The Health Insurance Portability and Accounting Act (HIPAA) is an American federal law designed to protect sensitive health information from being disclosed without patient consent. Companies that deal with protected health information must abide by HIPAA and its related regulations. Similarly, vendors like Ooma that work with companies bound by HIPAA must comply with those regulations.
Enabling HIPAA mode in Ooma Office Manager helps covered entities support their HIPAA compliance requirements when using Ooma Office services. When HIPAA mode is enabled, the following changes will apply to all Ooma Office users:
- All media files, including voicemail, call recordings, meeting recordings, and fax attachments, will be encrypted both in transit and at rest
- Voicemail email notifications will no longer include transcriptions or audio attachments
- Fax email notifications will no longer include fax attachments
- Bulk download of call recordings will be disabled
- All audio conferences will require a PIN
- All video meetings will require a password
All other services, including calling, messaging (SMS/MMS), faxing, audio conferencing, and video meetings, will work as expected when HIPAA mode is enabled.
Please note that purchasing Ooma integration with certain CRMs may require HIPAA mode to be enabled.
You can toggle HIPAA mode on or off by following these instructions:
- Log in to office.ooma.com as an administrator and navigate to the Settings page.
- Go to the System page, then navigate to the HIPAA tab.
- Read through the HIPAA terms and conditions and select Accept Terms. You will need to agree to additional terms and conditions on subsequent pages.
At any time, you can Disable HIPAA Settings by navigating to the same window. If you do disable HIPAA mode, keep in mind that Ooma will continue to encrypt your media files.