Top HIPAA Compliant Meeting AI Tools (2025)
Fireflies.ai
HIPAA Ready
Fireflies.ai offers HIPAA compliance on request with their Business plan and higher. All meeting data is protected with 256-bit AES and SSL/TLS encryption, accurately transcribing patient consultations into actionable notes.
Healthcare Features:
- • 256-bit AES encryption at rest
- • SSL/TLS encryption in transit
- • Zapier/API integration with EHR systems
- • Custom data retention policies
BAA Details:
- • Available on Business+ plans
- • Contact sales for BAA signing
- • SOC 2 Type II certified
- • GDPR compliant
Fellow
HIPAA Compliant
Fellow was named the top pick by The New York Times Wirecutter for transcribing and summarizing meetings in 2025. It's HIPAA-compliant and built for structured, repeatable meeting workflows across clinical ops, product, and GTM teams.
Healthcare Features:
- • AI notes with customizable templates
- • Action tracking and follow-ups
- • Shared meeting knowledge base
- • Clinical ops workflow support
- • HIPAA compliant with BAA
- • SOC 2 Type II certified
- • Enterprise security controls
- • Audit logging available
Sembly AI
Healthcare Focus
Sembly AI is specifically designed for regulated industries including healthcare, with end-to-end encryption, secure data storage, and medical terminology recognition for accurate clinical transcription.
Healthcare Features:
- • Medical terminology support
- • SNOMED CT standardized terms
- • Drug name recognition
- • Healthcare meeting templates
- • HIPAA compliant with BAA
- • SOC 2 Type II certified
- • AES-256 encryption
- • Role-based access controls
Dialpad AI
HIPAA Compliant
Dialpad AI is a modern cloud-based communication tool combining calling, video, messaging, and AI features. It's HIPAA compliant, keeping patient information secure while care teams stay connected.
- • Real-time transcription
- • Call summaries
- • Sentiment analysis
- • Smart coaching tools
Healthcare Use:
- • Care team communication
- • Patient coordination calls
- • Secure messaging
- • BAA available
Mental Health & Therapy-Specific Tools
Mental health professionals have unique compliance needs. These specialized tools are designed specifically for therapists, counselors, and mental health practitioners with built-in HIPAA compliance.
Supanote
Mental health-specific AI scribe that captures therapy sessions and turns them into structured notes like SOAP, DAP, or progress notes instantly.
- • SOAP, DAP, progress note formats
- • Direct EHR integration
- • Full HIPAA compliance with BAA
- • End-to-end encryption
Upheal
Combines telehealth, transcription, and analytics into one integrated platform for mental health providers.
- • Video session hosting
- • Real-time transcription
- • Clinical insights and analytics
- • HIPAA-compliant security
SimplePractice AI Note Taker
Built by SimplePractice with HIPAA compliance from day one, handling the heavy lifting so therapists can embrace AI efficiency.
- • HITRUST validation
- • Advanced encryption throughout lifecycle
- • Transparent AI processing
- • Clear documentation
Hathr.AI
The only HIPAA compliant AI tool hosted on AWS GovCloud - the same servers as the Dept of Health and Human Services, powered by Claude AI.
- • AWS GovCloud hosting
- • 100% private and compliant
- • Designed for sensitive healthcare data
- • Claude AI powered
Business Associate Agreement (BAA) Requirements
What is a BAA?
A Business Associate Agreement is a legally required contract between a healthcare provider (covered entity) and any vendor that handles Protected Health Information (PHI). Without a signed BAA, using any AI meeting tool with patient data violates HIPAA.
BAA Must Include:
- • Permissible data use definitions
- • PHI safeguarding requirements
- • Security incident reporting procedures
- • Data breach notification protocols
- • Subcontractor management clauses
- • Data return/destruction on termination
2025 BAA Updates:
- • Stricter cybersecurity requirements for AI tools
- • Mandatory risk analysis including AI vendors
- • More comprehensive vendor agreements
- • Continuous monitoring requirements
- • Enhanced incident response timelines
- • AI-specific data handling provisions
Important: January 2025 HIPAA Updates
On January 6, 2025, the HHS Office for Civil Rights (OCR) proposed the first major update to the HIPAA Security Rule in 20 years. Healthcare organizations using AI meeting tools must now include these tools as part of their risk analysis and risk management compliance activities. Ensure your BAA reflects these stricter 2025 compliance obligations.
HIPAA Security Requirements for Meeting AI
Encryption
- • 256-bit AES encryption at rest
- • TLS 1.2/1.3 in transit
- • End-to-end encryption options
- • Secure key management
Access Controls
- • Role-based permissions (RBAC)
- • Multi-factor authentication
- • Single Sign-On (SSO)
- • Automatic session timeouts
Audit & Compliance
- • Complete audit trails
- • Activity logging
- • Compliance reporting
- • Data retention controls
HIPAA Compliance Comparison
| Tool | HIPAA | BAA | SOC 2 | Healthcare Focus | Plan Required |
|---|---|---|---|---|---|
| Fireflies.ai | ✓ | ✓ | Type II | Medium | Business+ |
| Fellow | ✓ | ✓ | Type II | Medium | Pro+ |
| Sembly AI | ✓ | ✓ | Type II | High | Enterprise |
| Otter.ai | ✓ | ✓ | Type II | Low | Enterprise |
| Dialpad AI | ✓ | ✓ | Type II | Medium | Business+ |
| Supanote | ✓ | ✓ | Pending | Very High | All Plans |
| Upheal | ✓ | ✓ | Pending | Very High | All Plans |
| Hathr.AI | ✓ | ✓ | GovCloud | Very High | All Plans |
HIPAA Implementation Checklist
Before Deployment:
- ☐Verify vendor HIPAA compliance status
- ☐Request and review BAA documentation
- ☐Complete organizational risk assessment
- ☐Review vendor security certifications (SOC 2)
- ☐Identify specific healthcare use cases
After Signing BAA:
- ☐Configure enterprise security settings
- ☐Set up role-based access controls
- ☐Enable audit logging and monitoring
- ☐Train staff on HIPAA compliance procedures
- ☐Document incident response procedures
Recommendations by Use Case
For Hospitals & Health Systems
Choose enterprise-grade tools with comprehensive BAAs, SOC 2 Type II certification, and custom data retention. Consider Fireflies.ai or Sembly AI for their medical terminology support and EHR integrations.
For Mental Health Practices
Use specialized tools like Supanote, Upheal, or SimplePractice AI Note Taker designed specifically for therapy sessions with SOAP/DAP note formats and EHR integration.
For Healthcare Startups & HealthTech
Fellow offers excellent team collaboration features with HIPAA compliance. For maximum security, consider Hathr.AI with AWS GovCloud hosting.
For Administrative Meetings Only
If you only need HIPAA compliance for non-clinical administrative meetings (no PHI), Otter.ai Enterprise or Dialpad AI provide cost-effective options with full compliance.
