HIPAA Compliance with Zoho Cliq

HIPAA Compliance with Zoho Cliq

Health Insurance Portability and Accountability Act (HIPAA) considers software companies that “touch” (create, receive, maintain, or transmit) protected health information(PHI) as business associates. To be  HIPAA compliant, a software or solution must have technical and administrative safeguards securing the PHI that is transmitted, stored, received, maintained, or created through them. Additionally, there must be a signed business associate agreement between a covered entity ie: (1) health plans, (2) health care clearinghouses, and (3) health care providers who electronically transmit any health information in connection with transactions for which HHS has adopted standards) and the business associate before the platform can be utilized in conjunction with PHI.  Zoho Cliq provides features to help its customers use Cliq within the premises of HIPAA compliance. 

The end user must ensure that they are using the platform in a HIPAA compliant manner. 

Cliq configurations to protect ePHI

Restrict access control

  1. Disable external contact by disabling Guest Chat, Extensions, External Channels.
  2. Provide users with unique login credentials to ensure that ePHI is only accessible to authorized users via MFA.

Mandate read receipt across your organization

  1. Mandating read receipt will help you attain read audit of messages.

View history of edited messages

  1. When a message is modified, the edit history is audited inside a group chat / channel. So any changes made to ePHI field can be tracked. 
The below are the list of ePHI in Cliq:
  1. Messages
  2. Attachments
  3. Calls 
  4. Group Calls
  5. Call Recordings
  6. Chat Title
  7. User Custom Fields (Configurable)

All the ePHI data inside Cliq are encrypted 

  1. All the messages, attachments, custom fields and other ePHI in Cliq are encrypted at rest. 
  2. Encrypting PHI fields: Fields that contain personal health information and custom fields can be encrypted for additional security. Though field encryption is not a mandatory step in Zoho Cliq, we strongly recommend you enable encryption as it is the best practice to prevent unauthorized access to confidential data.

User addition and removal is audited inside a group chat / channel

  1. When a user is added to a channel, the participants in the channel will be notified about who and by whom the user is added. Similarly when a user is removed the participants in the channel will be notified about who and by whom the user is removed.

Configure allowed IPs to prevent data leak 

Audit data made available in Cliq for 6 months

  1. The audit data will be available in Cliq for 6 months. The org admins further have options to download and back up their data via this link https://cliq.zoho.com/v2/audits?format=csv .

Support Access Audit can be retrieved by contacting Cliq support (via mail)

  1. Track access to ePHI by our support team to ensure adherence to the minimum necessary standards.

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