HIPAA Compliance
PicoCrate is committed to protecting patient health information. Our AI voice agents are designed to meet the stringent requirements of the Health Insurance Portability and Accountability Act (HIPAA).
What is HIPAA Compliance?
HIPAA (Health Insurance Portability and Accountability Act) is a federal law that establishes national standards for protecting sensitive patient health information. When you use PicoCrate's healthcare plan, we act as a Business Associate and implement administrative, physical, and technical safeguards to ensure the confidentiality, integrity, and availability of Protected Health Information (PHI).
Note: This page provides general information about our HIPAA compliance practices. Please consult with your legal and compliance team for specific requirements. A formal Business Associate Agreement (BAA) must be signed before processing any PHI.
Our HIPAA Compliance Measures
We implement comprehensive safeguards to protect patient information
End-to-End Encryption
All data is encrypted in transit (TLS 1.3) and at rest (AES-256) to protect PHI from unauthorized access.
Business Associate Agreement
We sign BAAs with all healthcare clients, establishing our obligations for protecting PHI.
Access Controls
Role-based access controls ensure only authorized personnel can access PHI, with comprehensive audit logging.
Regular Security Audits
We conduct regular security assessments and penetration testing to identify and address vulnerabilities.
Data Retention Policies
Clear data retention and disposal policies ensure PHI is only kept as long as necessary.
Employee Training
All employees receive regular HIPAA compliance training and are bound by confidentiality agreements.
Business Associate Agreement (BAA) Process
Getting started with HIPAA-compliant AI voice agents is straightforward
Contact Our Healthcare Team
Reach out to discuss your healthcare practice's specific needs and HIPAA requirements.
Review the BAA
We'll provide our Business Associate Agreement for your legal team to review.
Sign the Agreement
Both parties sign the BAA before any PHI is transmitted through our systems.
Configure HIPAA-Compliant Settings
We configure your account with enhanced security settings and compliance features.
Begin Secure Operations
Your HIPAA-compliant AI voice agent is ready to handle patient calls securely.
Protected Health Information (PHI) We Safeguard
Our AI voice agents may handle various types of PHI during patient interactions. We ensure all this information is protected according to HIPAA requirements:
- Patient names and contact information
- Appointment dates and scheduling details
- Reason for call or appointment
- Insurance information
- Provider names and practice information
- Prescription refill requests
- Lab result inquiries
- Billing and payment discussions
Healthcare Plan Features
Our Healthcare tier ($1,497/month) includes all HIPAA compliance features:
- Signed Business Associate Agreement
- HIPAA-compliant infrastructure
- Encrypted call recordings
- Secure PHI transmission
- Audit logging and monitoring
- Data retention compliance
- Dedicated compliance support
- Regular security assessments
Shared Responsibilities
HIPAA compliance is a shared responsibility between PicoCrate and our healthcare clients
PicoCrate's Responsibilities
- Sign and adhere to Business Associate Agreement
- Implement technical safeguards (encryption, access controls)
- Train employees on HIPAA requirements
- Report security incidents promptly
- Maintain audit logs of PHI access
- Ensure subcontractors sign BAAs
- Conduct regular security assessments
- Properly dispose of PHI when no longer needed
Client Responsibilities
- Review and sign Business Associate Agreement
- Provide only minimum necessary PHI
- Secure access credentials for your account
- Report suspected security incidents
- Maintain your own HIPAA compliance program
- Train staff on appropriate use of the service
- Review and approve AI agent scripts
- Comply with patient authorization requirements
Frequently Asked Questions
Is PicoCrate HIPAA certified?
There is no official "HIPAA certification." However, we have implemented all required administrative, physical, and technical safeguards and are prepared to sign Business Associate Agreements (BAAs) with covered entities.
How do I request a BAA?
Contact our healthcare team through the demo request form or email us directly. We'll provide our standard BAA for your legal team to review. BAAs must be signed before any PHI is processed through our systems.
Are call recordings stored securely?
Yes, all call recordings are encrypted at rest (AES-256) and in transit (TLS 1.3). Access is restricted to authorized personnel only, and all access is logged for audit purposes.
What happens in case of a data breach?
We have an incident response plan in place. In the event of a breach involving PHI, we will notify affected covered entities within the timeframe specified in our BAA (typically 24-72 hours) and assist with breach notification requirements.
Can I use PicoCrate for telehealth scheduling?
Yes, our HIPAA-compliant AI voice agents can schedule telehealth appointments, collect necessary patient information, and send appointment reminders—all while maintaining PHI security.
Contact Our Compliance Team
For questions about HIPAA compliance or to request a Business Associate Agreement, please contact us:
Last updated: January 1, 2026
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