The 9 best software products that help with HIPAA compliance

Why is using HIPAA-friendly software so critical?

Even small offenses can cost you between $100 and $50,000 per instance. Given the stakes involved, you can’t afford to take chances by using noncompliant tools.

HIPAA-friendly software doesn’t have to be complicated or expensive. In fact, some of the best options come from names you already know and use.

Here are some of the best software products that can support your growing medical practice while helping you stay HIPAA-friendly:

1. Jotform

Jotform is a HIPAA-friendly platform that helps you create and manage your documentation that helps with HIPAA compliance with fully integrable, easy-to-use tools. With Jotform Enterprise, a SOC 2 Type II compliant solution is also available to increase the security level even more. You can build custom forms and request permission with Jotform to share PHI with

• Family members
• Researchers
• The marketing department

Jotform makes it easy to securely obtain electronic signatures remotely or in the office. The forms are mobile friendly and can be completed securely on just about any device. You can even use one of the many Jotform integrations to take online payments.

Jotform can be integrated into Google Sheets (part of G Suite) as well as Dropbox and other online and boxed software. Jotform is free to try, and the version with features that help with HIPAA compliance starts as low as $39 per month.

2. Google G Suite

Google started with document management by offering free tools that were good but not as comprehensive as paid tools like Microsoft Office. This has, however, quickly changed. Google has continued to improve their tools and now has a paid version called G Suite, which is ISO-27017 and offers features that help with HIPAA compliance.

Google is well known for building tools with the end user (you) in mind. They create some of the most intuitive products available. Because your team is already familiar with tools produced by Google, there’s little to no learning curve.

Another benefit is that G Suite won’t cost you an arm and a leg. It’s only $5 per month, per user, and paying annually or keeping a minimum number of users can get you a discount.

3. Microsoft 365

Microsoft has taken the initiative when it comes to features that help with HIPAA compliance. To ensure protected health information (PHI) isn’t at risk, they use independent third-party testers to check their software’s security. Since most people are familiar with Microsoft products, there is a lower learning curve. Long story short, Microsoft 365 can help you enable HIPAA compliance under certain conditions.

Microsoft’s Office 365 is a monthly subscription service. It gives you access to the full range of Microsoft Office products, some of which can be directly integrated with certain medical systems. It’s a little more expensive than the Google counterpart, as it starts at $99 per user, per year, but the additional integrations can be worth the extra cost.

4. Updox

A reference to the iconic Bugs Bunny catchphrase — “What’s up, Doc?” — Updox built this HIPAA-friendly software specifically for small medical practices. It offers appointment scheduling, automated reminders, and a patient communication portal, along with other helpful features. It has several certifications, including one from the Electronic Healthcare Network Accreditation Commission (EHNAC). And, perhaps most important, it’s very easy for offices and patients to use.

Updox offers custom solutions built to meet your practice’s unique needs, so you’ll need to contact them for a quote.

5. Axcient

Axcient (formerly eFolder Anchor) is software with HIPAA-friendly features that is both a real-time cloud storage solution and a disaster recovery service. It offers unique features like remote desktop device wipes, file lock, team collaboration tools, and more.

Axcient offers a robust set of security tools with features that help with HIPAA compliance and does a great job of balancing the need for security with ease of use.

Because Axcient customizes a complete suite of tools for your practice, you will need to contact them to get a quote. But they do offer a free trial, so you can try several tools before you buy.

6. CareCloud

CareCloud provides a full suite of software systems and services for healthcare providers. Their disaster prevention backup service houses sensitive data in multiple locations. Why would you want software that does this? One reason is that HIPAA requires you to be prepared for potential data failure caused by a disaster or tech issue.

Another reason is to protect your practice against ransomware. This is when someone hijacks your stored data and blocks access to it for the sole purpose of extorting a ransom payment from you. Cyber attacks are of special concern to medical practices. You may recall the cyber attack on the U.K.’s National Health System in 2017.

If you don’t have backups in multiple locations, one of these attacks could completely wipe out your records, leaving you with no way to retrieve them. Additionally, a natural disaster like the recent California fires could destroy the servers where the data is housed. CareCloud offers real-time, fully automated backups that are stored in multiple locations.

CareCloud is built specifically for the healthcare industry and customized for your practice. Contact them for a quote.

7. TrueVault

TrueVault is a secure database service used by doctors and medical providers to keep personally identifiable information (PII) safe. TrueVault provides both digital (server) and physical safety. These security precautions enable TrueVault not only HIPAA but also GDPR and CCPA-friendly.

TrueVault has three plans: Standard, Advanced, and Enterprise. The company states that HIPAA compliance is guaranteed for all of them. Contact the company for pricing.

8. ComplyAssistant

Started as a consulting firm for HIPAA compliance, ComplyAssistant is now a full-fledged software company. They not only continue to consult with organizations on healthcare compliance but also offer sophisticated software that helps you manage your compliance program on your own. Both small and large organizations use their services.

ComplyAssistant’s HIPAA-friendly software allows you to conduct a thorough risk analysis both for your organization and third-party vendors. You can rank areas according to their risk levels.

The software enables you to keep track of healthcare data documentation as well as contracts with third-party vendors and may store all healthcare data in a HIPAA-friendly way.

In case of a security issue, ranging from a data breach to a complaint, the software will ask you to fill out a questionnaire and then provide an analysis and guidance on how to move forward.

ComplyAssistant offers a 30-day trial for their mobile app and a free consultation from their team of experts. Contact them for pricing on software and consulting services.

9. V2 Cloud

V2 Cloud is a fully integrated Desktop-as-a-Service solution designed with speed and simplicity in mind. It ensures the security of your data with technical safeguards, daily snapshot backups, antivirus protection, secure data centers, data encryption, and more.

V2 Cloud can also assist with HIPAA compliance. All of its cloud computers can be connected to either on-premises or cloud infrastructure. V2 Cloud’s data centers held the following certifications: ISO/IEC 27001, PCI DSS, SOC 1 and SOC 2, and STAR self-assessment.

Unlike some other providers, V2 Cloud doesn’t require in-depth training or certifications to use. This cloud desktop solution offers a variety of basic and business plans to fit your needs as well as a seven-day risk-free trial.

Get started with HIPAA-friendly software

No matter which software you choose for your practice, there’s an extra step you need to take when signing up. You must request a business associate agreement (BAA) from the third-party company to comply with HIPAA. And if you opt to use Jotform to collect data with features that help with HIPAA compliance, you’ll get a BAA included in our Gold or Enterprise plans!

The information on this page does not constitute official healthcare or legal advice. Jotform is not liable for any damage or liabilities arising out of or connected in any manner with this platform.