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HIPAA Setup with Meetily

Complete guide for healthcare organizations to set up Meetily in HIPAA-compliant environments. Protect patient health information (PHI) with privacy-first AI meeting assistance.

✅ Meetily Supports HIPAA Compliance

Meetily's 100% local processing architecture eliminates the risk of PHI transmission to third parties, making HIPAA compliance achievable through technical safeguards and proper organizational measures.

🏥 Healthcare Use Cases

Patient Consultations

Transcribe and summarize patient meetings while keeping PHI local

Medical Team Rounds

Document clinical discussions and treatment plans securely

Research Meetings

Capture research discussions without PHI exposure risks

Table of Contents

HIPAA Overview & Meetily Alignment

⚠️ Important Disclaimer

This guide provides technical guidance for HIPAA compliance setup. Healthcare organizations must conduct their own risk assessments and consult with compliance experts to ensure full HIPAA compliance.

🔒 Why Meetily Works for HIPAA

  • • Local Processing: PHI never leaves your healthcare network
  • • No Third-Party BAAs: No business associate agreements needed for core functionality
  • • Access Control: You control who accesses meeting transcripts
  • • Audit Trail: Local logging of all data processing activities

🏥 HIPAA Rule Alignment

  • • Privacy Rule: PHI use limited to healthcare operations
  • • Security Rule: Technical, administrative, and physical safeguards
  • • Breach Notification: Local processing minimizes breach risks
  • • Minimum Necessary: Process only required meeting audio

Technical Safeguards Implementation

🔐 Access Control (§ 164.312(a))

Required Implementation

  • • Unique user authentication for device access
  • • Role-based access to meeting transcripts
  • • Automatic workstation locking
  • • Session timeout mechanisms

Meetily Configuration

  • • Install on secured, encrypted workstations
  • • Configure file access permissions
  • • Enable OS-level user authentication
  • • Set up automated screen locks

📊 Audit Controls (§ 164.312(b))

Required Logging

  • • User access to PHI-containing transcripts
  • • Meeting recording start/stop times
  • • Transcript generation and access
  • • File modifications and deletions

Implementation Steps

  • • Enable operating system audit logging
  • • Configure file access monitoring
  • • Set up centralized log collection
  • • Implement log retention policies

🔧 Integrity (§ 164.312(c))

Data Integrity Measures

  • • Prevent unauthorized PHI alteration
  • • Maintain transcript accuracy
  • • Validate data consistency
  • • Backup integrity verification

Technical Controls

  • • File system permissions (read-only after creation)
  • • Digital signatures for transcript files
  • • Version control for document changes
  • • Regular backup validation

🔐 Transmission Security (§ 164.312(e))

✅ Automatic Compliance

Meetily's local processing eliminates transmission security concerns - PHI is never transmitted over networks, making this requirement automatically satisfied.

Administrative Safeguards

👤 Security Officer (§ 164.308(a)(2))

Responsibilities

  • • Oversee Meetily deployment security
  • • Monitor access to meeting transcripts
  • • Conduct regular security assessments
  • • Manage incident response procedures

Action Items

  • • Designate HIPAA Security Officer
  • • Create Meetily security policies
  • • Establish access approval workflows
  • • Document compliance procedures

🎓 Workforce Training (§ 164.308(a)(5))

Required Training Topics

  • • HIPAA Privacy and Security Rules overview
  • • PHI identification in meeting contexts
  • • Meetily proper usage procedures
  • • Incident reporting requirements

Meetily-Specific Training

  • • Meeting consent procedures
  • • Secure transcript handling
  • • Local storage management
  • • Access control best practices

⚠️ Contingency Plan (§ 164.308(a)(7))

Data Backup

  • • Regular encrypted backups of transcripts
  • • Secure backup storage locations
  • • Backup integrity testing
  • • Recovery time objectives (RTO)

Disaster Recovery

  • • Alternative processing locations
  • • Emergency access procedures
  • • Business continuity planning
  • • Recovery point objectives (RPO)

Physical Safeguards

🏢 Facility Access Controls (§ 164.310(a))

Workstation Security

  • • Secured physical locations
  • • Access card controls
  • • Visitor escort policies
  • • Security camera coverage

Device Protection

  • • Laptop encryption requirements
  • • Cable locks for desktop systems
  • • Secure storage when not in use
  • • Mobile device management

Media Controls

  • • Secure disposal of storage media
  • • Backup tape security
  • • USB device restrictions
  • • Data sanitization procedures

Healthcare Deployment Checklist

📋 Pre-Deployment

Risk Assessment: Conduct HIPAA Security Risk Assessment including Meetily usage
Policy Updates: Update privacy policies to include meeting transcription practices
Staff Training: Train healthcare staff on HIPAA-compliant meeting procedures

⚙️ Technical Setup

Secure Installation: Install Meetily on encrypted, access-controlled workstations
Access Controls: Configure user authentication and file permissions
Audit Logging: Enable comprehensive logging of access and activities
Backup Setup: Configure secure, encrypted backup procedures

📋 Operational

Consent Procedures: Implement patient/staff consent for meeting recording
Access Monitoring: Regular review of transcript access logs
Incident Response: Test breach notification and response procedures

Risk Assessment & Mitigation

Risk AreaPotential RiskMeetily Mitigation
Data TransmissionPHI sent to cloud services✅ 100% local processing - no transmission
Third-Party AccessVendor accessing PHI data✅ No vendor access - local processing only
Unauthorized AccessStaff accessing unrelated patient data⚠️ Requires proper access controls setup
Data BreachLarge-scale PHI exposure✅ Local storage limits breach scope
Device TheftPHI on stolen/lost devices⚠️ Requires device encryption & remote wipe

Ready for HIPAA-Compliant Meeting AI?

Start using Meetily in your healthcare environment with confidence. Local processing ensures PHI stays protected.

Download Meetily FreeHealthcare Use Cases

✅ Local Processing • ✅ No PHI Transmission • ✅ HIPAA Technical Safeguards