You get a centralized dashboard for managing all aspects of HIPAA compliance, including controls, tracking, and delegation.
One of Sprinto’s key strengths is its automation-led approach to HIPAA compliance. You can automate several aspects of compliance with transparent risk visibility, ready-to-use policy templates, and continuous control monitoring.
Its user-friendly interface, live support, and auditor-friendly dashboard make it easy to start within hours.
Key Features
- Compliance dashboard with continuous monitoring;
- Integrated risk assessment with risk registers;
- Automatic alerts for compliance drift;
- Vendor management module;
- Automatic audit evidence collection.
Pricing
A custom pricing plan based on requirement is available on request from the company’s website.
Weave — Secure Appointment Scheduling
Appointments are a big part of running any healthcare organization, and Weave simplifies HIPAA-compliant appointment scheduling. You can provide the convenience of round-the-clock scheduling without burdening your staff with phone calls.
Weave’s Online Scheduling allows healthcare providers to approve each appointment request at their convenience, ensuring that in-person patient interactions are never interrupted.
Weave also offers a PMS/EHR Calendar Sync feature, which displays real-time appointment availability on the practice’s website as patients request appointments. Further, there’s an appointment writeback feature to automatically approve appointments to reduce manual data entry.
Key Features
- Customizable appointment types;
- PMS/EHR Calendar Sync for real-time availability;
- Automatic appointment writebacks;
- Two-way texting for patient communication;
- Digital forms for paperless patient information collection.
Pricing
Pricing plans available on request via their website.
OhMD — Automated Compliance Reminders
OhMD provides a HIPAA-compliant patient communication platform with automated compliance reminders. The system text-enables all landlines, transforming calls and voicemails into secure patient interactions. OhMD’s platform automates calls using IVR systems and enhances operational efficiency in healthcare settings.
One of OhMD’s key strengths is its “Autopilot” feature, which combines automation with human conversations for highly effective patient communication. You can automate common tasks such as appointment scheduling, prescription refills, and patient referrals while still personalizing all interactions.
There’s also a broadcast messaging feature for sending HIPAA-compliant notifications about office closures, vaccine availability, or new services.
Key Features
- HIPAA-compliant two-way texting with automation;
- Web chat for real-time patient engagement;
- Broadcast messaging for mass communication;
- Secure form and survey sharing;
- Integrated video visits and calling.
Pricing
A custom pricing plan based on requirement is available on request from the company’s website.
Luma Health — Role-based Access Control (RBAC) Solution
Luma Health offers an AI-powered patient success platform that prioritizes HIPAA compliance through Role Based Access Control (RBAC). This feature ensures that user access to sensitive patient data is strictly managed based on job roles and responsibilities within the healthcare organization.
The platform streamlines patient communication while maintaining data security. It includes HIPAA-compliant features such as secure two-way patient-provider chat, multilingual messaging, and automated health risk assessments.
Luma Health’s EHR integration ensures that patient data, including intake forms and health assessments, flows securely into the organization’s existing systems.
Key Features
- Access Control (RBAC) rules & monitoring;
- Secure patient-provider chat;
- EHR-integrated scheduling and forms;
- Mobile check-in and patient intake;
- Multilingual messaging support.
Pricing
A custom pricing plan based on requirement is available on request from the company’s website.
Compliancy Group — Business Associate Agreement (BAA)
Compliancy Group’s HIPAA-compliance solution focuses dedicately on Business Associate Agreements (BAAs). Their platform streamlines creating, managing, and monitoring BAAs, ensuring that all third-party vendors handling protected health information (PHI) comply with HIPAA regulations.
The HIPAA compliance software vendor offers a dedicated HIPAA compliance checklist for healthcare compliance, including policy management, risk assessments, staff training, and incident reporting.
It offers both templated materials and the ability to upload custom content, making it adaptable to various organizational needs.
Key Features
- Customizable policies and procedures;
- Comprehensive staff training with tracking;
- Guided risk assessments;
- Incident management and reporting;
- Compliance monitoring across multiple regulations.
Pricing
A custom pricing plan based on requirement is available on request from the company’s website.
HIPAA One — Risk Analysis and Management
HIPAA One is a HIPAA compliance monitoring solution for effective Security Risk Assessments. The platform is designed for healthcare organizations, following NIST methodologies to ensure compliance with HIPAA security, privacy, and breach requirements.
This HIPAA risk assessment software guides users through each step of the compliance process, from initial assessment to remediation plan development and implementation tracking. You can automate security assessments, find remedial actions, and send regulation update alerts from a single dashboard.
Key Features
- Calculated risk assignment and prioritization;
- Remediation tracking with action history;
- Real-time reporting and final report generation;
- Year-over-year import of prior assessments;
- Automated task reminders and regulation update alerts.
Pricing
A custom pricing plan based on requirement is available on request from the company’s website.
Accountable — Secure Document Management
Accountable makes it easier to manage documents and PHI securely while maintaining HIPAA compliance. The platform provides step-by-step guidance to achieve HIPAA compliance within 30 days.
You can use the platform to train your team members, access readymade BAA templates, assign business associates, and simplify business associate management. Accountable also offers HIPAA compliance certification and security awareness training modules to keep your team updated.
Key Features
- AI-powered security risk assessment;
- Customizable policy and procedure templates;
- HIPAA and security awareness training;
- Incident reporting system;
- Data breach monitoring.
Pricing
- Free self-service plan for small teams with unlimited training;
- Paid plans start at $399/month with advanced features.
Qualtrics — Specialized in Advanced Survey Solutions
Qualtrics offers sophisticated survey software for gathering and analyzing patient feedback while maintaining HIPAA compliance.
The platform leveraging innovative data collection methods while meeting regulatory requirements. Organizations can create simple as well as advanced logical surveys, collect information from different channels, and analyze information using AI.
It provides omnichannel listening capabilities, allowing providers to understand patient needs and experiences in real-time at individual and macro levels.
Key Features
- Advanced logic and branching;
- Omnichannel feedback collection (web, email, SMS, QR code);
- AI-powered analysis for real-time analytics;
- Integration with HIPAA-compliant CRM systems;
- Automated compliance checks for internal policies and PII.
Pricing
A custom pricing plan based on requirement is available on request from the company’s website.
Kareo — Tailored Specifically for Healthcare Organizations
Kareo offers a comprehensive, HIPAA-compliant technology platform for independent healthcare practitioners. It’s designed to be user-friendly and flexible, focusing on the simple requirements of independent practices rather than hospitals.
The software integrates essential clinic management functions into one intuitive interface, streamlining workflows while maintaining data security and privacy.
Kareo’s platform includes features tailored to healthcare needs, such as electronic health records (EHR), e-prescribing, and a patient portal.
Key Features
- Secure e-prescribing and eLabs;
- Integrated patient portal for secure communication;
- Electronic superbills for efficient billing;
- ICD-10 ready solution;
- Customizable multi-resource calendar.
Pricing
A custom pricing plan based on requirement is available on request from the company’s website.
HIPAA Compliance Software FAQs
What are the requirements for software to achieve HIPAA compliance?
A software must have safeguards in place for complying with HIPAA privacy, security, and breach notification rules. The most important of these include securing ePHI data while in transit, as well as rest.
Apart from this, the software must have a backup and disaster recovery plan, past data disposal plan, role-based access control, authentication processes, and regular monitoring or evaluating ongoing risks.
Is software update mandatory under HIPAA regulations?
Yes, updating software as per the Security Rule under HIPAA regulations is mandatory. It outlines the importance of regularly reviewing and updating systems to ensure the protection of ePHI.
Not updating software is a HIPAA violation, as efforts are not made to stay updated with the latest standards and secure the data in real-time.
Are apps obligated to comply with HIPAA standards?
Any app, entity, solution, software vendor, or company engaged in storing, managing, recording, or transmitting PHI falls under Health Insurance Portability and Accountability Act regulations.
This covers the developers of medical apps, too. If an app is handling PHI, it is legally mandated to protect and secure the data and follow HIPAA norms.
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