HIPAA Compliance & SOC 2 Certification

Security and Compliance at SOAP Note Doctor

When you're dealing with patient data, security isn't optional. It's everything. SOAP Note Doctor is built from the ground up with HIPAA compliance and enterprise-grade security as core requirements, not afterthoughts.

HIPAA Compliance

We're fully HIPAA compliant. Every piece of patient data is encrypted at rest and in transit, with comprehensive audit trails tracking every interaction.

How We Protect Your Data

Application-Layer Encryption Following strict HIPAA compliance protocols, we encrypt all patient data at the application layer before it ever leaves your device. This means that even our backend systems never see unencrypted PHI—everything is encrypted before transmission and remains encrypted throughout processing.

HIPAA-Compliant Database Infrastructure We use enterprise-grade, HIPAA-compliant database services with established Business Associate Agreements (BAA) in place. Our database implements Row-Level Security (RLS) with strict access policies ensuring users can only access their own data. Database providers maintain SOC 2 Type II certification and undergo regular third-party security audits.

Comprehensive Audit Logging Every interaction with patient data is logged and tracked:

User authentication and session management
Data access and modification events
System-level security events
Failed access attempts and security anomalies

Technical Safeguards

Encryption Standards

Data at Rest: AES-256 encryption for all stored data
Data in Transit: TLS 1.3 encryption for all communications
Application-Layer Encryption: PHI encrypted before database storage
Key Management: Secure key rotation and management protocols

Access Controls

Multi-factor authentication required for all accounts
Role-based access with principle of least privilege
Automatic session timeouts and secure logout procedures
Real-time monitoring of access patterns

Data Integrity

Cryptographic checksums to ensure data integrity
Version control and change tracking for all modifications
Automated backup verification and restore testing
Immutable audit logs with tamper detection

SOC 2 Type II Certification

Our infrastructure and processes meet SOC 2 Type II standards, demonstrating our commitment to security, availability, and confidentiality through independent third-party auditing.

Security Controls

Infrastructure Security

Web Application Firewall (WAF) protection
DDoS mitigation and traffic analysis
Network segmentation and micro-segmentation
Intrusion detection and prevention systems

Application Security

Secure coding practices and regular security reviews
Automated vulnerability scanning and dependency checking
Regular penetration testing by third-party security firms
Zero-trust architecture implementation

Operational Security

24/7 security monitoring and incident response
Automated threat detection and response systems
Regular security assessments and compliance reviews
Continuous security improvement processes

Availability and Performance

Infrastructure Reliability

99.9% uptime SLA with redundant systems
Auto-scaling infrastructure to handle demand spikes
Multiple availability zones for disaster recovery
Real-time monitoring and automated failover

Data Backup and Recovery

Automated daily backups with point-in-time recovery
Encrypted backup storage in geographically distributed locations
Regular restore testing and data integrity verification
Recovery Time Objective (RTO): 4 hours, Recovery Point Objective (RPO): 1 hour

Privacy by Design

Data Minimization and Retention

We follow strict data minimization principles:

Audio recordings are automatically deleted immediately after SOAP note generation
We retain only the final SOAP notes and essential metadata
Users can configure custom retention periods for their documentation
Complete data purging capabilities upon account termination

Audio files never persist in our systems - once your SOAP note is generated and verified, the original recording is permanently destroyed using cryptographic erasure methods.

Zero-Knowledge Architecture

Our encryption model ensures that even SOAP Note Doctor cannot access your unencrypted patient data. All PHI is encrypted on your device before transmission, processed in encrypted form, and stored encrypted.

Transparency and Control

Clear data handling and retention policies
User control over data retention periods
Secure data export capabilities
Complete data deletion upon account termination

Infrastructure and Vendors

Cloud Infrastructure

We partner exclusively with HIPAA-compliant cloud providers who maintain:

SOC 2 Type II certification
Business Associate Agreements (BAA)
FedRAMP authorization
Regular third-party security audits

Vendor Management

All third-party vendors handling PHI must provide:

Current HIPAA compliance certification
Signed Business Associate Agreements
Regular security assessment reports
Incident notification procedures

Data Processing Partners

Our AI transcription and processing services are provided through HIPAA-compliant partners with established data processing agreements ensuring PHI protection throughout the workflow.

Incident Response and Monitoring

Security Monitoring

Real-time security event monitoring and analysis
Automated anomaly detection and alerting
Regular security metrics reporting and analysis
Proactive threat intelligence integration

Incident Response

24/7 incident response capability
Defined incident classification and escalation procedures
Breach notification within regulatory timeframes (72 hours)
Post-incident analysis and security improvement implementation

Business Continuity

Comprehensive disaster recovery procedures
Regular business continuity plan testing
Alternative processing site capabilities
Communication plans for service interruptions

Compliance Verification

Regular Assessments

Quarterly internal security and compliance reviews
Annual third-party penetration testing
Continuous vulnerability scanning and remediation
Regular compliance gap analysis and improvement planning

Documentation and Reporting

Comprehensive security documentation maintenance
Regular compliance reporting to stakeholders
Audit trail preservation and management
Incident reporting and trend analysis

Customer Data Protection

Your Responsibilities

While we provide robust security infrastructure, customers play a crucial role:

Maintaining strong, unique passwords and enabling MFA
Reporting suspected security incidents promptly
Following organizational data handling policies
Keeping software and systems updated

Our Commitments

Transparent communication about security practices
Prompt notification of any security incidents
Regular security updates and improvements
Continuous monitoring and threat assessment

Encryption Details

Client-Side Processing

All audio processing follows a secure, ephemeral workflow:

Audio is captured and immediately encrypted on your device
Encrypted data is transmitted via secure channels to processing systems
AI processing occurs on encrypted data without full decryption
SOAP notes are generated and returned in encrypted form
Original audio recordings are immediately and permanently deleted
Only the final SOAP note is retained according to your retention settings

This ensures that sensitive audio content has zero persistence in our infrastructure while maintaining full functionality.

Database Security

Row-level security (RLS) with granular access policies
Policy-based access control ensuring data isolation between users
Encrypted database connections and authentication
Regular database security hardening and patching
Database activity monitoring and alerting
Automated policy enforcement and compliance verification

Key Management

Hardware Security Module (HSM) backed key management
Regular cryptographic key rotation
Secure key escrow and recovery procedures
Multi-person authorization for key operations

Continuous Security Improvement

Security is an ongoing commitment, not a one-time achievement. SOAP Note Doctor maintains security through:

Regular security training and awareness
Proactive threat research and intelligence
Investment in emerging security technologies
Active participation in healthcare security communities
Continuous improvement based on lessons learned

We believe that transparency about our security practices builds trust and helps the entire healthcare technology ecosystem become more secure.

Security Contact Information

For security inquiries or to report security concerns:

Security Email: security@soapnotedoctor.com
Compliance Questions: compliance@soapnotedoctor.com
Emergency Security Issues: Available 24/7 through support channels

From 2 Hours to 2 Minutes. Quit Manual Note Taking.