> ## Documentation Index
> Fetch the complete documentation index at: https://docs.closethecall.com/llms.txt
> Use this file to discover all available pages before exploring further.

# HIPAA Compliance Mode

> Protect patient data with automatic PHI redaction, data retention controls, and recording consent.

## 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**

<Warning>
  If you handle patient health data in any capacity, you should enable HIPAA mode. Non-compliance with HIPAA can result in significant fines.
</Warning>

## What HIPAA Mode Does

When enabled, HIPAA mode adds three layers of protection:

### 1. Automatic PHI Redaction

Sensitive information is automatically removed from call transcripts **before** they are stored. The following patterns are detected and redacted:

| Data Type               | Example                | Stored As             |
| ----------------------- | ---------------------- | --------------------- |
| Social Security Numbers | 123-45-6789            | \[SSN REDACTED]       |
| Credit card numbers     | 4111 1111 1111 1111    | \[CARD REDACTED]      |
| Dates of birth          | born on March 5th 1990 | \[DOB REDACTED]       |
| Medical record numbers  | MRN 12345678           | \[MRN REDACTED]       |
| Insurance ID numbers    | Policy ABC-123456      | \[INSURANCE REDACTED] |

<Info>
  Redaction happens automatically in real time. You do not need to manually review transcripts. The original unredacted data is never stored.
</Info>

### 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.

### 3. Recording Consent Disclaimer

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.

## Enabling HIPAA Mode

<Steps>
  <Step title="Go to Receptionist Settings">
    Click **Receptionist Settings** in the left sidebar.
  </Step>

  <Step title="Find the HIPAA section">
    Scroll down to the **HIPAA Compliance** card.
  </Step>

  <Step title="Toggle HIPAA mode on">
    Switch the toggle to enabled. You will see a confirmation warning.
  </Step>

  <Step title="Set your data retention period">
    Choose how many days to keep call data. We recommend 90 days for most healthcare businesses.
  </Step>

  <Step title="Enable recording consent (recommended)">
    Toggle on recording consent and review the default disclaimer text. Edit it if your compliance team requires specific wording.
  </Step>

  <Step title="Save">
    Click **Save**. HIPAA protections take effect on all future calls immediately.
  </Step>
</Steps>

<Tip>
  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.
</Tip>

## 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.

<Snippet file="snippets/footer.mdx" />