KSC, PSU, UNH, Teams Meetings - Teams Meetings and HIPAA

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.

Summary

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.

Content

Access

If you need to begin using Teams for your non-teaching-related virtual meetings, here’s how to begin:

• MS Teams: Accessing Microsoft Teams 
• Teams Meetings: Getting Started 

Recommendation - 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. 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. 

 Outlook Web

1. Create a new meeting:

   • Go to Outlook Web and click Calendar > New Event.

   • Add meeting details and invite participants.

2. Apply the sensitivity label:

   • In the meeting window, look for the Sensitivity dropdown near the top.

   • Select the appropriate label (e.g., Confidential, Highly Confidential).

3. Save and send:

   • Click Send to finalize the meeting invite.

   • The label will apply protections like encryption or watermarking based on its configuration.

Outlook Desktop (Microsoft 365 Apps)

1. Open Outlook Calendar:

   • Click New Meeting or New Teams Meeting.

2. Assign a sensitivity label:

   • In the ribbon, click Sensitivity.

   • Choose the label from the dropdown.

3. Send the invite:

   • Once the label is applied, send the meeting invite.

   • The label’s settings (e.g., who can record, bypass lobby) will be enforced in Teams.

Teams Meetings App (Desktop or Web)

1. Schedule a meeting:

   • Go to Calendar in Teams.

   • Click New Meeting and fill in the details.

2. Open Meeting Options:

   • After creating the meeting, click Edit > More Options.

   • Scroll to Meeting Access > Sensitivity.

3. Select a label:

   • Choose the desired sensitivity label from the dropdown.

   • Click Apply.

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. 

 

Outcome

User will understand the HIPAA needs and how they relate to the usage of Teams Meetings 

Further Readings

• MS Teams: Accessing Microsoft Teams 
• Teams Meetings: Getting Started 

Need additional help?

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.