Data inventory
List each field, recording, transcript, summary, event, and log. Write why it is needed, where it goes, and whether a less sensitive alternative works.
Trace the information, not just the interface
A polished call does not show where recordings, transcripts, contact details, messages, or logs travel. Draw the full path and verify every destination.
Minimum necessary
Configure each call path to collect only the information needed for its stated administrative purpose. Avoid open-ended prompts that invite medical details.
Identity and access
Assign access by role, require strong authentication, remove stale accounts, review privileged access, and keep an auditable change process.
Vendor chain
Identify telephony, voice, hosting, messaging, CRM, analytics, and support vendors. Confirm responsibilities, locations, subcontractors, and required agreements.
Retention and deletion
Set retention by data type and purpose. Confirm deletion behavior across primary systems, exports, backups, logs, and connected services.
Incident preparation
Write who investigates, who can disable the workflow, how evidence is preserved, when customers are told, and how a safe fallback is activated.
Require proof at the launch gate
Policies and contracts matter, but the active configuration is what handles a caller. Verify both and keep the evidence with the release record.
Configuration review
Check recording, transcription, destinations, access roles, notifications, retention, exports, and analytics in the actual production settings.
Disclosure tests
Attempt cross-caller confusion, unintended data repetition, wrong transfers, public-link access, and overcollection using safe test data.
Contract review
Confirm permitted uses, safeguards, incident duties, subcontractors, termination, return or deletion, and any required BAA with qualified reviewers.
Operational owner
Name the person responsible for access reviews, script changes, vendor notices, incidents, and scheduled reassessment.
Important
A checklist is not legal advice or a compliance certification.
Use it to organize evidence and questions. Your clinic remains responsible for determining which laws apply and obtaining qualified security, privacy, and legal review.Common questions
Does using an AI receptionist make a clinic HIPAA compliant?
No. A product or contract does not make an organization automatically HIPAA compliant. The clinic must determine which laws apply, perform its own risk analysis, configure the workflow, train staff, and maintain the required safeguards and agreements.
When is a business associate agreement relevant?
A BAA may be required when a vendor creates, receives, maintains, or transmits protected health information for a covered entity or business associate. Confirm roles and downstream vendors with qualified privacy and legal reviewers before regulated data enters the workflow.
Should calls be recorded?
Recording should be a deliberate decision. Review notice and consent requirements, purpose, access, storage, retention, deletion, and whether the workflow can operate with less data or no recording.
What belongs in a security review?
At minimum: data flow, identities and access, vendor dependencies, encryption, logs, retention, backups, incident response, change control, and tests for misrouting or unauthorized disclosure.
Book a call
Book a call with the Hylium AI team.
Tell us when calls go unanswered and how your team handles them now. We’ll review your request and contact you to arrange a time.