Summary
This article will help you understand HIPAA needs and how they relate to the usage of Teams Meetings
The University System of New Hampshire can meet healthcare-related needs under HIPAA using Teams Meetings. Teams Meetings provides a secure, encrypted communications platform for all uses. The University now recommends the use of Microsoft Teams for those requiring HIPAA-compliant video conferencing options.
How-To
Access
If you need to begin using Teams for your non-teaching-related virtual meetings, here’s how to begin:
Recommendation - Add Sensitivity Labels
Available within most instances of Teams and Microsoft is a tool called sensitivity labels. In Teams Meetings there is the Highly Sensitive label. This label restricts who can bypass the lobby, who can present, when participants can chat, and copying of the meeting chat. There is also end to end encryption. See more in our article on Privacy Sensitivity Labels: Web-Only Limited Access.
We highly recommend using sensitivity labels if you're scheduling a HIPAA compliant meeting within Microsoft Teams. Below are the step by step instructions for adding a sensitivity label in different applications.
Outlook Web
Task: Adding Sensitivity Labels in Outlook Web
Instructions
Create a new meeting
Step 1 - Go to Outlook Web and click Calendar > New Event.
Step 2 - Add meeting details and invite participants
Apply the sensitivity label
Step 3 - In the meeting window, look for the Sensitivity dropdown near the top
Step 4 - Select the appropriate label (e.g., Confidential, Highly Confidential)
Save and send
Step 5 - Click Send to finalize the meeting invite
Step 6 - The label will apply protections like encryption or watermarking based on its configuration
Outcome
You will be able to apply the sensitivity labels
Outlook Desktop (Microsoft 365 Apps)
Task: Sensitivity Labels in the Outlook Desktop App (Microsoft 365 Apps)
Instructions
Open Outlook Calendar
Step 1 - Click New Meeting or New Teams Meeting
Assign a sensitivity label
Step 2 - In the ribbon, click Sensitivity
Step 3 - Choose the label from the dropdown
Send the invite
Step 4 - Once the label is applied, send the meeting invite
Step 5 - The label’s settings (e.g., who can record, bypass lobby) will be enforced in Teams
Outcome
You will be able to apply sensitivity labels
Teams Meetings App (Desktop or Web)
Task: Set a Sensitivity Label in the Teams Meetings App (Desktop or Web)
Instructions
Schedule a meeting
Step 1 - Go to Calendar in Teams
Step 2 - Click New Meeting and fill in the details.
Open Meeting Options
Step 3 - After creating the meeting, click Edit > More Options
Step 4 - Scroll to Meeting Access > Sensitivity
Select a label
Step 5 - Choose the desired sensitivity label from the dropdown
Step 6 - Click Apply
Outcome
You will be able to apply sensitivity labels
Submitting Department Users
Don't see sensitivity labels in your account?
Please provide a list with the first and last names and email addresses of the staff who will be needing to use of any sensitivity labels in Microsoft for healthcare-related purposes. That list can be submitted as an attachment via the General IT Help form.
If the department has updates to the list as new staff are hired and the like, those requests can be sent in via the General IT Help form or calling the IT Service Desk.
In the subject line please write Microsoft Access to Sensitivity Labels for HIPAA Compliant Meetings this will help direct your meeting to the appropriate location more quickly.
Access and Use of HIPAA-compliant Teams Meetings
Once IT staff have configured the list of users, the requester will be informed that their users are all set to commence use of sensitivity labels.
Further Readings
MS Teams: Accessing Microsoft Teams
Teams Meetings: Getting Started
Privacy Sensitivity Labels: Web-Only Limited Access
Need additional help?
For assistance concerning site creation, content sharing, file synchronization, or other common SharePoint, OneDrive, Teams, or Office app activities, we recommend our Microsoft 365 Learning sites:
Learn more about the great tools our Microsoft 365 Learning sites offer!
Visit the Technology Help Desk Support page to locate your local campus contact information or to submit an online technology support request. For password issues you must call or visit the Help Desk in person.