Can healthcare providers use Google Calendar for patient reminders? Many assume that Google Calendar is secure, but is it actually HIPAA compliant?
If you're handling Protected Health Information (PHI) and rely on Google Calendar for scheduling, you need to ensure compliance—or risk violating HIPAA regulations.
In this guide, we’ll break down whether Google Calendar reminders are HIPAA compliant and how to properly configure them for healthcare security.
Yes, but only under specific conditions. Google Calendar can be HIPAA compliant if you sign a Business Associate Agreement (BAA) with Google and properly configure security settings.
✔️ Google Workspace Business Plus or Enterprise plan (Google only provides a BAA for certain paid plans).
✔️ Signed BAA with Google (HIPAA compliance is not automatic—you must sign an agreement).
✔️ Proper security settings (encryption, access controls, and logging must be enabled).
⚠️ Important: Google Calendar is NOT HIPAA compliant by default! If you're using a free Gmail account or a lower-tier Google Workspace plan, your calendar is not protected under HIPAA regulations.
❌ No. Google does not recommend storing PHI (like patient names, diagnoses, or medical notes) in Calendar event details.
🔸 Default Google Calendar reminders are not encrypted end-to-end, meaning sensitive data could be exposed during transmission.
🔸 Reminders sent via email or SMS may not be secure, as they could be intercepted.
✅ Use a HIPAA-compliant appointment scheduling tool that integrates with Google Calendar (e.g., Google-integrated healthcare scheduling platforms).
✅ Avoid including PHI in event titles or descriptions. Instead of "John Smith – Diabetes Follow-up," use a neutral label like "Doctor Appointment."
✅ Restrict Google Calendar access to authorized staff only.
✅ Turn on audit logging in Google Workspace to track access.
If you need fully HIPAA-compliant scheduling with automated reminders, consider these alternatives:
If Google Calendar isn't flexible enough, consider:
✔️ Updox – Secure messaging & appointment reminders.
✔️ Phreesia – Patient self-scheduling with HIPAA compliance.
✔️ Kareo – Medical practice management with scheduling.
🔹 Google Calendar CAN be HIPAA compliant—but only with the right plan, signed BAA, and strict security settings.
🔹 Google’s default reminders (email/SMS) are not fully secure for PHI.
🔹 For full compliance, use a HIPAA-compliant scheduling tool instead of relying on Google Calendar alone.
If you’re a healthcare provider using Google Calendar for scheduling, make sure you’re following HIPAA guidelines—or switch to a fully compliant solution.