Tuesday, April 25, 2023 · 5 min read

Is Calendly HIPAA Compliant? (2023)

Peer Richelsen
Peer RichelsenCo-Founder, Cal.com
Is Calendly HIPAA Compliant? (2023)

As a popular scheduling tool, many healthcare organizations wonder: "Is Calendly HIPAA compliant?" In this article, we'll analyze if Calendly adheres to HIPAA compliance and the potential consequences of using the platform without the necessary agreements.

Does Calendly ensure HIPAA compliance?

We've analyzed in-depth Calendly's Terms of Use, their security page consulted their help center if any of these documents failed. Let's look at some important factors:

Data encryption methods used

HIPAA requires that all transmitted and stored data be encrypted.

The terms and conditions do not explicitly mention the data encryption methods used by Calendly. From their help article, we understand that Calendly uses the following encryption:

  • All connections from the browser to the Calendly platform are encrypted in transit using TLS SHA-256 with RSA Encryption.

  • All data is encrypted at rest.

  • Calendly user passwords are stored as salted password hashes.

  • User passwords for the iCloud Calendar integration are stored using salted encryption.

Access controls and user authentication

While the features Calendly has implemented here demonstrate their commitment to access controls and user authentication, it is essential to note that there is no explicit mention of HIPAA compliance in the documents we've researched. If you require HIPAA-compliant scheduling software, look for a provider that specifically states HIPAA compliance and offers a Business Associate Agreement (BAA).

Calendly incorporates several access control and user authentication measures, as mentioned in the provided context. Here are some key features related to access controls and user authentication:

  1. Single Sign-On (SSO) and User Lifecycle Management (SCIM): Calendly supports SSO, which allows users to authenticate using their organization's identity provider. This simplifies user access management and improves security by centralizing the authentication process. Additionally, SCIM (System for Cross-domain Identity Management) enables automated user provisioning and deprovisioning, ensuring user access is managed in real-time and in line with the organization's policies.

  2. Real-time Activity (Audit) Log: Calendly provides an audit log that records user activities in real-time. This feature offers visibility into user actions, making it easier to track and monitor access to the platform.

  3. Login Notifications: Calendly sends notifications to users when their accounts are accessed. This can help detect unauthorized access to accounts promptly.

  4. Bot Prevention: Calendly employs measures to prevent bots from accessing or abusing the platform, ensuring only legitimate users have access.

  5. Flexible Admin Roles: Calendly offers flexible admin roles, allowing organizations to define different levels of access and permissions for their users. This ensures that users only have access to the features and data they need to perform their tasks.

Audit trails and monitoring capabilities

Again, while Calendly does offer these features, there is no explicit mention on HIPAA compliance.

Here are the key features related to audit trails and monitoring:

  1. Real-time Activity (Audit) Log: Calendly provides an activity log that records user actions in real-time. This feature allows organizations to monitor and track user activities on the platform, ensuring visibility into any changes or actions taken by users. Audit logs are essential for identifying potential security incidents, conducting forensic investigations, and maintaining compliance.

  2. 24/7 Monitoring and Incident Response: Calendly has a security team that monitors the platform 24/7 for any security incidents. In the event of an incident, the team will respond promptly to address the issue and minimize potential impact. Continuous monitoring helps ensure the platform's security and the safeguarding of customer data.

Training and support provided by the software company for HIPAA compliance

Calendly does mention security education and awareness training, but it does not specify whether this training covers HIPAA-related topics or requirements.

Does Calendly integrate with other healthcare systems (EHR, EMR, etc.)?

Based on our research, there is no explicit mention of Calendly integrating with healthcare systems such as Electronic Health Records (EHR) or Electronic Medical Records (EMR). Calendly is primarily a scheduling tool, and the information provided does not indicate any direct integration with healthcare-specific systems.

Now that we've covered the factors that make Calendly HIPAA compliant, let's explore the importance of having a Business Associate Agreement.

So, is Calendly HIPAA compliant?

As of our research from April 25 2023, the answer is no. Based on the information provided, Calendly seems to demonstrate a strong commitment to security and data protection. However, there is no explicit mention of HIPAA compliance in the context you've provided.

To be HIPAA compliant, a software or service provider must adhere to specific guidelines and standards to ensure the protection of sensitive patient data. While Calendly has implemented several security measures and compliance certifications such as SOC 2 Type 2, SOC 3, GDPR, CCPA, CSA STAR Level One, and ISO/IEC 27001, the absence of explicit mention of HIPAA compliance means that it cannot be confirmed as HIPAA compliant based on this context.

If you need a scheduling solution that is HIPAA compliant, it is recommended to look for a provider that specifically mentions HIPAA compliance and offers a Business Associate Agreement (BAA).

However, what happens if you use Calendly without a BAA? Let's discuss the potential penalties.

What are the penalties for using Calendly without a Business Associates Agreement?

Using Calendly without a BAA can result in severe penalties for HIPAA-covered entities. These penalties can range from significant fines to potential criminal charges. Therefore, it's crucial to choose a HIPAA-compliant scheduling software with a signed BAA before using the platform to handle PHI.

Enter Cal: Your HIPAA-compliant Calendly alternative

Cal.com is a cutting-edge online appointment scheduling platform that offers an intuitive user interface, customizable features, and compliance with the Health Insurance Portability and Accountability Act (HIPAA) regulations. The platform enables healthcare professionals to streamline their appointment scheduling processes while ensuring the protection of sensitive patient information.

Cal.com has explicit HIPAA compliance along with ISO 27001, SOC 2, CCPA and GDPR.

In today's fast-paced world, efficient time management is crucial for both professionals and their clients. For healthcare professionals, the need for a secure and easy-to-use scheduling software is more pressing than ever. Cal.com has emerged as the go-to HIPAA compliant alternative to Calendly for scheduling software, specifically designed to cater to the unique needs of healthcare providers.

You can find out more under Cal.com's Security page.

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