Secure your healthcare data in Google Workspace and maintain HIPAA compliance with this comprehensive guide. Learn about Google Workspace plans, BAAs, risks, and how Metomic can simplify compliance and protect PHI.
Google Workspace can support HIPAA compliance with the right configuration, as long as proper settings and security measures are implemented across all services.
Understanding the different subscription plans and agreeing to the Business Associate Addendum (BAA)is essential to ensure that all necessary compliance requirements are met.
There are risks involved when handling healthcare data in Google Workspace, especially if sensitive information is shared or accessed improperly without the right controls in place.
Metomic simplifies securing Google Workspace for HIPAA compliance by automating risk management, enforcing data access policies, and ensuring compliance with key regulations.
Google Workspace is a popular choice for businesses of all kinds, offering powerful tools for communication and collaboration. But for healthcare organisations, using Google Workspace comes with additional obligations —especially when it comes to safeguarding patient data and staying HIPAA-compliant.
Balancing productivity with security can feel overwhelming, but it doesn’t have to be.
This guide is designed to help IT managers, security professionals, and tech leaders understand how to configure Google Workspace properly, minimise risks, and meet HIPAA’s strict data protection standards with confidence.
Google Workspace is a cloud-based productivity suite designed to help organisations collaborate and communicate more efficiently.
It includes popular tools like Gmail for email, Google Drive for file storage and sharing, and Google Meet for video conferencing.
These user friendly tools make Google Workspace a favourite for many industries, including healthcare. In fact, around 200,000 healthcare organisations worldwiderely on Google Workspace for its accessibility and collaborative features.
Many also see significant operational benefits—Hunterdon Healthcare, for example, reduced their IT costs and improved patient care efficiency after switching to Google Workspace.
However, for healthcare organisations, it’s essential to configure these tools properly to protect sensitive patient data and comply with HIPAA requirements. Failing to do so can lead to costly penalties, with HIPAA violations in 2024 resulting in fines ranging from $141 to over $2 million, depending on the severity of the violation.
🎥Google Workspace Security EXPLAINED
Is Google Workspace and its different subscription plans compliant with HIPAA?
Google Workspace can be used for HIPAA compliance, but it’s important to get the right plan and configuration in place. Different plans come with different features, so it’s key to understand what each one has to offer and how it affects your ability to meet HIPAA requirements.
Business and Enterprise plans: Both of these plans offer the best security and administrative controls for HIPAA compliance.
Non-compliant services: Some services, like Google Contacts and YouTube, aren’t covered by HIPAA. You’ll need to restrict access to these services to ensure compliance.
BAA (Business Associate Addendum): In order to meet HIPAA compliance, you must sign a BAA with Google. This ensures that Google is held responsible for any breaches related to your healthcare data.
For more detailed information on the HIPAA-compliant features and subscription plans available, please check Google's own resources here.
A quick look at which Google Workspace plans support HIPAA compliance
Here’s a breakdown of Google Workspace’s plans and how they stack up for HIPAA compliance:
Feature/Plan
Business Starter
Business Standard
Business Plus
Enterprise Standard
Enterprise Plus
HIPAA-compliant services
Limited
Limited
Full
Full
Full
Access control management
Basic
Advanced
Advanced
Advanced
Advanced
Endpoint management
No
Basic
Advanced
Advanced
Advanced
Third-party app integrations
Restricted
Restricted
Allowed
Allowed
Allowed
Google Contacts compliance
Not recommended
Not recommended
Not recommended
Not recommended
Not recommended
Google Vault
No
Yes
Yes
Yes
Yes
Google services to limit for HIPAA compliance
To stay compliant with HIPAA, it’s essential to limit access to any Google Workspace services that aren’t covered under the BAA.
Here are the services you should keep restricted:
Google Contacts: This service is not covered by HIPAA, so avoid storing any sensitive healthcare information here.
Google Photos: Employees and healthcare providers should refrain from storing any information here.
Non-core services: Administrators should restrict access to any outside applications or websites such as Blogger or YouTube. Though owned by Google these services do not meet HIPAA requirements and therefore leave healthcare providers exposed.
What is the BAA and how does that ensure HIPAA compliance? The Business Associate Addendum (BAA) is a critical agreement that healthcare organisations using Google Workspace. It extends Google’s Terms of Service to comply with HIPAA regulations, ensuring that Google meets the necessary standards when handling Protected Health Information (PHI).
Healthcare organisations must also fulfil several obligations, such as configuring systems securely and ensuring workforce training to maintain compliance. Given that HIPAA fines can range from $141 to $2,134,831 per violation, (depending on their severity), having a signed BAA is essential for minimising these risks and protecting sensitive data.
How can healthcare organisations use Google Workspace securely?
Follow these steps when using Google Workspace to ensure your organisation is HIPAA compliant.
1. Configure Your tools for HIPAA compliance
Gmail: For extra protection ensure that employees have activated two-factor authentication (2FA). Additional measures can also be taken such as disabling email forwarding and restricting access to external sharing.
Google Drive: Ensure that all documents are encrypted and review access permissions regularly. As a best practice, grant access only to employees who need it to complete their work.
Google Meet: When hosting meetings, make use of passwords and waiting rooms to control who enters. You can also disable features such as chat, screen sharing, recording and transcription tools to minimise risk.
2. Train your team to use tools securely
Phishing prevention: Ensure your staff can identify phishing attempts, a common risk. Regularly remind them to avoid clicking on suspicious links or attachments.
Data handling: Train your team on how to handle Protected Health Information (PHI) appropriately , and verify that they know which tools are safe to use for storing and sharing sensitive data.
3. Set clear policies
Avoid storing PHI in certain tools: It’s essential to create a clear policy that prevents your team from storing PHI in non-compliant tools, such as Google Contacts, to protect sensitive data. stops your team from storing PHI in non-compliant tools like Google Contacts.
Conduct regular audits: Don’t forget to audit your systems from time to time (typically, these should be conducted at least annually). Consistent checks will help make sure your organisation is meeting HIPAA requirements .
What are the associated risks with healthcare data and Google Workspace?
Healthcare organisations using Google Workspace face various risks, particularly when handling sensitive data like Protected Health Information (PHI). Recognising these risks is the first step in mitigating them.
1. Data breaches and misconfigurations
Data breaches: The risk of data breaches is a significant concern, particularly with sensitive healthcare data. Misconfigured tools or permissions can leave PHI exposed to unauthorised individuals, whether inside or outside the organisation.
Unauthorised access: One of the most pressing risks is unauthorised access to healthcare data. This can happen when people outside of the approved user base gain access to PHI. This can also occur if employees mistakenly share sensitive data with the wrong person or group.
User behaviours: Employees can unknowingly violate HIPAA rules by sending sensitive information to the wrong email address or using insecure devices to access or share data. Human error is often a major factor in HIPAA violations, with research showing that it’s responsible for 88% of all data breaches. Adopting a Human Firewall approach to security not only reduces this risk, but makes your employees an active part of your data security posture.
The Role of monitoring and auditingTo minimise these risks regular monitoring and auditing are essential. Routine checks help identify unusual activity or misconfigurations that could lead to a breach. By detecting and correcting issues early, you’ll be better positioned to protect your data.
🔒How Metomic can help
Metomic provides powerful tools to secure Google Workspace and simplify compliance with HIPAA regulations.
Here's how:
Automated data discovery and classification: Metomic identifies and classifies sensitive data, including PHI, across your Google Workspace environment.
Granular access controls: Set detailed permissions to ensure only authorised users can access, edit, or share sensitive data.
Real-time monitoring and alerts: Receive immediate notifications when sensitive data is accessed or shared inappropriately.
Simplified compliance: Metomic automates compliance checks and provides detailed audit trails, making it easier to maintain HIPAA compliance and manage risks.
By using Metomic, you can secure your Google Workspace environment, monitor PHI usage, and streamline compliance processes to ensure ongoing protection and risk management.
Getting started with Metomic
Getting started with Metomic is easy and designed to help you manage data security and prevent insider threats. Here’s how you can get started:
Free risk assessment: Take advantage of our free toolsto assess your current security setup. This gives you a clear picture of any potential vulnerabilities, so you can identify where to improve your protection against insider threats.
Book a personalised demo: Schedule a one-on-one demo with our team to see exactly how Metomic works. We’ll guide you through the platform and show you how it can help secure your sensitive data and monitor user activity for early threat detection.
Consult with our experts: If you have specific concerns,we’re here to help. Our experts will work closely with you to refine your security strategy and enhance your monitoring efforts, ensuring you're fully equipped to stay ahead of any risks.
Google Workspace can support HIPAA compliance with the right configuration, as long as proper settings and security measures are implemented across all services.
Understanding the different subscription plans and agreeing to the Business Associate Addendum (BAA)is essential to ensure that all necessary compliance requirements are met.
There are risks involved when handling healthcare data in Google Workspace, especially if sensitive information is shared or accessed improperly without the right controls in place.
Metomic simplifies securing Google Workspace for HIPAA compliance by automating risk management, enforcing data access policies, and ensuring compliance with key regulations.
Google Workspace is a popular choice for businesses of all kinds, offering powerful tools for communication and collaboration. But for healthcare organisations, using Google Workspace comes with additional obligations —especially when it comes to safeguarding patient data and staying HIPAA-compliant.
Balancing productivity with security can feel overwhelming, but it doesn’t have to be.
This guide is designed to help IT managers, security professionals, and tech leaders understand how to configure Google Workspace properly, minimise risks, and meet HIPAA’s strict data protection standards with confidence.
Google Workspace is a cloud-based productivity suite designed to help organisations collaborate and communicate more efficiently.
It includes popular tools like Gmail for email, Google Drive for file storage and sharing, and Google Meet for video conferencing.
These user friendly tools make Google Workspace a favourite for many industries, including healthcare. In fact, around 200,000 healthcare organisations worldwiderely on Google Workspace for its accessibility and collaborative features.
Many also see significant operational benefits—Hunterdon Healthcare, for example, reduced their IT costs and improved patient care efficiency after switching to Google Workspace.
However, for healthcare organisations, it’s essential to configure these tools properly to protect sensitive patient data and comply with HIPAA requirements. Failing to do so can lead to costly penalties, with HIPAA violations in 2024 resulting in fines ranging from $141 to over $2 million, depending on the severity of the violation.
🎥Google Workspace Security EXPLAINED
Is Google Workspace and its different subscription plans compliant with HIPAA?
Google Workspace can be used for HIPAA compliance, but it’s important to get the right plan and configuration in place. Different plans come with different features, so it’s key to understand what each one has to offer and how it affects your ability to meet HIPAA requirements.
Business and Enterprise plans: Both of these plans offer the best security and administrative controls for HIPAA compliance.
Non-compliant services: Some services, like Google Contacts and YouTube, aren’t covered by HIPAA. You’ll need to restrict access to these services to ensure compliance.
BAA (Business Associate Addendum): In order to meet HIPAA compliance, you must sign a BAA with Google. This ensures that Google is held responsible for any breaches related to your healthcare data.
For more detailed information on the HIPAA-compliant features and subscription plans available, please check Google's own resources here.
A quick look at which Google Workspace plans support HIPAA compliance
Here’s a breakdown of Google Workspace’s plans and how they stack up for HIPAA compliance:
Feature/Plan
Business Starter
Business Standard
Business Plus
Enterprise Standard
Enterprise Plus
HIPAA-compliant services
Limited
Limited
Full
Full
Full
Access control management
Basic
Advanced
Advanced
Advanced
Advanced
Endpoint management
No
Basic
Advanced
Advanced
Advanced
Third-party app integrations
Restricted
Restricted
Allowed
Allowed
Allowed
Google Contacts compliance
Not recommended
Not recommended
Not recommended
Not recommended
Not recommended
Google Vault
No
Yes
Yes
Yes
Yes
Google services to limit for HIPAA compliance
To stay compliant with HIPAA, it’s essential to limit access to any Google Workspace services that aren’t covered under the BAA.
Here are the services you should keep restricted:
Google Contacts: This service is not covered by HIPAA, so avoid storing any sensitive healthcare information here.
Google Photos: Employees and healthcare providers should refrain from storing any information here.
Non-core services: Administrators should restrict access to any outside applications or websites such as Blogger or YouTube. Though owned by Google these services do not meet HIPAA requirements and therefore leave healthcare providers exposed.
What is the BAA and how does that ensure HIPAA compliance? The Business Associate Addendum (BAA) is a critical agreement that healthcare organisations using Google Workspace. It extends Google’s Terms of Service to comply with HIPAA regulations, ensuring that Google meets the necessary standards when handling Protected Health Information (PHI).
Healthcare organisations must also fulfil several obligations, such as configuring systems securely and ensuring workforce training to maintain compliance. Given that HIPAA fines can range from $141 to $2,134,831 per violation, (depending on their severity), having a signed BAA is essential for minimising these risks and protecting sensitive data.
How can healthcare organisations use Google Workspace securely?
Follow these steps when using Google Workspace to ensure your organisation is HIPAA compliant.
1. Configure Your tools for HIPAA compliance
Gmail: For extra protection ensure that employees have activated two-factor authentication (2FA). Additional measures can also be taken such as disabling email forwarding and restricting access to external sharing.
Google Drive: Ensure that all documents are encrypted and review access permissions regularly. As a best practice, grant access only to employees who need it to complete their work.
Google Meet: When hosting meetings, make use of passwords and waiting rooms to control who enters. You can also disable features such as chat, screen sharing, recording and transcription tools to minimise risk.
2. Train your team to use tools securely
Phishing prevention: Ensure your staff can identify phishing attempts, a common risk. Regularly remind them to avoid clicking on suspicious links or attachments.
Data handling: Train your team on how to handle Protected Health Information (PHI) appropriately , and verify that they know which tools are safe to use for storing and sharing sensitive data.
3. Set clear policies
Avoid storing PHI in certain tools: It’s essential to create a clear policy that prevents your team from storing PHI in non-compliant tools, such as Google Contacts, to protect sensitive data. stops your team from storing PHI in non-compliant tools like Google Contacts.
Conduct regular audits: Don’t forget to audit your systems from time to time (typically, these should be conducted at least annually). Consistent checks will help make sure your organisation is meeting HIPAA requirements .
What are the associated risks with healthcare data and Google Workspace?
Healthcare organisations using Google Workspace face various risks, particularly when handling sensitive data like Protected Health Information (PHI). Recognising these risks is the first step in mitigating them.
1. Data breaches and misconfigurations
Data breaches: The risk of data breaches is a significant concern, particularly with sensitive healthcare data. Misconfigured tools or permissions can leave PHI exposed to unauthorised individuals, whether inside or outside the organisation.
Unauthorised access: One of the most pressing risks is unauthorised access to healthcare data. This can happen when people outside of the approved user base gain access to PHI. This can also occur if employees mistakenly share sensitive data with the wrong person or group.
User behaviours: Employees can unknowingly violate HIPAA rules by sending sensitive information to the wrong email address or using insecure devices to access or share data. Human error is often a major factor in HIPAA violations, with research showing that it’s responsible for 88% of all data breaches. Adopting a Human Firewall approach to security not only reduces this risk, but makes your employees an active part of your data security posture.
The Role of monitoring and auditingTo minimise these risks regular monitoring and auditing are essential. Routine checks help identify unusual activity or misconfigurations that could lead to a breach. By detecting and correcting issues early, you’ll be better positioned to protect your data.
🔒How Metomic can help
Metomic provides powerful tools to secure Google Workspace and simplify compliance with HIPAA regulations.
Here's how:
Automated data discovery and classification: Metomic identifies and classifies sensitive data, including PHI, across your Google Workspace environment.
Granular access controls: Set detailed permissions to ensure only authorised users can access, edit, or share sensitive data.
Real-time monitoring and alerts: Receive immediate notifications when sensitive data is accessed or shared inappropriately.
Simplified compliance: Metomic automates compliance checks and provides detailed audit trails, making it easier to maintain HIPAA compliance and manage risks.
By using Metomic, you can secure your Google Workspace environment, monitor PHI usage, and streamline compliance processes to ensure ongoing protection and risk management.
Getting started with Metomic
Getting started with Metomic is easy and designed to help you manage data security and prevent insider threats. Here’s how you can get started:
Free risk assessment: Take advantage of our free toolsto assess your current security setup. This gives you a clear picture of any potential vulnerabilities, so you can identify where to improve your protection against insider threats.
Book a personalised demo: Schedule a one-on-one demo with our team to see exactly how Metomic works. We’ll guide you through the platform and show you how it can help secure your sensitive data and monitor user activity for early threat detection.
Consult with our experts: If you have specific concerns,we’re here to help. Our experts will work closely with you to refine your security strategy and enhance your monitoring efforts, ensuring you're fully equipped to stay ahead of any risks.
Key points
Google Workspace can support HIPAA compliance with the right configuration, as long as proper settings and security measures are implemented across all services.
Understanding the different subscription plans and agreeing to the Business Associate Addendum (BAA)is essential to ensure that all necessary compliance requirements are met.
There are risks involved when handling healthcare data in Google Workspace, especially if sensitive information is shared or accessed improperly without the right controls in place.
Metomic simplifies securing Google Workspace for HIPAA compliance by automating risk management, enforcing data access policies, and ensuring compliance with key regulations.
Google Workspace is a popular choice for businesses of all kinds, offering powerful tools for communication and collaboration. But for healthcare organisations, using Google Workspace comes with additional obligations —especially when it comes to safeguarding patient data and staying HIPAA-compliant.
Balancing productivity with security can feel overwhelming, but it doesn’t have to be.
This guide is designed to help IT managers, security professionals, and tech leaders understand how to configure Google Workspace properly, minimise risks, and meet HIPAA’s strict data protection standards with confidence.
Google Workspace is a cloud-based productivity suite designed to help organisations collaborate and communicate more efficiently.
It includes popular tools like Gmail for email, Google Drive for file storage and sharing, and Google Meet for video conferencing.
These user friendly tools make Google Workspace a favourite for many industries, including healthcare. In fact, around 200,000 healthcare organisations worldwiderely on Google Workspace for its accessibility and collaborative features.
Many also see significant operational benefits—Hunterdon Healthcare, for example, reduced their IT costs and improved patient care efficiency after switching to Google Workspace.
However, for healthcare organisations, it’s essential to configure these tools properly to protect sensitive patient data and comply with HIPAA requirements. Failing to do so can lead to costly penalties, with HIPAA violations in 2024 resulting in fines ranging from $141 to over $2 million, depending on the severity of the violation.
🎥Google Workspace Security EXPLAINED
Is Google Workspace and its different subscription plans compliant with HIPAA?
Google Workspace can be used for HIPAA compliance, but it’s important to get the right plan and configuration in place. Different plans come with different features, so it’s key to understand what each one has to offer and how it affects your ability to meet HIPAA requirements.
Business and Enterprise plans: Both of these plans offer the best security and administrative controls for HIPAA compliance.
Non-compliant services: Some services, like Google Contacts and YouTube, aren’t covered by HIPAA. You’ll need to restrict access to these services to ensure compliance.
BAA (Business Associate Addendum): In order to meet HIPAA compliance, you must sign a BAA with Google. This ensures that Google is held responsible for any breaches related to your healthcare data.
For more detailed information on the HIPAA-compliant features and subscription plans available, please check Google's own resources here.
A quick look at which Google Workspace plans support HIPAA compliance
Here’s a breakdown of Google Workspace’s plans and how they stack up for HIPAA compliance:
Feature/Plan
Business Starter
Business Standard
Business Plus
Enterprise Standard
Enterprise Plus
HIPAA-compliant services
Limited
Limited
Full
Full
Full
Access control management
Basic
Advanced
Advanced
Advanced
Advanced
Endpoint management
No
Basic
Advanced
Advanced
Advanced
Third-party app integrations
Restricted
Restricted
Allowed
Allowed
Allowed
Google Contacts compliance
Not recommended
Not recommended
Not recommended
Not recommended
Not recommended
Google Vault
No
Yes
Yes
Yes
Yes
Google services to limit for HIPAA compliance
To stay compliant with HIPAA, it’s essential to limit access to any Google Workspace services that aren’t covered under the BAA.
Here are the services you should keep restricted:
Google Contacts: This service is not covered by HIPAA, so avoid storing any sensitive healthcare information here.
Google Photos: Employees and healthcare providers should refrain from storing any information here.
Non-core services: Administrators should restrict access to any outside applications or websites such as Blogger or YouTube. Though owned by Google these services do not meet HIPAA requirements and therefore leave healthcare providers exposed.
What is the BAA and how does that ensure HIPAA compliance? The Business Associate Addendum (BAA) is a critical agreement that healthcare organisations using Google Workspace. It extends Google’s Terms of Service to comply with HIPAA regulations, ensuring that Google meets the necessary standards when handling Protected Health Information (PHI).
Healthcare organisations must also fulfil several obligations, such as configuring systems securely and ensuring workforce training to maintain compliance. Given that HIPAA fines can range from $141 to $2,134,831 per violation, (depending on their severity), having a signed BAA is essential for minimising these risks and protecting sensitive data.
How can healthcare organisations use Google Workspace securely?
Follow these steps when using Google Workspace to ensure your organisation is HIPAA compliant.
1. Configure Your tools for HIPAA compliance
Gmail: For extra protection ensure that employees have activated two-factor authentication (2FA). Additional measures can also be taken such as disabling email forwarding and restricting access to external sharing.
Google Drive: Ensure that all documents are encrypted and review access permissions regularly. As a best practice, grant access only to employees who need it to complete their work.
Google Meet: When hosting meetings, make use of passwords and waiting rooms to control who enters. You can also disable features such as chat, screen sharing, recording and transcription tools to minimise risk.
2. Train your team to use tools securely
Phishing prevention: Ensure your staff can identify phishing attempts, a common risk. Regularly remind them to avoid clicking on suspicious links or attachments.
Data handling: Train your team on how to handle Protected Health Information (PHI) appropriately , and verify that they know which tools are safe to use for storing and sharing sensitive data.
3. Set clear policies
Avoid storing PHI in certain tools: It’s essential to create a clear policy that prevents your team from storing PHI in non-compliant tools, such as Google Contacts, to protect sensitive data. stops your team from storing PHI in non-compliant tools like Google Contacts.
Conduct regular audits: Don’t forget to audit your systems from time to time (typically, these should be conducted at least annually). Consistent checks will help make sure your organisation is meeting HIPAA requirements .
What are the associated risks with healthcare data and Google Workspace?
Healthcare organisations using Google Workspace face various risks, particularly when handling sensitive data like Protected Health Information (PHI). Recognising these risks is the first step in mitigating them.
1. Data breaches and misconfigurations
Data breaches: The risk of data breaches is a significant concern, particularly with sensitive healthcare data. Misconfigured tools or permissions can leave PHI exposed to unauthorised individuals, whether inside or outside the organisation.
Unauthorised access: One of the most pressing risks is unauthorised access to healthcare data. This can happen when people outside of the approved user base gain access to PHI. This can also occur if employees mistakenly share sensitive data with the wrong person or group.
User behaviours: Employees can unknowingly violate HIPAA rules by sending sensitive information to the wrong email address or using insecure devices to access or share data. Human error is often a major factor in HIPAA violations, with research showing that it’s responsible for 88% of all data breaches. Adopting a Human Firewall approach to security not only reduces this risk, but makes your employees an active part of your data security posture.
The Role of monitoring and auditingTo minimise these risks regular monitoring and auditing are essential. Routine checks help identify unusual activity or misconfigurations that could lead to a breach. By detecting and correcting issues early, you’ll be better positioned to protect your data.
🔒How Metomic can help
Metomic provides powerful tools to secure Google Workspace and simplify compliance with HIPAA regulations.
Here's how:
Automated data discovery and classification: Metomic identifies and classifies sensitive data, including PHI, across your Google Workspace environment.
Granular access controls: Set detailed permissions to ensure only authorised users can access, edit, or share sensitive data.
Real-time monitoring and alerts: Receive immediate notifications when sensitive data is accessed or shared inappropriately.
Simplified compliance: Metomic automates compliance checks and provides detailed audit trails, making it easier to maintain HIPAA compliance and manage risks.
By using Metomic, you can secure your Google Workspace environment, monitor PHI usage, and streamline compliance processes to ensure ongoing protection and risk management.
Getting started with Metomic
Getting started with Metomic is easy and designed to help you manage data security and prevent insider threats. Here’s how you can get started:
Free risk assessment: Take advantage of our free toolsto assess your current security setup. This gives you a clear picture of any potential vulnerabilities, so you can identify where to improve your protection against insider threats.
Book a personalised demo: Schedule a one-on-one demo with our team to see exactly how Metomic works. We’ll guide you through the platform and show you how it can help secure your sensitive data and monitor user activity for early threat detection.
Consult with our experts: If you have specific concerns,we’re here to help. Our experts will work closely with you to refine your security strategy and enhance your monitoring efforts, ensuring you're fully equipped to stay ahead of any risks.