More organizations are increasingly relying on virtual platforms such as Zoom and Teams for internal and external meetings. It’s important to prioritize the privacy of your organization, as well as the privacy of others, when utilizing these virtual platforms. During meetings where new or ongoing activities are discussed, depending on the topic, there could be a risk of unintentionally sharing PHI or PII. Over the past few years, Care Compass has compiled a set of helpful tips to keep in mind when meeting with clients, patients, stakeholders, or conducting case conferences, especially when there’s is a chance that sensitive information, such as PHI or PII, could be inadvertently discussed.

• Do not record the meeting
• Do not utilize transcription
• Never put PHI/PII in chats, whiteboards, or polls
• Never put PHI/PII in meeting titles or calendar invitations
• Always use common sense and avoid sharing more information than necessary about a client/patient/Member when using Zoom or Teams
• Ensure sensitive conversations cannot be overheard or work observed by unauthorized persons
• Avoid inadvertently sharing confidential information visible on your other screens.  Before screen sharing, close all applications, emails and documents that you will not use in that session.
• Zoom and Teams default settings should be set to limit screen sharing to the host. If the host determines that screen sharing by participants is needed, sharing by “one participant at a time” should be selected.  The host should remind participants not to share sensitive information during the meeting inadvertently.
• Monitor participant list for unwanted attendees and remove those not invited
• Monitor participants and immediately remove any chat bot participants
• Mute participants who are not presenting
• Disable private chat and transcription features

Remember the privacy of your organization and those you serve is critical to safeguard.