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Who Needs This

HIPAA mode is designed for businesses that handle protected health information (PHI):
  • Dental practices
  • Medical offices
  • Therapy and counselling practices
  • Physiotherapy clinics
  • Any healthcare-adjacent business
If you handle patient health data in any capacity, you should enable HIPAA mode. Non-compliance with HIPAA can result in significant fines.

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What HIPAA Mode Does

When enabled, HIPAA mode adds three layers of protection:

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1. Automatic PHI Redaction

Sensitive information is automatically removed from call transcripts before they are stored. The following patterns are detected and redacted:
Redaction happens automatically in real time. You do not need to manually review transcripts. The original unredacted data is never stored.

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2. Data Retention Period

Choose how long call data (transcripts, recordings, summaries) is kept:
  • 30 days
  • 60 days
  • 90 days
  • 180 days
  • 365 days
After the retention period, data is automatically and permanently deleted. This helps you meet data minimisation requirements. When enabled, every call begins with a short consent disclaimer before the AI greeting, for example:
“This call may be recorded for quality and training purposes.”
You can customise the exact wording to match your compliance requirements.

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Enabling HIPAA Mode

1

Go to Receptionist Settings

Click Receptionist Settings in the left sidebar.
2

Find the HIPAA section

Scroll down to the HIPAA Compliance card.
3

Toggle HIPAA mode on

Switch the toggle to enabled. You will see a confirmation warning.
4

Set your data retention period

Choose how many days to keep call data. We recommend 90 days for most healthcare businesses.
5

Enable recording consent (recommended)

Toggle on recording consent and review the default disclaimer text. Edit it if your compliance team requires specific wording.
6

Save

Click Save. HIPAA protections take effect on all future calls immediately.
HIPAA mode does not affect how your AI handles calls — it only changes how data is stored and what is said at the start of the call. Your AI will still book appointments, capture leads, and answer questions as normal.

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Important Notes

  • HIPAA mode applies to future calls only. Existing transcripts are not retroactively redacted.
  • This feature helps you comply with HIPAA, but it is not a substitute for a full compliance programme. Consult your compliance officer.
  • Recording consent is a separate toggle — you can use PHI redaction without the consent disclaimer, or vice versa.