Healthcare-grade security for your front desk
FrontDeskOS was built from the ground up for healthcare. We protect patient health information with the same rigor as leading hospitals and health systems — so you can modernize your front desk without compromising on compliance.
1,200+
Healthcare clients
99.99%
Uptime SLA
7 years
Audit log retention
0
Data breaches
How we protect patient information
Comprehensive security and compliance measures designed for healthcare.
Business Associate Agreement
We execute a signed BAA with every healthcare client at no additional cost. This legally binding agreement establishes our responsibilities for safeguarding PHI in accordance with HIPAA Privacy and Security Rules.
End-to-End Encryption
All data is encrypted at rest using AES-256 and in transit using TLS 1.3. Call recordings, transcripts, and patient information are never stored or transmitted in plaintext.
Immutable Audit Logs
Every access event, modification, and system action is recorded in tamper-proof audit logs retained for 7 years. Logs include timestamps, user IDs, IP addresses, and action details.
Access Controls
Role-based access controls ensure staff only see the data they need. Multi-factor authentication is required for all accounts, with support for hardware security keys and authenticator apps.
Secure Infrastructure
Data is hosted on HIPAA-eligible cloud infrastructure with redundancy across multiple availability zones. Our data centers maintain physical security controls and are audited annually.
Employee Training
All FrontDeskOS employees complete HIPAA training upon hire and annually thereafter. Access to PHI is limited to personnel who require it for their job functions.
Breach Notification
We maintain incident response procedures compliant with HIPAA breach notification requirements. In the unlikely event of a breach, affected parties are notified within the required timeframes.
Regular Security Assessments
We conduct quarterly penetration testing by independent security firms, annual risk assessments, and continuous vulnerability scanning to identify and address potential threats.
Business Associate Agreement included
Every healthcare client receives a signed Business Associate Agreement at no additional cost. Our BAA clearly defines our obligations as a business associate under HIPAA, including:
- Permitted uses and disclosures of PHI
- Safeguards to prevent unauthorized use
- Breach notification procedures
- Requirements for subcontractors
- Return or destruction of PHI upon termination
- Compliance with the HIPAA Security Rule
Need a copy of our BAA before signing up? Contact us and we'll send it right over.
What's covered in our BAA
HIPAA compliance FAQ
What is a Business Associate Agreement (BAA)?
A BAA is a legally binding contract between a healthcare provider (covered entity) and a vendor (business associate) that handles protected health information. The BAA establishes the vendor's obligations to safeguard PHI in compliance with HIPAA. FrontDeskOS signs a BAA with every healthcare client at no extra cost.
What qualifies as Protected Health Information (PHI)?
PHI includes any individually identifiable health information that relates to a person's past, present, or future health condition, healthcare services, or payment for healthcare. This includes names, addresses, phone numbers, appointment details, and any health-related information communicated during calls handled by FrontDeskOS.
How does FrontDeskOS handle call recordings containing PHI?
Call recordings are encrypted immediately upon capture using AES-256 encryption. They are stored in HIPAA-eligible cloud infrastructure with strict access controls. Recordings are retained according to your configured retention period (default 90 days, configurable up to 7 years) and can be securely deleted upon request.
Can my staff access call recordings and transcripts?
Yes, authorized staff can access recordings and transcripts through the FrontDeskOS dashboard. Access is controlled through role-based permissions, and all access events are logged in our audit system. You have full control over which team members can view, download, or delete recordings.
What happens if there is a data breach?
FrontDeskOS maintains a comprehensive incident response plan. In the event of a breach affecting PHI, we will notify affected healthcare clients within 24 hours of discovery, provide detailed information about the scope and nature of the breach, and work with you to fulfill HIPAA breach notification requirements to patients and regulators.
Is FrontDeskOS compliant with state privacy laws?
Yes. In addition to HIPAA, FrontDeskOS complies with state-specific healthcare privacy laws, including California's CMIA (Confidentiality of Medical Information Act) and other state regulations. Our compliance team monitors regulatory changes to ensure ongoing compliance.
How do I get a copy of the BAA?
Healthcare clients receive a BAA as part of the onboarding process. If you need a copy of our standard BAA for review before signing up, contact our sales team at hello@frontdeskos.co or call us at (888) 403-5011. We're happy to provide it and answer any questions.
Does FrontDeskOS support HIPAA-compliant integrations?
Yes. Our integrations with EMR/EHR systems, practice management software, and other healthcare tools are designed with HIPAA compliance in mind. Data transmitted to and from integrated systems is encrypted, and we only integrate with vendors who can also sign BAAs when handling PHI.
Ready to modernize your front desk?
Join 1,200+ healthcare practices that trust FrontDeskOS to handle patient calls securely and compliantly.
BAA included at no extra cost · 14-day free trial · No credit card required