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Lynn University’s standard Zoom environment is not HIPAA compliant. For this reason, the University has created a separate HIPAA compliant Zoom environment for individuals conducting Zoom sessions to discuss protected health information.  It is up to the end-users discretion when to use the standard Zoom account over the Zoom HIPAA.In 2022 Lynn Signed an updated BAA which put the responsibility for HIPAA back on the customer.  That being said, we have configured a group in Zoom Called "HIPAA Settings" that the users are added to which has the necessary restrictions in place. 

Prerequisites

• Users must work with protected health information to be approved to receive a Zoom HIPAA compliant account. It is up to compliant account owners to identify when to use the Zoom HIPAA compliant account. The HIPAA compliant Zoom accounts are assigned to individuals in the following departments:
  
  • Office of Compliance
  • Health Center
  • Athletics
  • Counseling Center
  • Institute for Achievement and Learning

How Do I Request a HIPAA Zoom Account

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Zoom HIPAA Account Overview

Once you receive confirmation that your HIPAA compliant Zoom account has been created, you will need to do things differently in order to successfully manage your two accounts.  Below are the specifics you need to be aware of: 

• Each Zoom HIPAA account will have its own username, and email address and password
• We recommend that you do not use the same password with this account and your primary Lynn employee email address
• Automatic forwarding of emails to the Zoom HIPAA account are forwarded to your primary Lynn employee email address
• Each Zoom HIPAA account is required to use DUO for two factor authentication when accessing the email account via the office 365 web portal.  See our DUO Multi-factor Authentication Knowledgebase page if you have any issues. https://kb.lynn.edu/x/U4YPAQ 

Just to recap, these are the settings and features that are enforced when using a Zoom HIPAA account.  All other features and settings are still possible but these are enforced and not modifiable.

Features Enabled that can’t be disabled

• Cloud Recording will be disabled.
• Remove device/user information in logging and reporting
• Encrypted Chat will be enabled. 

Encrypted Chat Features that can’t be disabled

• Text messages will be encrypted
• Offline messages will only be available after all parties initiate a key exchange
• Disable screen capture
• Disable sending images

How to log in to your Zoom HIPAA Account

It is recommended that you use a different internet browser from your primary browser to access the Zoom Portal as your HIPAA account and to login office 365 to schedule meetings from this accountOnce your account has been configured by an administrator in zoom, you would login to zoom using your lynn email address.   No special steps required are required, by you, the end user. 

How to login to the Zoom Portal with Your Zoom HIPAA Account

In this example my primary internet browser is Internet Explorer, so to login to the Zoom portal and to Office 365 I will use Chrome.

1. Close all existing Chrome browser windows and tabsSign out of the Zoom Cloud Meetings desktop client if you are already signed in with another account
2. Launch Chrome again
3. Go to the url http://zoom.lynn.edu 
4. Click the Sign in Button
5. Login with the zoom HIPAA account email address and password you were providedAt the top right hand corner click on the person icon.  You should be able to confirm that your name and email address are that of the Zoom HIPAA accountwith your lynn username and password.
6. At this point your experience in zoom is just like you should be used to and you can schedule meetings like you normally would.  If you need any help on how to use zoom, please refer to the Zoom Web Conference support page. https://kb.lynn.edu/x/e4Y5Ag 

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How to login into the Windows Zoom Cloud Meetings Desktop Client Application with your Zoom HIPAA Account

1. Close out of all your internet browsers
2. Sign out of Open the Zoom Cloud Meetings desktop client if you are already signed in with another accountDesktop client
3. You should now be at the sign in
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4. Click Sign In and you should now see the window below.
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5. On the right side click Sign in with SSO
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6. Make sure that the company domain is set to "lynn-edu"  (Notice: There is a dash (-) not a period (.)  between lynn and edu.  lynn-edu
7. Click Continue
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8. Enter your zoom HIPAA account lynn email address and password and click Sign In
9. The desktop client should now login like below 
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10. At this point you can use your zoom HIPAA account to schedule and run meetings. 

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