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Comment: Update public instructions to match new process enabled by EMSYS-1734 and EMSYS-1744

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A certain number of approved departments may be granted access to a HIPAA-compliant version of Zoom for their employees. Zoom is not HIPAA compliant unless you and your department have been approved to use this version of Zoom. Refer to the Regulated Data Chart for an overview of Zoom's approved uses related to regulatory compliance.

Note
titleApproval Required to Proceed

Use of HIPAA-Compliant Zoom is restricted and requires approval. To learn more and/or request for approval, contact CIS at help@spu.edu. 

Zoom is not approved for use under HIPAA regulations unless explicit approval is granted. 


HIPAA-Compliant Features

HIPAA-compliant accounts are hosted in a separate environment called SPU-Health and all meetings hosted by compliant accounts are subject to the following restrictions. Take note as these restrictions may affect the use of Zoom for other academic or business purposes at SPU. Restrictions include:

  • Cloud recording is not available
  • All chat and video is encrypted
  • Meeting access contains a password by default
  • Hosts have additional meeting controls to lock the meeting or remove participants

Refer to Zoom Documentation for additional details. 

Please note that HIPAA Zoom accounts cannot be used with the Zoom sidebar integration with Canvas. 

Request HIPAA-Compliant Zoom Account

HIPAA-compliance in Zoom is granted on a per-user basis. Each user who needs to use a HIPAA-compliant Zoom account must request an account. Please allow CIS a minimum of 48 hours to review and process your request. 

  1. Ensure that each user who will need a HIPAA-compliant account already has a Zoom basic account at a minimum.
  2. Contact the CIS Business Systems Team at cis-bst@spu.edu to request a HIPAA-compliant Zoom account.
  3. The CIS business team will work with you, your department director, and the Office of Risk Management to determine if HIPAA-compliance is required for business use.
    4. If the request is approved, CIS will invite users to join If you do not have a Zoom Pro account, request a Zoom Pro account via Banner. 
    1. Log in to Banner and go to Personal Menu > Computer Accounts Menu > Request Additional Accounts.
    2. In the drop-down, select Zoom Video/Web Conference and follow the on-screen instructions. 
  4. If you already have a Zoom Pro account, you can request access to the HIPAA-compliant environment via Banner.You are now in the HIPAA-compliant environment. The URL for this environment is https://spu-health.zoom.us. 
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    1. Each user will receive an email from Zoom with a request to join the SPU-Health account. Click on the confirm link in the email provided.
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    2. A webpage will open asking you to confirm the change.
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    3. Once confirmed, click Sign In to Profile Page.
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      1. Log in to Banner and go to Personal Menu > Computer Accounts Menu > Manage Your Accounts.
      2. Scroll down to Zoom Video/Web Conference.
      3. Next to your username, click Request Increased Permissions.
      4. Follow the on-screen instructions to request HIPAA-compliant access. 

    Once a request has been submitted, CIS will review and process your request. Processing your request may take more time if CIS need to work with you, your department director, and the Office of Risk Management to determine if HIPAA-compliance is required for business use.

    Using your SPU-Health Zoom Account

    Note

    Only users who have been approved and invited into the HIPAA-compliant environment can log in. See the instructions below to request access.

    Logging in via Web Browser

    Website: https://spu-health.zoom.us

    1. Open your web browser and go to https://spu-health.zoom.us.
    2. Click Sign In in the top-right area of the website.
    3. Log in with your SPU username and password.

    Logging in via Zoom App

    SSO: spu-health.zoom.us

    1. When presented with a login prompt in the app, click Sign In with SSO.
    2. Enter spu-health in  in the URL box and click Continue.
    3. If you are taken to the SPU Sign On page, use your SPU username and password to sign in.

    Confirm Meetings are HIPAA-Compliant

    If you are ever in a meeting and want to confirm that you are in the HIPAA-compliant environment for your meeting, click on the information icon in the top-left corner of your Zoom meeting window. If the meeting URL contains https://spu-health.zoom.us/, then your meeting is HIPAA-compliant.