AppointmentReminders.com — HIPAA Compliance Overview #
AppointmentReminders.com is designed to support HIPAA-compliant appointment reminders and communications. The following outlines the administrative, technical, and physical safeguards we maintain when handling Protected Health Information (PHI).
HIPAA Compliance Safeguards We Maintain #
Administrative Safeguards #
HIPAA compliance policies and procedures
Workforce HIPAA training (upon hire and ongoing)
Documented risk management and incident response procedures
Business Associate Agreements (BAAs) with all PHI-handling vendors
Role-based access controls and least-privilege enforcement
Technical Safeguards #
Encryption of PHI in transit and at rest
Secure authentication and access controls
Audit logging and activity monitoring
Secure SMS, voice, and email delivery through HIPAA-compliant providers
Daily encrypted backups with disaster recovery procedures
Physical Safeguards #
PHI hosted in U.S.-based, HIPAA-compliant data centers
Controlled facility access, monitoring, and logging
No PHI stored on local employee devices
Secure media disposal and backup handling
Breach & Incident Response #
Documented breach identification and response procedures
Notification to covered entities without unreasonable delay
Incident tracking, mitigation, and reporting aligned with HIPAA requirements
Business Associate Agreement (BAA) #
AppointmentReminders.com will execute a Business Associate Agreement (BAA) with any covered entity or business associate that requires one.
A signed BAA is required before transmitting Protected Health Information (PHI).
HIPAA-Compliant Subprocessors #
We maintain BAAs with all third-party providers that may access PHI, including:
Secure data hosting providers
HIPAA-compliant communications platforms for SMS, voice, and email delivery
Shared Responsibility Notice #
HIPAA compliance is a shared responsibility. While AppointmentReminders.com provides the technical and administrative safeguards listed above, customers are responsible for:
Message content
Patient consent and opt-in requirements
How and when PHI is included in communications
AppointmentReminders.com provides a secure, HIPAA-aligned platform for appointment reminders, notifications, and patient communications, with documented safeguards, secure infrastructure, and BAAs available for covered entities.
How Do I Make My AppointmentReminders.com Account HIPAA Compliant? #
Making your account HIPAA compliant with AppointmentReminders.com is a straightforward process. Follow the steps below to ensure your reminders and communications meet HIPAA requirements.
1. Upgrade to a Premium Account (HIPAA Add-On Required) #
HIPAA compliance is available as an add-on to our Premium plans.
A Premium account is required because it includes the security features, safeguards, and infrastructure necessary to support HIPAA-compliant messaging.
2. Execute a Business Associate Agreement (BAA) #
HIPAA requires a Business Associate Agreement (BAA) before any Protected Health Information (PHI) can be transmitted.
AppointmentReminders.com will provide our standard BAA for signature, or
In some cases, we can review and sign your organization’s BAA, subject to approval
A signed BAA must be in place before HIPAA-compliant reminders are enabled.
3. Contact Us to Enable HIPAA Compliance #
Once you’re ready or have questions about HIPAA compliance:
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Contact our support team to add HIPAA Compliance
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Request a BAA
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Ask questions about HIPAA-compliant setup or best practices
How Do I Know if My Account is HIPAA Compliant? #
To determine if your account is HIPAA Compliant, please hover over the “My Account” link on the top right, then select Regulatory Compliance –> HIPAA Compliance.
This page will tell you if your account is HIPAA Compliant.
