HIPAA Compliance | Help - Zoho Bookings

HIPAA Support

Super admins and admins can enable/disable HIPAA Support. Managers and admins can mark registration form fields as ePHI/PII. Staff will not have access to this information.


The Health Insurance Portability and Accountability Act (including the Privacy Rule, Security Rule, Breach notification Rule, and Health Information Technology for Economic and Clinical Health Act) ("HIPAA"), requires  Covered Entities and Business Associates  to take certain measures to protect health information that can identify an individual. It also provides certain rights to individuals. Zoho does not collect, use, store or maintain health information protected by HIPAA for its own purposes. However, Zoho Bookings provides certain features (as described below) to help its customers use Zoho Bookings in a HIPAA compliant manner.   

 

HIPAA requires Covered Entities to sign a Business Associate Agreement (BAA) with its Business Associates. You can request our BAA template by sending an email to  legal@zohocorp.com .


Zoho Bookings has provisions to protect ePHI. When collecting customer information (ePHI/PII), registration form fields can be set up for secure handling.

Below are what you can do with respect to HIPAA compliance inside Zoho Bookings:
  1. Enabling HIPAA
  2. Encrypting ePHI/PII
  3. Disabling HIPAA

Enabling HIPAA

  1. Click the Manage Business  icon and select General. 



  2. Click Privacy & Security. You can see the HIPAA Support section which is set to 'Disabled' by default. Click the toggle to enable HIPAA Support.



  3. HIPPA Support is now Enabled. 



Encrypting ePHI/PII

You can facilitate encryption and decryption on sensitive data for both new or existing custom registration form fields .

Encryption & Auditing

The data captured in registration form fields marked as ePHI/PII is
  1. encrypted at rest 
  2. not shared outside Zoho Bookings (not even to other Zoho apps)
  3. masked while displayed anywhere inside the app
  4. audited continuously and monitored for activity
Data audits help you secure your customers' data and monitor for unexpected changes or usage trends. Zoho Bookings will record the audit logs–i.e., information about every addition, update, and deletion made to customer database records–in the backend for a duration of up to 1 year. The audit log can be shared with you only upon request.

Drop in an email to support@zohobookings.com, if you'd like to access audit logs.
Note: HIPAA support can be invoked only on guest user fields and on SingleLine, CheckBox, DropDown, Email, RadioButton, and Date custom field types only. HIPAA support cannot be invoked on default fields (Name, Email, and Contact Number) and on custom MultiLine field types, as of now.

Marking ePHI/PII

To mark fields as ePHI/PII:
  1. Navigate to Manage Business > Workspaces > (select a workspace) > Booking Form. Edit the field (Blood Pressure, in this case) that would contain sensitive information.



  2. Check Mark as ePHI/PII to denote that the field (Blood Pressure, in this case) would contain sensitive information and click Save.



  3. The selected field is marked as ePHI/PII.


Encrypting Multiple Fields

HIPAA support can be invoked on more than one field. However, when you try to mark more than one field as ePHI/PII, you might receive an error message like the below.


This is because once a registration form field is marked as ePHI/PII, it takes some time in the backend to set it up. If another field is marked as ePHI/PII simultaneously while the setup for the first field is in progress, it might disrupt the setting altogether. To avoid this, it is advised to try marking the other field as ePHI/PII at a little while later.

Disabling HIPAA Support

  1. Click the Manage Business  icon and select General. 



  2. Click Privacy & Security. Click the HIPAA Support toggle which is set to 'Enabled'.



  3. A delete confirmation appears and informs you that the registration form fields will not be treated as sensitive. You will also not be able to mark them as ePHI/PII going forward. Click Yes, Disable HIPAA Support to proceed.



  4. The HIPAA Support section is set to 'Disabled' now.



  5. Existing registration form fields are no longer marked ePHI/PII. They also do not have the option to be marked as ePHI/PII.

Plans supporting this feature

Product/Service
Applicable Plans
Zoho Bookings
Premium

Note: You can view all the pricing plans for Zoho Bookings here.

    Access your files securely from anywhere

      Zoho CRM Training Programs

      Learn how to use the best tools for sales force automation and better customer engagement from Zoho's implementation specialists.

      Zoho CRM Training
        Redefine the way you work
        with Zoho Workplace

          Zoho DataPrep Personalized Demo

          If you'd like a personalized walk-through of our data preparation tool, please request a demo and we'll be happy to show you how to get the best out of Zoho DataPrep.

          Zoho CRM Training

            Create, share, and deliver

            beautiful slides from anywhere.

            Get Started Now


              Zoho Sign now offers specialized one-on-one training for both administrators and developers.

              BOOK A SESSION









                                            You are currently viewing the help pages of Qntrl’s earlier version. Click here to view our latest version—Qntrl 3.0's help articles.




                                                Manage your brands on social media

                                                  Zoho Desk Resources

                                                  • Desk Community Learning Series


                                                  • Digest


                                                  • Functions


                                                  • Meetups


                                                  • Kbase


                                                  • Resources


                                                  • Glossary


                                                  • Desk Marketplace


                                                  • MVP Corner


                                                  • Word of the Day


                                                    Zoho Marketing Automation

                                                      Zoho Sheet Resources

                                                       

                                                          Zoho Forms Resources


                                                            Secure your business
                                                            communication with Zoho Mail


                                                            Mail on the move with
                                                            Zoho Mail mobile application

                                                              Stay on top of your schedule
                                                              at all times


                                                              Carry your calendar with you
                                                              Anytime, anywhere




                                                                    Zoho Sign Resources

                                                                      Sign, Paperless!

                                                                      Sign and send business documents on the go!

                                                                      Get Started Now




                                                                              Zoho TeamInbox Resources



                                                                                      Zoho DataPrep Resources



                                                                                        Zoho DataPrep Demo

                                                                                        Get a personalized demo or POC

                                                                                        REGISTER NOW


                                                                                          Design. Discuss. Deliver.

                                                                                          Create visually engaging stories with Zoho Show.

                                                                                          Get Started Now









                                                                                                              • Related Articles

                                                                                                              • Record Screen and Submit Support Request

                                                                                                                What Does This Page Cover? Learn how to record screen and submit a support request, which enables you to solve your queries much easier and faster. Availability This feature is available for all pricing plans. Overview Initiating a support request, ...
                                                                                                              • Zoho Assist Integration

                                                                                                                Super admins and admins can configure, view and modify the Zoho Assist integration. Managers & Staff will not have access to this information. Zoho Bookings allows support, sales and other customer-facing teams to offer remote consultations through ...
                                                                                                              • Staff Information

                                                                                                                Super admins and admins can view and edit this information. Managers can only view this information. Staff can access their information under My Profile > General Information. Staff information can be viewed and updated from the Staff section. To ...
                                                                                                              • Basic Information

                                                                                                                Super admins and Admins can view and edit this information. Managers can only view this information. Staff will not have access to this information. The Basic Information tab contains fundamental information about your business. To access this ...
                                                                                                              • Privacy & Security

                                                                                                                What Does This Page Cover? Learn various features available in Bookings that ensure data privacy and security. Availability HIPAA Support and disabling the Anti-spam disclaimer feature is available for the Premium plan, while the Data Deletion ...
                                                                                                                Wherever you are is as good as
                                                                                                                your workplace

                                                                                                                  Resources

                                                                                                                  Videos

                                                                                                                  Watch comprehensive videos on features and other important topics that will help you master Zoho CRM.



                                                                                                                  eBooks

                                                                                                                  Download free eBooks and access a range of topics to get deeper insight on successfully using Zoho CRM.



                                                                                                                  Webinars

                                                                                                                  Sign up for our webinars and learn the Zoho CRM basics, from customization to sales force automation and more.



                                                                                                                  CRM Tips

                                                                                                                  Make the most of Zoho CRM with these useful tips.



                                                                                                                    Zoho Show Resources