HIPAA Compliance

HIPAA compliance software should make it easier to communicate with patients without cutting corners on privacy. PatientCopilot states that it is HIPAA compliant and certified by HIPAAOne, and that data is encrypted in transit and at rest. It is included on both the Copilot and Autopilot plans.

Safeguards built in

PatientCopilot is built so you can communicate with patients with confidence. The safeguards the platform describes include:

• Encryption of data in transit and at rest
• Compliance included on both plans
• A published HIPAA policy and FAQ that set out the full wording

For exact terms, read the HIPAA policy and FAQ rather than relying on a summary. They are the authoritative statement of what PatientCopilot commits to.

Responsibilities on both sides

HIPAA is a shared effort. A platform can offer safeguards, but your practice still decides who has access, what you send and how your team is trained. Software does not make a practice compliant by itself. Chiropractors, physical therapists, med spas and other covered practices each need their own policies and a trained team.

Access and accountability

Limit each team member's access to what their role requires. Use strong passwords and keep accounts personal, not shared. Remove access promptly when someone leaves. These steps matter as much as any feature.

Messaging, forms and records

The tools patients touch most are messaging, forms, calls and records. Use them with care.

• Keep message wording minimal and avoid sensitive details in texts
• Send intake and consent forms through the platform instead of personal email
• Store patient records in the system, not on personal devices

Staff best practices

Train your team when they join and refresh the training regularly. Write down your policies, review them once a year and record who attended training. Keep a plan for what to do if something goes wrong.

How to use this page

1. Read the HIPAA policy and FAQ on our site.
2. Ask your compliance advisor how they apply to your practice.
3. Set up user roles so each person sees only what they need.
4. Write your own policies for texting, email and forms.
5. Train your team and review the policies on a schedule.

This page is a general description, not legal advice. For the precise commitments PatientCopilot makes, always refer to the HIPAA policy and FAQ.

Compliance is also a matter of everyday habits. Lock screens when you step away, avoid discussing patients in public areas and double-check recipients before sending any message or fax. Use the platform for patient communication instead of personal apps. When a staff member makes a mistake, document what happened and what you did about it, and use it to improve your process. Review your vendor list once a year and confirm that each vendor handling patient information has the right agreements in place. If you have questions about your own obligations, speak with a qualified compliance professional or an attorney who works with healthcare practices.