HIPAA Compliance
This feature requires TalkWriter Enterprise. Contact Sales →
TalkWriter Enterprise meets the requirements of the Health Insurance Portability and Accountability Act (HIPAA) for organizations that handle Protected Health Information (PHI). A signed Business Associate Agreement (BAA) is available for all Enterprise customers.
What Is HIPAA?
HIPAA is a US federal law that protects sensitive patient health information. If your organization is a healthcare provider, health plan, or business associate, you must ensure that tools handling PHI meet HIPAA standards.
HIPAA Controls Checklist
TalkWriter implements the following safeguards:
Administrative Safeguards
- ✅ Designated security officer responsible for HIPAA compliance
- ✅ Workforce security training completed annually
- ✅ Risk assessments conducted at least annually
- ✅ Incident response procedures documented and tested
- ✅ Business Associate Agreements executed with all subprocessors
Physical Safeguards
- ✅ Data centers with 24/7 security, biometric access, and video surveillance
- ✅ Redundant power and cooling systems
- ✅ Secure media disposal procedures
Technical Safeguards
- ✅ AES-256 encryption at rest for all stored data
- ✅ TLS 1.3 encryption for all data in transit
- ✅ Zero audio retention — voice recordings never stored
- ✅ Zero text retention — dictated content not persisted on servers
- ✅ Unique user identification via SSO/SAML
- ✅ Automatic session timeout for idle users
- ✅ Audit logging of all access and administrative actions
- ✅ Role-based access controls (RBAC)
Breach Notification
- ✅ Notification within 24 hours of confirmed breach discovery
- ✅ Full incident report provided within 72 hours
- ✅ Cooperation with covered entity's notification obligations
Getting a BAA
- Contact sales@talkwriter.ai or your account manager
- Request the TalkWriter BAA
- Review and sign the agreement
- Your Enterprise account is marked as HIPAA-covered
The BAA must be signed before any PHI is processed through TalkWriter.
Recommended Settings for HIPAA
| Setting | Recommended Value |
|---|---|
| SSO | Enabled and required |
| Privacy Mode | Enabled org-wide |
| Session timeout | 15 minutes or less |
| Audit logs | Enabled (default on Enterprise) |
| SCIM provisioning | Enabled for automatic deprovisioning |
FAQ
Is a BAA available on Pro plans? No. HIPAA compliance and BAAs require TalkWriter Enterprise.
Does TalkWriter store PHI? No. Audio and text are processed in real-time and never retained. With Privacy Mode enabled, even temporary server-side text processing is disabled.
Can I use TalkWriter for clinical dictation? Yes. With an Enterprise plan, signed BAA, and Privacy Mode enabled, TalkWriter is suitable for clinical documentation.