Patient scheduling, appointment reminders, and intake forms collect PHI — making scheduling software a HIPAA-relevant decision. Most consumer scheduling tools (free Calendly, basic Acuity, Google Calendar) cannot store PHI. This guide compares scheduling platforms that sign a BAA for healthcare practices and digital health SaaS.
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SimplePractice, NexHealth, and Mend are purpose-built HIPAA-compliant scheduling platforms. Calendly Enterprise and Acuity (Squarespace HIPAA plan) sign BAAs on their healthcare-specific tiers. Free or standard plans of general-purpose tools do not qualify.
All-in-one practice management platform with built-in HIPAA-compliant scheduling, intake forms, telehealth, and EHR. BAA included on all paid plans.
HIPAA-compliant patient scheduling and intake platform with strong EHR integrations (Epic, Cerner, athenahealth). BAA included.
Squarespace offers a HIPAA-compliant Acuity tier with a signed BAA. Requires upgrading from standard Acuity and enabling HIPAA mode (disables certain features).
HIPAA compliance available on Enterprise plans only with a signed BAA. Standard, Teams, and Professional plans do not qualify.
Purpose-built telehealth and scheduling platform. HIPAA compliant by default with BAA, integrated waiting rooms, and patient self-scheduling.
Do not store PHI in event titles, descriptions, or invitee fields. Even on HIPAA-eligible Workspace/M365 plans, calendar event details are easily exposed.
SimplePractice, NexHealth, and Mend include the BAA by default on paid plans. Acuity requires upgrading to the HIPAA tier in Squarespace and explicitly enabling HIPAA mode. Calendly's BAA is Enterprise-only and requires direct contract negotiation.
Sign the BAA before collecting any patient information.
Limit appointment titles and notes to non-PHI identifiers (use patient IDs, not full names + diagnoses).
Restrict patient self-service to authenticated portals where possible.
Enable MFA on all staff scheduling accounts.
Configure retention policies that delete or archive PHI per your HIPAA retention schedule.
For appointment-reminder SMS/email, confirm the messaging vendor is also HIPAA covered (see /compliance-tools/hipaa-compliant-sms and /compliance-tools/hipaa-compliant-email-providers).
Only on Calendly Enterprise with a signed BAA. The free, Standard, Teams, and Professional plans do not qualify. If you handle PHI, do not use non-Enterprise Calendly for appointment booking.
Yes — but only on the HIPAA-specific Acuity tier offered by Squarespace, with a signed BAA and HIPAA mode enabled. Standard Acuity plans (even paid ones) do not qualify.
You can schedule appointments in Google Calendar on a HIPAA-eligible Google Workspace plan, but you must not include PHI in event titles, descriptions, or attendee notes. Use anonymized patient identifiers instead.
For solo practitioners and small practices, SimplePractice (~$69/mo) and Acuity HIPAA plan (~$45/mo) are typically the most affordable purpose-built options. NexHealth and Mend are designed for larger practices and digital health SaaS.
Yes if the messages contain PHI (patient names + visit details, diagnoses, etc.). Use a HIPAA-covered SMS provider — see /compliance-tools/hipaa-compliant-sms — and keep reminders generic ("Your appointment tomorrow at 2 PM" without diagnosis info).
Yes, but the intake form and scheduling platform together must be HIPAA-eligible. SimplePractice and Mend include patient-facing booking pages that are HIPAA covered by default.
PoliWriter generates all the policies, mappings, and audit-ready artifacts referenced in this guide — customized to your AWS / GitHub / Okta stack. 60+ integrations, continuous monitoring, evidence collection — at a fraction of Vanta's price.
PoliWriter creates all the HIPAA policies you need, customized to tools like HIPAA-Compliant Scheduling & Calendar Software and your specific configuration. AI-powered, audit-ready, hours not months.
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