HIPAA Compliance in Zoho Survey - Online Help Guide

HIPAA Compliance

The Health Insurance Portability and Accountability Act (HIPAA), which includes the Privacy Rule, Security Rule, Breach notification Rule, and Health Information Technology for Economic and Clinical Health Act, 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 Survey does not collect, use, store, or maintain health information protected by HIPAA for its own purposes. However, Zoho Survey provides features to help its customers use their surveys 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.

HIPAA Compliance in Zoho Survey

Zoho Survey is widely used to collect health-related information, and we understand it is our responsibility to help our customers safeguard the health information they collect through our online surveys. We help you keep your respondents' sensitive health and personal information confidential by adhering to HIPAA guidelines.
 
You can now create secure surveys by using the following HIPAA-compliant methods:
  1. ePHI (electronic Protected Health Information) Labeling
  2. Custom Field Encryption
  3. Monitoring and exporting audit logs 

Notes

  1. ePHI labeling is only available for the Healthcare Survey category. However, you can modify the survey category in the Edit Survey Name section anytime.

  1. We only support custom field encryption and ePHI labeling in Short Answer, Long Answer, Email, Date/Time, Number, Full Name, Contact Information, Multiple Textbox, Matrix Textbox, Matrix Grid questions, and Text, Number, Email, and Date custom variables.

ePHI (electronic Protected Health Information) Labeling

With ePHI labeling, you can mark selected fields as health information, and all ePHI fields will be encrypted, by default. Also, all the controls applicable to the encrypted fields will be applied to ePHI as well. ePHI labeling is available with our Pro plan.

To mark a question as ePHI:

  1. Click or drag and drop a Short Answer, Long Answer, Email, Date/Time, Number, Full Name, Contact Information, Multiple Textbox, Matrix Textbox, Matrix Grid question to the builder.
  2. Type your question in the Question box. Read more to learn how to fill in the other fields for each of these questions.
  3. Click Advanced options and select Mark as Health Information (ePHI) in the Data Privacy section. The Encrypt answer field also gets selected, by default. Read more on how to mark a custom variable as ePHI.
    1. Or, select Encrypt answer to add an additional layer of security to the responses for this particular question.

Custom Field Encryption

You can now encrypt specific questions and custom variables, and the responses will be encrypted at rest (storage). Read more on how to encrypt answers.

Monitoring and Exporting Audit Logs

You can now track all ePHI modifications and export the audit logs into a spreadsheet or CSV file as well. However, it is the responsibility of the covered entities to protect and retain the data as per HIPAA requirements. Audit logs are available only with our Enterprise plan.

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