Is Office 365 HIPAA compliant? This is a crucial question given the widespread usage of this suite of applications. Created by Microsoft, Office 365 encompasses various tools crucial to the functioning of your business or healthcare organization, like Microsoft Word, Excel, Outlook, Azure, and PowerPoint. But the key question that demands an answer is – is Office 365 HIPAA compliant for healthcare organizations?
In this Article …
Understanding Office 365’s HIPAA Compliance
The short answer is – yes, Microsoft Office is HIPAA compliant provided a Business Associate Agreement (BAA) is in place. And thankfully, a BAA is included as part of the licensing agreement. So there’s nothing that the user needs to proactively do to obtain that, assuming that they are using a properly licensed copy of the software. A designated person must also be assigned as the primary point of contact in the event of an unauthorized disclosure or breach of electronic protected Health Information (ePHI).
Audit logs for maintaining HIPAA compliance are not available in all Microsoft plans. Consequently, you will need to select the appropriate plan that suits your needs.
Ensuring HIPAA Compliance in Office 365
To ensure that Office 365 is HIPAA compliant, Microsoft has undergone rigorous verification and auditing in accordance with the HIPAA privacy and security rules. These rules apply to all electronic devices utilized in your organization. Therefore, protect your mobile devices as well.
👉 Your Office 365 HIPAA Checklist
The Basic Steps Regarding Office 365 HIPAA Compliance
| Be sure there is a BAA in place with Microsoft and other organizations with whom you exchange ePHI. | |
| Equip your staff with comprehensive knowledge about HIPAA compliance and how Office 365 HIPAA compliant regulations impact their work and usage of ePHI. | |
| Apply the HIPAA Security Rule Evaluation to gain insights about implementing Office 365 and its tools effectively. Include the evaluation results in your HIPAA Risk Analysis and Risk Management Plans. | |
| Revise your internal standard operating procedures (SOPs), forms, and policies to accommodate the usage, access, storage, and release of ePHI with Office 365 products. This also involves assigning specific roles and permissions to users within Office 365. |
Security and Privacy Measures with Office 365
| Implement necessary administrative, technical, and physical safeguards relevant to the usage, access, and release of ePHI with Office 365 products. | |
| Formulate internal processes for how ePHI is used, stored, and accessed, and ensure Office 365 procedures and guidelines are readily available for reference. | |
| Implement a “minimum necessary” policy to minimize patient data used when handling ePHI. | |
| Use dual-factor or multi-factor authentication with mobile devices to safeguard ePHI and maintain HIPAA compliance. |
Monitoring and Access Control in Office 365
| Regularly monitor the usage of Office 365 to ensure compliance with HIPAA rules. | |
| Terminate access for employees who no longer work in your organization or whose access rights have been restricted. | |
| Ensure proper storage and deletion of ePHI after a designated timeframe to maintain available space. |
By following these steps, you will no longer question, “Is Office 365 HIPAA compliant?”
Final Verdict: Office 365 and HIPAA Compliance
Office 365 is HIPAA compliant with certain conditions. Your organization must operate within HIPAA regulations, and your employees should stay updated with the latest state and federal regulations related to HIPAA and the use of Office 365. With HIPAA compliance, Office 365 can prove to be a beneficial tool for your organization.
Common Questions about Office 365 and HIPAA Compliance
| Is it mandatory to use a BAA? | For HIPAA compliance, it is best to use the latest version of Office 365. As long as a BAA is in place, any version of Office 365 can be HIPAA compliant with proper use and training. And, as stated earlier, Microsoft includes a BAA as part of the software licensing. |
| Which version of Office 365 is HIPAA compliant? | For HIPAA compliance, it is best to use the latest version of Office 365. As long as a BAA is in place, any version of Office 365 can be HIPAA compliant with proper use and training. |
| Is Office 365 email encryption HIPAA compliant? | Yes, even sending ePHI through emails will be covered under the BAA. If you need to send or receive large amounts of ePHI, you may not choose this method, but it’s a great way to discuss cases and send smaller amounts of information back and forth between employees and other HIPAA covered entities. Now, not all parts of Office 365 email are encrypted. The packet headers, message headers, subject lines, filenames, and “to” and “from” fields are not encrypted. As long as you are not exposing any ePHI in the aforementioned ways, then Office 365 email encryption is sufficient. |
| Is Microsoft Excel HIPAA compliant? | Yes. Microsoft Excel is HIPAA compliant, allowing you to organize your ePHI effectively, provided a BAA is in place and your employees are HIPAA compliant. |
| Is Microsoft Word HIPAA compliant? | Yes, with a BAA with Microsoft, your entire suite of Office products, including Microsoft Word, can be HIPAA compliant with proper use. |
Understanding and ensuring HIPAA compliance while using Office 365 is essential for covered entities and their business associates. Implementing the necessary policies, training your staff, and choosing the right plan will help to secure your ePHI and ultimately benefit your organization. And remember, being informed and staying up-to-date with changes in regulations is key to maintaining compliance and maximizing the potential of Office 365 in your healthcare operations.