HIPAA compliant video conferencing

General-purpose meeting tools used for clinical conversations. The live call is rarely the problem; recordings, transcripts and AI summaries are.

A telehealth visit looks like the simplest thing in this category to get right, and the live video stream usually is. The trouble sits in everything that has grown up around the call: cloud recording, automatic transcripts, AI-generated meeting summaries, in-meeting chat, and the shared file links that outlive the appointment. Those are separate features with separate storage, and vendors do not always place them inside the same agreement as the meeting itself.

The second trap is the plan tier. Free consumer accounts are commonly ineligible even when the paid version of the identical product is covered, and staff who already use the free version personally will keep doing so unless they are told otherwise. A usable product in this category names its eligible plans plainly, says whether recordings and AI features are in or out, and gives an administrator control over how long recordings are kept.

Can be used with patient information

Each of these requires a signed agreement and, usually, specific settings. Open an entry for the exact conditions.

Google Meet

Conditional

Yes, if you run Meet inside a managed Google Workspace account and a super administrator accepts the amendment before any patient visit takes place.

Microsoft Teams

Conditional

Yes — Teams is named on Microsoft's in-scope services list and the agreement applies to business subscriptions automatically, but you configure the tenant and keep patient information out of anything not on that list.

Zoom

Conditional

Yes, if you are on a paid Zoom plan and you execute Zoom's business associate agreement before using Zoom for anything involving patient information.

What to check before you adopt one

Ask whether cloud recording and automatic transcripts are covered by the same agreement as the live meeting, and where those recordings are stored and for how long.
Confirm that AI meeting summaries and note-taking assistants are inside scope, since several vendors hold AI features back from healthcare accounts without naming which ones.
Check that the plan you are actually paying for is eligible, because free and entry tiers of otherwise-covered products are frequently excluded.
Look at the waiting room, passcode and admission controls, since keeping the next patient out of the current visit is your responsibility rather than the vendor's.
Find out whether in-meeting chat, file transfer and any shared whiteboard are treated as part of the covered meeting or as separate products.

The expensive mistake

Recording visits before deciding where the recordings go. A practice turns on cloud recording for documentation, then finds months later that the files sat in an ineligible account, were transcribed by a feature outside the agreement, or were kept far longer than its own records policy allows. Settle recording and retention before the first appointment.

Tracking which of these your organization uses?

The vendor and BAA register keeps every tool that touches patient information, its agreement status and its renewal date in one place — seeded from this research. See pricing.

Information, not certification and not legal advice. Each entry reflects that vendor’s published documentation as read on the date shown on its page. Vendors change terms without notice — confirm anything you rely on directly with them.