The Health Insurance Portability and Accountability Act (HIPAA) is a federal legislation that mandates data privacy and security for all healthcare communications and data storage. In particular, it focuses on protecting Personally Identifiable Information (PII), which includes any data that can uniquely identify an individual. Due to these mandatory regulations, healthcare providers must take the necessary precautions to safeguard patient data, and this includes selecting tech tools that are HIPAA-compliant.
In this article, we will explore whether the productivity workspace app Notion is HIPAA-compliant.
What is Notion?
Notion is a cloud-based tool that organizes tasks, notes, files, and ideas on a single platform. It is a highly versatile platform that increases productivity, acts as a single source of truth for all members, and combines project management and database management. Moreover, you can create content, assign tasks, track progress, and so much more. Due to this versatility, Notion is highly popular among individuals, teams, and organizations that want to streamline their workflows and gain comprehensive visibility over progress toward goals.
But for healthcare organizations and practitioners, a key question is whether this productivity tool meets HIPAA’s requirements.
Is Notion HIPAA-Compliant?
Notion’s standard version is not HIPAA-compliant. However, you can make it compliant by changing certain configurations. There is no extra charge for these configurations, but customers must be on the Enterprise plan to avail of this feature. Also, you must sign the Business Associate Agreement (BAA) with Notion and agree to use Notion only as specified, so it meets HIPAA compliance.
Let’s now explore the features that make Notion HIPAA-compliant.
Access Control
One of the pillars of HIPAA regulations is authorized access. What this means is that the sensitive information of patients must be used only by authorized personnel, and the responsibility is on the healthcare provider and its business associates to prevent unauthorized access. To this end, Notion implements SAML SSO to allow users to connect to Notion using their organization’s ID. The advantage is that the organization can control who can access what documents based on their role, department, etc.
User Management
An often difficult task is to remove access for employees who are leaving departments/organizations and add access to those who will replace them. Notion has the System for Cross-domain Identity Management (SCIM) API, using which organizations can provision, deprovision, and manage those who can access certain workspaces or pages.
Content Search
A user can search through workspaces to find the relevant content. However, administrators can change configurations to ensure that only authorized pages are visible in the search results. Moreover, the administrator has complete visibility over who has access to a page, can modify access permissions to a workspace, and even re-assign pages from employees when required.
Logouts and Passwords
To maintain the security of the workspace content, administrators can force a logout after a certain period or due to inactivity. This forced logout can be for an individual as well as all workspace users. Similarly, the admin can force a password reset. If any employee has been removed via SCIM, they will be automatically removed from the workspace and their session will be terminated.
Security Certifications
Notion has many security certifications like SOC2, SOC3, and ISO 27001. Also, it uses SSL/TLS encryption during transmission to protect data integrity during communication. Similarly, data at rest is secured through AES-256 encryption. All these aspects comply with the technical controls of HIPAA.
Data Retention and Export
Authorized users can determine how long data must be retained and can export it as required to other tools or platforms. In such cases, the onus falls on the organization and the employee performing this export, and Notion does not take any responsibility for these transfers. Likewise, organizations can conduct audits at any time to prove HIPAA compliance.
Content Redaction
The Strac Notion Data Loss Prevention (DLP) app adds another layer of security by automatically detecting and redacting sensitive data in messages and files within Notion pages. This feature helps prevent data leaks and improves compliance.
Thus, these are the features that make Notion HIPAA-compliant.
Next, let’s talk about the steps you must take to convert the standard version into a HIPAA-compliant one.
Configuration Steps for HIPAA Compliance
As mentioned earlier, the standard version is not HIPAA-compliant, and administrators must take additional steps to ensure compliance. Below are the extra steps.
- Subscribe to the Enterprise plan.
- Go to Settings > Workspace Settings > HIPAA Compliance.
- If you want to set up SCIM and get the API key, go to Settings > Security & Identity > SCIM Configuration.
- Implement the required configuration changes.
Concerns or Limitations
Notion comes with many limitations, even when you have the Enterprise plan and sign the BAA. They are:
- It cannot be used as a communication tool to share information with patients, plan members, employers, or family members.
- As a good practice, Notion discourages users from including PII in the names of workspaces, files, team spaces, user groups, and user profiles.
- Requests or questions to Notion’s support team must not include any PII.
- Some features like Notion Calendar and other beta services are not covered by BAA, and hence, cannot be used for HIPAA.
- It is the responsibility of the administrators to configure Notion correctly to ensure compliance.
- All integrations must be checked for compliance.
As you can see, Notion is a great option, but may not be the most effective option for healthcare providers.
HIPAA-Compliant Alternatives to Notion
There are tools like Notion that are better suited for healthcare environments. Below are a few alternatives.
1. Microsoft OneNote
Source: Microsoft OneNote
Microsoft OneNote is a digital note-taking product that’s a part of the M365 suite. Like Notion, you can streamline tasks and processes while organizing your notes and content in a single place.
Key Features
- Multi-factor authentication.
- Real-time threat analytics,
- Automatically blocks risky file extensions.
- Integrates with Microsoft Purview Compliance Manager to automatically assess compliance.
2. Profi.io
Source: Profi
Profi.io is another comprehensive tool that can streamline your operations and increase productivity. It combines multiple tools into a single user interface, making it ideal for individuals and small companies in coaching, wellness, training, and therapy.
Key Features
- Integrated calendars and scheduling.
- Maintains records, including notes and communication.
- Secure video conferencing.
- Automated forms for gathering information and tracking weekly progress.
- Option to create and sell simple courses.
3. Mentalyc
Source: Mentalyc
Mentalyc is an AI-based note generator that is HIPAA-compliant and works well for creating notes and tracking progress. It is best suited for psychotherapists, counselors, and psychologists.
Key Features
- Transforms session recordings to different note formats.
- Offers encryption, BAA, and access controls to comply with HIPAA regulations.
- Customizable templates for different kinds of notes.
- Integration with EHR systems.
4. TheraNest
Source: TheraNest
This is a practice management software that helps therapists, counselors, and social workers take notes, streamline administrative tasks, and improve overall efficiency. It also has features that make it HIPAA-compliant.
Key Features
- Manage scheduling and appointments.
- Simplifies financial operations with billing and invoicing.
- Customizable templates.
- Secure video conferencing.
- Detailed reports.
The above tools are efficient for taking notes, tracking progress, and meeting clients’ requirements. At the same time, they are also designed for HIPAA compliance
Should You Choose Notion for Healthcare Use?
To conclude, Notion is a popular tool for compiling notes, scheduling and tracking tasks, and collaborating with team members and clients. It is also HIPAA-compliant, provided you have the Enterprise plan, sign the BAA, and tweak the configurations for access control. Though setting configurations is not difficult, it requires someone with technical expertise.
If you’re looking for a simplified tool that is HIPAA-compliant out-of-the-box, we have listed tools like Theranest and Profi.io, which can come in handy. However, they are more suited for individuals and small businesses.
Based on your requirements, pick the appropriate tool. Make sure to check for HIPAA compliance before using it in a healthcare setting.