How to Secure Your Google Workspace for HIPAA (and How to Get the HIPAA Badge/Seal)

 

Ensuring that your business uses Google Workspace in a HIPAA-compliant way isn’t just about turning on a few security features—it’s building a process that protects patient health information (PHI) at every step and can pass a professional HIPAA audit. Here’s a clear breakdown of what you need to do, what’s required, and how to get the HIPAA compliance seal or badge.

• Business Associate Agreement (BAA): Before anything else, you must have a signed Business Associate Agreement with Google. This contract says Google will help safeguard PHI and alerts them of their responsibility under HIPAA. Access this in the Google Workspace Admin Console—under “Account settings.” Sign the BAA before you store any PHI.
• Limit Who Has Access: Only give PHI access to employees and users who absolutely need it for their job. Use role-based access control and Google Groups to manage permissions. Immediately disable accounts when employees leave or change roles.
• Turn on Strong Security Features:
  • Enable two-factor authentication (2FA) for all users.
  • Enforce strong password policies using Google Admin settings.
  • Force re-authentication for sensitive Google Workspace apps like Gmail and Drive.
  • Set up alerts for suspicious access or login attempts.
• Encryption: Google encrypts data at rest and in transit by default, but double-check that these settings are enabled. Never disable them. Do not move PHI outside protected Google Workspace storage (for example, don’t save PHI on personal laptops).
• Audit Logs and Monitoring: Use the Admin Console to turn on detailed logging. Review who accessed which files and emails, export reports for oversight, and set up alerts for unauthorized or unusual activity.
• Control Sharing: Prevent accidental PHI leaks by:
  • Limiting file and email sharing outside the organization.
  • Using data loss prevention (DLP) features to block PHI from being shared inappropriately.
  • Restricting who can create new accounts or third-party app integrations.
• Train Your Team: All users should complete HIPAA security awareness training regularly. Make sure they know not to share passwords or download PHI to personal devices.
• Document Everything: Keep a formal record of privacy and security policies, risk assessments, user training logs, and audits. Store these records somewhere safe and easily accessible for regulatory audits.
• Work with an Expert for Readiness Assessments: HIPAA compliance is detailed. To ensure you’re really compliant—and can earn the “HIPAA badge” (or show you’re audit-ready for clients and partners)—work with an experienced consulting firm. OCD Tech specializes in Google Workspace HIPAA assessments and can provide detailed readiness checklists, risk analyses, and simulated audits. They’ll help document requirements, fix any gaps, and confirm you’re ready for audits or certification seals.

 

What Auditors Look For and How to Get the Compliance Seal/Badge

 

You don’t technically get an “official” government HIPAA badge, but many industries, clients, and business partners require a third-party assessment and “seal.” Auditors and certification companies will look for:

• Valid BAA on file with Google.
• Proof of security settings (2FA, restricted sharing, DLP, etc.).
• Documentation of regular risk assessments (often done by outside firms like OCD Tech).
• User training logs.
• Incident response and breach notification procedures in place.
• Policy documentation for all HIPAA administrative, physical, and technical safeguards.

If you need a “HIPAA badge” or vendor/partner sign-off, schedule a HIPAA readiness assessment with OCD Tech. They can guide you through fixing any gaps, maintaining compliant documentation, and preparing for a successful audit.

 

Most Important Tips for Google Workspace HIPAA Compliance

 

• Never store PHI in Google Workspace without a BAA.
• Be proactive—run security risk assessments regularly and fix any new weaknesses.
• Keep training your staff and document every step. Hackers usually exploit human error.
• Get a true HIPAA audit or readiness check from experienced consultants like OCD Tech.

If you follow these steps, your Google Workspace environment will be well-defended—and you’ll be audit-ready to prove HIPAA compliance and potentially earn third-party seals or badges as needed.